Last updated: February 2026
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Important
These terms govern your use of Clinic Admin services. Please read them carefully. If you have a signed service agreement, that agreement may contain additional or different terms that take precedence.
By engaging Clinic Admin for virtual administration services, you agree to these Terms of Service. If you are entering into this agreement on behalf of a business or other legal entity, you represent that you have the authority to bind that entity.
If you do not agree to these terms, please do not use our services.
These terms, together with any service agreement or proposal you have signed, constitute the entire agreement between you and Clinic Admin.
Clinic Admin provides virtual administration services to allied health practices, including but not limited to:
The specific services provided to you will be outlined in your service agreement. We may update or modify our service offerings with reasonable notice.
Our services are designed for:
We reserve the right to decline or discontinue services if we determine that the engagement is not a good fit for either party. We will provide reasonable notice in such circumstances.
System Access: You agree to provide secure access to necessary systems and maintain appropriate user accounts for our team members. You are responsible for managing permissions and revoking access when required.
Instructions and Training: You agree to provide clear instructions for tasks and reasonable training on your practice-specific procedures. You are responsible for the accuracy of instructions provided.
Compliance: You remain responsible for your practice's compliance with healthcare regulations, privacy laws, and professional standards. Our team acts as your agent based on your instructions.
Payment: You agree to pay invoices according to the payment terms in your service agreement. Late payments may result in service suspension.
Communication: You agree to maintain reasonable communication channels and respond to queries that require your input within a reasonable timeframe.
Service Delivery: We will provide the services outlined in your agreement with reasonable skill and care, using appropriately trained team members.
Training: We will ensure our team members complete our training programme covering Australian privacy law, allied health operations, and relevant practice management software.
Confidentiality: We will maintain the confidentiality of your practice information and patient data in accordance with our Privacy Policy and applicable laws.
Communication: We will maintain professional communication and provide reasonable notice of any issues affecting service delivery.
Continuity: We will use reasonable efforts to maintain service continuity, including backup arrangements for team member absences.
Your Property: You retain all rights to your practice's intellectual property, including patient records, business processes, and proprietary information.
Our Property: We retain all rights to our training materials, processes, systems, and any tools or templates we develop. We grant you a limited licence to use any templates or documents we create for you in the course of service delivery.
Feedback: Any suggestions or feedback you provide about our services may be used by us to improve our offerings without obligation to you.
Both parties agree to maintain the confidentiality of information shared during the engagement.
Confidential Information includes: - Patient and practice data - Business processes and procedures - Pricing and commercial terms - Any information marked as confidential
Exceptions: Confidentiality obligations do not apply to information that: - Is publicly available through no fault of the receiving party - Was known to the receiving party before disclosure - Is required to be disclosed by law
These confidentiality obligations survive termination of services.
Our Liability: To the maximum extent permitted by law, our total liability for any claims arising from our services is limited to the fees paid by you in the 12 months preceding the claim.
Exclusions: We are not liable for: - Indirect, consequential, or incidental damages - Loss of profits, revenue, or business opportunities - Issues arising from your instructions or system failures - Circumstances beyond our reasonable control
Your Liability: You are responsible for: - The accuracy of information and instructions provided - Compliance decisions made by your practice - Claims from patients arising from your practice's operations
Australian Consumer Law: Nothing in these terms excludes or limits liability that cannot be excluded under Australian Consumer Law.
You agree to indemnify and hold harmless Clinic Admin, its officers, employees, and contractors from any claims, damages, or expenses (including legal fees) arising from:
We agree to indemnify you against claims arising directly from our gross negligence or wilful misconduct in performing services.
By You: You may terminate services at any time with 30 days written notice. Shorter notice periods may result in early termination fees as specified in your service agreement.
By Us: We may terminate services with 30 days written notice for any reason. We may terminate immediately if: - You breach these terms and fail to remedy within 14 days of notice - You fail to pay invoices within 30 days of due date - Continuing services would violate any law
Effect of Termination: Upon termination: - We will complete any in-progress tasks where reasonable - You will pay for services rendered through the termination date - We will revoke system access and return any practice materials - Confidentiality obligations continue
Informal Resolution: Before initiating formal proceedings, both parties agree to attempt resolution through good faith negotiation. Please contact us at hello@clinicadmin.com.au with any concerns.
Mediation: If informal resolution fails, disputes will be referred to mediation administered by the Resolution Institute or another agreed mediator, with costs shared equally.
Litigation: If mediation does not resolve the dispute, either party may pursue legal remedies in the courts of Victoria, Australia.
Continued Service: Unless the dispute relates to non-payment, services will continue during dispute resolution efforts.
These terms are governed by the laws of Victoria, Australia. Both parties submit to the non-exclusive jurisdiction of the courts of Victoria.
For international aspects of service delivery, Philippine law may apply to our operations in the Philippines, but your rights under Australian law are not diminished.
We may update these terms from time to time. We will notify you of material changes at least 30 days before they take effect via:
Continued use of services after changes take effect constitutes acceptance. If you do not agree to updated terms, you may terminate services in accordance with Section 10.
Entire Agreement: These terms, your service agreement, and our Privacy Policy constitute the entire agreement between us, superseding prior agreements.
Severability: If any provision is found unenforceable, the remaining provisions continue in effect.
Waiver: Failure to enforce any right does not waive that right.
Assignment: You may not assign this agreement without our consent. We may assign to a successor or affiliate with notice to you.
Force Majeure: Neither party is liable for delays due to circumstances beyond reasonable control, including natural disasters, internet outages, or government actions.
Notices: Notices should be sent to the email addresses in your service agreement, or for legal notices, to the addresses below.
For questions about these terms:
Email: hello@clinicadmin.com.au
Mail: Clinic Admin [Business Address] Australia
For legal notices, please mark correspondence "LEGAL NOTICE" and send to both email and postal addresses.