Effective Date : July 21, 2025
Last Update Date : July 21, 2025
Welcome to BERALOU LLC. These Terms and Conditions (“Terms”) govern the use of our dental billing services and website. By engaging BERALOU LLC for services or accessing our platform, you agree to be bound by these Terms. If you do not accept these Terms in full, please refrain from using our services.
These Terms create a binding agreement between the client (“you,” “your,” or “Client”) and BERALOU LLC (“we,” “us,” “our”).
Scope of Services
BERALOU LLC provides specialized dental billing services, including but not limited to:
- Insurance claims submission
- Payment posting and reconciliation
- Accounts receivable follow-up
- Patient billing support
- Reporting and revenue analysis
- Any other customized solutions as outlined in a service agreement
Client Responsibilities
To ensure smooth operations and successful service delivery, the Client agrees to:
- Provide timely access to practice management systems and/or billing platforms
- Share accurate and complete patient and insurance information
- Cooperate with our team for onboarding and ongoing support
- Notify BERALOU LLC of any system changes, staffing updates, or other operational adjustments that may impact service delivery
Failure to provide necessary information or access may limit our ability to fulfill our obligations and does not entitle the Client to a refund or cancellation without liability.
Payment Terms
- Invoicing and Fees
- Accepted Payment Methods
- ACH transfers
- Credit/debit cards
- Business checks
- Online payment gateways (if applicable)
- Non-Payment Consequences
- Suspension or termination of services
- Withholding of claims submissions and reports
- Collections and/or legal action
Fees for services will be outlined in the signed service agreement. Invoicing occurs on a recurring basis (e.g., monthly), unless otherwise specified.
Invoices must be paid within 15 days of issuance. Late payments may incur a 1.5% monthly interest charge or the maximum permitted by law.
Clients are responsible for ensuring timely payment and maintaining valid billing information
Failure to pay may result in:
Client remains liable for all incurred fees and collection-related costs.
- Term and Termination
- Term
- Termination by Client
- Termination by BERALOU LLC
- You breach these Terms or any applicable agreement
- You engage in unlawful or unethical conduct
- Payment is not received within the stated period
- Continued engagement poses a reputational, operational, or legal risk
These Terms remain in effect from the date you sign your service agreement or begin using our services.
You may terminate services with 30 days’ written notice, unless otherwise stipulated in your contract.
We may suspend or terminate services immediately if:
Upon termination, all outstanding fees become due, and BERALOU LLC may retain necessary records for compliance purposes.
- Confidentiality and Data Protection
- Confidentiality
- As required by law
- With client consent
- As necessary for performing services (e.g., with subcontractors bound by similar confidentiality terms)
- HIPAA Compliance
Both parties agree to maintain strict confidentiality regarding all business, financial, and patient information exchanged in the course of services.
BERALOU LLC will not disclose any such information to third parties except:
We adhere to HIPAA guidelines in handling Protected Health Information (PHI). Clients are responsible for ensuring their systems and practices also meet HIPAA standards.
Clients must not share login credentials or grant system access to unauthorized third parties. Any breach must be reported to BERALOU LLC immediately.
- Intellectual Property
- Service Limitations
- Guarantee reimbursement outcomes
- Represent clients in legal or payer disputes
- Offer clinical coding advice outside billing guidelines
- Service Modifications
- Disclaimer of Warranties
- Fitness for a particular purpose
- Accuracy of reimbursement forecasts
- Timeliness of third-party payer responses
- Limitation of Liability
- Indirect, incidental, or consequential damages
- Lost profits or revenue
- Loss of data
- Third-party claim denials
- Indemnification
- Your breach of these Terms
- Misuse of our services
- Errors in data you provide
- Regulatory violations arising from your business operations
- Force Majeure
- Natural disasters
- Internet outage
- Cyberattacks
- Governmental actions
- Labor disputes
- Governing Law and Jurisdiction
- Dispute Resolution
- Attempt informal resolution via written communication
- Engage in mediation within 30 days of a dispute, if requested
- If unresolved, escalate to arbitration or litigation as allowed in the service contract
- Severability
- Entire Agreement
Services may vary depending on the contract terms agreed upon at the time of onboarding.
All content, processes, tools, reports, and proprietary methods used or developed by BERALOU LLC during service delivery remain our exclusive intellectual property, unless explicitly assigned in writing.
Clients may use deliverables (e.g., reports, reconciliations) only for internal purposes. Republishing, redistributing, or reselling our work without written consent is strictly prohibited.
BERALOU LLC is a billing services provider, not a legal or clinical advisory entity. We do not:
Service outcomes may be influenced by factors outside our control, including but not limited to payer policy changes, insurer delays, and client system errors.
We reserve the right to modify service offerings, pricing structures, or platform features at any time. Clients will be notified of material changes at least 30 days in advance. Continued use of services after such notice constitutes acceptance of the new terms.
BERALOU LLC provides services “as is” and disclaims all warranties, express or implied, including but not limited to:
We make reasonable efforts to ensure accuracy and performance but do not guarantee outcomes dependent on third parties.
To the maximum extent permitted by law, BERALOU LLC and its officers, employees, or agents shall not be liable for:
Our total liability under any agreement shall not exceed the fees paid by the Client in the preceding 3 months of service.
You agree to indemnify and hold harmless BERALOU LLC from any and all claims, losses, damages, liabilities, or legal costs resulting from:
We are not responsible for service delays or failures caused by circumstances beyond our control, including:
If such events occur, affected obligations are suspended for the duration of the interruption.
These Terms shall be governed by the laws of the State of CA, without regard to conflict of law principles.
Any legal action shall be brought in the appropriate courts of [Insert County and State], unless arbitration is mandated by the service agreement.
Before pursuing legal remedies, both parties agree to:
Each party will bear its own legal costs unless otherwise awarded.
If any provision of these Terms is found invalid or unenforceable, the remainder will remain in full force and effect.
These Terms, along with your service agreement and any signed addenda, constitute the full agreement between the parties and supersede any prior verbal or written understandings.