BillTraq by SonaRevBillTraq by SonaRevBack to login

BillTraq by SonaRev — Terms of Service

Effective Date: 5/1/2026 Last Updated: 5/1/2026

These Terms of Service ("Terms") govern your access to and use of the BillTraq by SonaRev platform and related services (collectively, the "Service") provided by SonaRev, LLC ("Company," "we," "us," or "our"). By accessing or using the Service, you ("Customer," "you," or "your") agree to be bound by these Terms.

1. Service Description

BillTraq by SonaRev is a revenue cycle management platform designed for audiology practices, providing tools for insurance verification of benefits (VOB), claims management, prior authorization tracking, and related administrative workflows. The Service may also offer optional integrations with third-party systems (such as Intuit QuickBooks Online for invoice synchronization), which Customer may enable or disable at its discretion. Third-party integrations are governed by the privacy and terms of those providers in addition to these Terms, as described in the Privacy Policy.

2. Account Registration and Eligibility

2.1. Account Creation. To use the Service, you must register for an account through an invitation from an authorized administrator or through self-registration subject to approval.

2.2. Eligibility. You must be at least 18 years old and legally authorized to act on behalf of your practice or organization. Internal Staff and Administrator accounts are created only by authorized personnel.

2.3. Accurate Information. You agree to provide accurate, current, and complete information during registration and to keep such information updated.

2.4. Account Security. You are responsible for safeguarding your password and any activity that occurs under your account. You must notify us immediately of any unauthorized use or security breach.

3. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable laws or regulations, including HIPAA;
  • Share access credentials with unauthorized persons;
  • Attempt to gain unauthorized access to other accounts, systems, or data;
  • Upload, transmit, or store malicious code, viruses, or harmful content;
  • Reverse engineer, decompile, or attempt to extract the source code of the Service;
  • Use automated means (bots, scrapers) to access the Service without prior written consent;
  • Interfere with or disrupt the integrity or performance of the Service;
  • Use the Service to harass, abuse, or harm another person or entity.

4. Protected Health Information (PHI) and HIPAA Compliance

4.1. Business Associate Agreement. Because the Service involves the processing of Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), Customer and Company will enter into a separate Business Associate Agreement ("BAA"). The BAA is incorporated by reference into these Terms.

4.2. HIPAA Safeguards. Company maintains administrative, physical, and technical safeguards to protect PHI in accordance with the HIPAA Security Rule, including encryption in transit and at rest, access controls, audit logging, and workforce training.

4.3. Customer Responsibilities. Customer is responsible for ensuring that only authorized individuals with a legitimate need access PHI through the Service, and for maintaining its own HIPAA compliance practices.

4.4. Minimum Necessary. Customer agrees to provide only the minimum necessary PHI required to accomplish the intended purpose of each transaction.

4.5. Breach Notification. Company will notify Customer without unreasonable delay of any security incident involving unauthorized access to PHI, in accordance with the BAA and applicable law.

5. Data Ownership and License

5.1. Customer Data. Customer retains all rights, title, and interest in and to the data it submits to the Service ("Customer Data"), including patient information, claims data, and verification records.

5.2. License Grant. Customer grants Company a limited, non-exclusive, royalty-free license to use, process, transmit, and store Customer Data solely to provide the Service and as permitted by the BAA.

5.3. De-identified Data. Company may use de-identified and aggregated data (data from which all personal identifiers have been removed in accordance with HIPAA de-identification standards) for purposes including service improvement, analytics, and benchmarking.

6. Subscription and Fees

6.1. Fees. Customer agrees to pay the fees specified in the applicable order form or pricing schedule. All fees are non-refundable except as expressly stated.

6.2. Billing. Fees are billed in advance on a monthly basis. Payment is due within thirty (30) days of invoice receipt. Company reserves the right to suspend or terminate access for non-payment.

6.3. Taxes. Customer is responsible for all applicable taxes, excluding taxes based on Company's net income.

6.4. Price Changes. Company may modify fees with thirty (30) days' advance written notice. Continued use of the Service after the notice period constitutes acceptance of the new fees.

7. Service Availability and Support

7.1. Uptime. Company will use commercially reasonable efforts to maintain Service availability. Scheduled maintenance will be communicated in advance when practicable.

7.2. Support. Support is available through the in-app support ticket system. Response times vary by severity level as described in the applicable service level agreement.

7.3. Service Modifications. Company reserves the right to modify, suspend, or discontinue features of the Service with reasonable notice.

8. Intellectual Property

8.1. Company IP. The Service, including all software, interfaces, designs, trademarks, and documentation, is the exclusive property of Company and its licensors. These Terms do not grant Customer any ownership rights.

8.2. Feedback. If Customer provides suggestions, feedback, or ideas regarding the Service ("Feedback"), Company may use such Feedback without obligation or compensation.

8.3. Trademarks. "BillTraq by SonaRev," "SonaRev," and related logos are trademarks of Company. Customer may not use these trademarks without prior written consent.

9. Confidentiality

9.1. Each party agrees to protect the other party's confidential information with the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

9.2. Confidential information does not include information that is: (a) publicly available through no fault of the receiving party; (b) independently developed without reference to the confidential information; or (c) rightfully obtained from a third party without confidentiality obligations.

10. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. COMPANY DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE FROM HARMFUL COMPONENTS.

COMPANY DOES NOT GUARANTEE THE ACCURACY OR COMPLETENESS OF VERIFICATION OF BENEFITS INFORMATION OBTAINED FROM INSURANCE CARRIERS. CUSTOMER ACKNOWLEDGES THAT INSURANCE CARRIER RESPONSES MAY CONTAIN ERRORS AND THAT FINAL COVERAGE DETERMINATIONS ARE THE RESPONSIBILITY OF THE INSURANCE CARRIER.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL COMPANY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

COMPANY'S TOTAL AGGREGATE LIABILITY UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNTS PAID BY CUSTOMER TO COMPANY IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

12. Indemnification

12.1. By Customer. Customer agrees to indemnify, defend, and hold harmless Company and its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from: (a) Customer's use of the Service in violation of these Terms or applicable law; (b) Customer Data; or (c) Customer's violation of any third-party rights.

12.2. By Company. Company agrees to indemnify Customer from any third-party claim that the Service infringes a valid US patent, copyright, or trademark, provided Customer promptly notifies Company of the claim and cooperates in the defense.

13. Term and Termination

13.1. Term. These Terms remain in effect until terminated as provided herein.

13.2. Termination for Convenience. Either party may terminate for convenience with thirty (30) days' written notice.

13.3. Termination for Cause. Either party may terminate immediately for material breach if the breach is not cured within thirty (30) days of written notice.

13.4. Effect of Termination. Upon termination:

  • Customer's access to the Service will be discontinued;
  • Company will make Customer Data available for export for a period of ninety (90) days following termination;
  • Company will retain PHI in accordance with the BAA and applicable legal requirements;
  • Provisions that by their nature should survive termination (including IP, confidentiality, indemnification, and limitations of liability) shall survive.

14. Governing Law and Dispute Resolution

14.1. Governing Law. These Terms are governed by the laws of the State of South Carolina, without regard to conflict of laws principles.

14.2. Venue. Any dispute arising under these Terms shall be brought exclusively in the state or federal courts located in Charleston, SC, and the parties consent to personal jurisdiction in such courts.

14.3. Equitable Relief. Nothing in this Section prevents either party from seeking injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property rights.

15. General Provisions

15.1. Entire Agreement. These Terms, together with any BAA and order forms, constitute the entire agreement between the parties regarding the Service.

15.2. Amendments. Company may update these Terms from time to time. Material changes will be communicated via email or in-app notification with at least thirty (30) days' advance notice.

15.3. Assignment. Customer may not assign these Terms without Company's prior written consent. Company may assign these Terms in connection with a merger, acquisition, or sale of assets.

15.4. Severability. If any provision is held to be unenforceable, the remaining provisions shall remain in full force and effect.

15.5. Waiver. Failure to enforce any provision shall not constitute a waiver of that provision.

15.6. Force Majeure. Neither party shall be liable for delays or failures due to causes beyond its reasonable control, including acts of God, natural disasters, war, terrorism, or government actions.

15.7. Notices. Legal notices shall be sent to: SonaRev, LLC, 6650 Rivers Ave Ste 100, Charleston, SC 29406-4809, Attn: Legal, or via email to info@sonarev.net.

Contact Us

If you have questions about these Terms, please contact:

SonaRev, LLC 6650 Rivers Ave Ste 100 Charleston, SC 29406-4809 Attn: Legal Email: info@sonarev.net