Terms of Service

By accessing nextgenpractice.org, completing a Practice Scan, or entering into a Service Agreement with us, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use our services.

If you are entering into these Terms on behalf of a dental practice or organization, you represent that you have authority to bind that entity and that "you" refers to that entity throughout these Terms.

NextGen Practice Solutions provides AI-powered practice management services to dental practices, including but not limited to:

• Practice health scoring and gap analysis via the Practice Scan assessment
• AI-assisted patient communication and scheduling through Giselle
• Practice performance monitoring and daily briefings through Miles
• Case presentation and acceptance coaching through Devon
• Staff training and onboarding support through Alma

The specific services available to you depend on the subscription tier (Spark, Ignite, or Blaze) outlined in your Service Agreement. Services are provided on a subscription basis and are subject to the terms of your executed Service Agreement and Exhibit A feature matrix.

Monthly fees. Subscription fees are billed monthly in advance on your billing date. Monthly rates are as specified in your Service Agreement and are not subject to mid-term discounting.

Setup fees. A one-time setup fee, as specified in your Service Agreement, is due at signing. Setup fees cover onboarding, configuration, and integration work performed prior to service activation.

Payment. All fees are due via the payment method on file. Invoices are due within 7 days of issuance. Accounts more than 14 days past due may result in service suspension.

Annual commitment. Clients who commit to an annual term receive a waived setup fee and one free month of service, as specified in their Service Agreement.

Minimum commitment. All subscriptions include a minimum commitment period as specified in your Service Agreement (3 months for Spark, 6 months for Ignite, 12 months for Blaze). Early termination during the minimum commitment period does not entitle you to a refund of fees paid.

Cancellation after minimum term. You may cancel at any time after your minimum commitment period by providing 30 days written notice. You will not be charged after your final billing cycle.

Refunds. Except for the 90-day satisfaction guarantee described above, all fees are non-refundable. Unused portions of a billing period are not refunded upon cancellation.

Data export. Upon cancellation, you may request an export of your practice data within 30 days of your service end date. After 30 days, data may be deleted per our retention policy.

To receive the full benefit of our services and to qualify for our satisfaction guarantee, you agree to:

• Provide accurate practice information during onboarding and assessment
• Complete staff onboarding within the timelines specified in your Service Agreement
• Engage with Daily Pulse briefs and platform notifications on a regular basis
• Keep automations enabled unless you have notified us of an exception in writing
• Designate a primary point of contact who is authorized to make decisions about the services
• Not share login credentials or access with unauthorized third parties

You are responsible for ensuring that your use of our services complies with all applicable laws, including HIPAA, and the professional standards governing dental practice in your jurisdiction.

Our IP. All software, AI models, workflows, methodologies, and content comprising the NextGen platform are owned by Cao Consulting LLC. These Terms do not grant you any ownership interest in our intellectual property.

Your data. You retain full ownership of your practice data and patient information. You grant us a limited license to use that data solely to provide the services described in your Service Agreement.

Feedback. If you provide us with feedback or suggestions about our services, we may use that feedback without restriction or compensation to you.

Both parties agree to keep confidential any non-public information disclosed by the other party in connection with the services, including but not limited to pricing, methodologies, practice performance data, and patient information.

This obligation does not apply to information that is publicly available through no fault of the receiving party, or that is required to be disclosed by law or legal process.

Our services are provided to assist your practice operations. Clinical, financial, and operational decisions remain entirely your responsibility. We do not provide legal, financial, or medical advice.

You agree to indemnify, defend, and hold harmless Cao Consulting LLC and its officers, employees, and agents from and against any claims, damages, losses, and expenses (including reasonable attorneys' fees) arising out of:

• Your use of our services in violation of these Terms
• Your violation of any applicable law or regulation
• Your breach of any representation or warranty in these Terms
• Any content or data you provide to us that infringes a third party's rights

Governing law. These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

Informal resolution. Before initiating any formal proceeding, you agree to contact us at legal@nextgenpractice.org and provide 30 days for us to attempt to resolve the dispute informally.

Arbitration. If informal resolution fails, disputes shall be resolved by binding arbitration administered by JAMS under its Streamlined Arbitration Rules, seated in Orange County, California. The arbitrator's decision shall be final and binding. You waive any right to a jury trial or class action.

We may update these Terms from time to time. Material changes will be communicated to active clients by email at least 30 days before they take effect. Your continued use of our services after the effective date of any change constitutes your acceptance of the revised Terms.

Questions about these Terms should be directed to: