HealthOS SaaS Subscription Terms

1. About these terms

These terms are an agreement between HealthOS Pty Ltd, ABN 81 697 460 889 (HealthOS, we, us) and the organisation that subscribes (you). They apply to the HealthOS SaaS products we host and sell by subscription: Code Navigator and Code Captain; the Aged Care Government Reporting Gateway; and the Live Home Care Budget Calculator (each a product, together the service).

The person who signs up accepts these terms for the organisation, and confirms they are allowed to. If you have signed a separate agreement with us, that agreement applies where it differs from these terms.

These terms include the Acceptable Use Policy. Our Privacy Policy explains how we handle personal information.

2. Accounts and workspaces

Your organisation gets a workspace: its own space in the service, kept apart from every other subscriber's. The person who signs up is its first manager. Managers invite the rest of the team, choose each person's product and decide who else can manage the workspace.

Each account is for one named person. Do not share sign-ins.
Keep passphrases private, and set up an authenticator app when the service asks for one.
You are responsible for what happens under your workspace's accounts, and for removing people who should no longer have access.
Tell us straight away at security@healthos.net.au if you think an account has been misused.

3. The subscription and the trial

Per user, monthly. Each product is priced per person who uses it, per month. Several products can sit on one subscription and one bill.
Tech preview. While HealthOS SaaS is in tech preview, a subscription is free until the preview ends, planned for 1 January 2027. No card is needed during the preview. We may end the preview earlier by giving you at least 14 days’ notice by email. Nothing is charged before the preview ends; without a card on the subscription when it ends, the subscription is paused until one is added. Features in the preview may change and may not be complete.
Seven-day trial. Outside a tech preview, a new subscription starts with seven days free. No card is needed to start. Add a card before the trial ends to keep going; nothing is charged until then. Without a card, the subscription is paused when the trial ends.
Adding people. Adding a person to a product adds a seat, and you accept that seat's charge when you add it. A seat removed stops billing at the end of the month it was removed in.
Cancel any time. A manager can cancel from the billing portal. You keep access to the end of the period you have paid for, and then it ends. We do not refund part of a period, except where the law requires it.
Early access and coming soon. A product marked early access or coming soon may change while we finish it, and we will tell you before a change that takes something away.

4. Fees, GST and invoices

Prices are in Australian dollars and exclude GST. GST is added to each invoice.
Fees are charged monthly in advance to the card on the subscription. Our payment processor, Stripe, takes the payment and issues each tax invoice. Add your ABN in the billing portal and it appears on your invoices.
If a payment fails, the card is retried and the service keeps working for a while. If it still cannot be paid, we may suspend the workspace after telling you.
We may change prices by giving you at least 30 days’ notice. The new price applies from your next billing period after the notice ends.
The Code Captain runs included each month, and any other allowance, are as shown on the pricing page and your Subscription page when you subscribe.

5. Your data

Your data is everything you or your team put into the service, and everything the service reads on your behalf from government services or your other systems. It stays yours.

How we use it. You allow us to host, copy, process and send your data only as needed to provide the service, keep it secure, support you, and meet the law. We do not sell it. Personal information in it is handled as our Privacy Policy describes; for health information about the people you care for, we act on your behalf and on your instructions.

Your responsibilities. You are responsible for having the right to give us your data and to have us process it, including:

health and personal information about residents, clients and patients, and about your staff, with whatever notices and consents the law requires of you;
the credentials you connect the service with: your GPMS machine credential from RAM, your B2G Developer Portal application id and secret, your PRODA device, and your staff’s own GPMS identities. These are yours, not ours. You authorise us to use them only to act for your organisation in the service, and you remain responsible for what is lodged under them. You can replace or revoke them at any time.

Personal details expire. The service removes personal details from your workspace after the period you choose (1, 7 or 30 days), and sooner once they have been lodged or exported, while keeping your set-up and totals. Download anything you need from the workspace’s Files page before then. We are not responsible for information removed as your chosen setting directs.

Aggregate information. We may use counts and measurements about how the service is used, which identify no person or organisation, to run and improve it.

6. Government services

The service connects to systems run by the Australian Government, including GPMS, ACWS, PRODA and My Aged Care, operated by the Department of Health, Disability and Ageing and Services Australia. They are outside our control. They may be unavailable, change how they work, refuse a request or return information that is wrong, and their own terms apply to you when you use them through the service.

Figures the service works out are aids, not official determinations. In particular, care minutes targets must be confirmed against the Department’s own figures, and a Support at Home quote depends on the classification, budget and contribution rates Services Australia holds when it is read. What you lodge is your organisation’s lodgement, made under your credentials and signed off by your own people.

7. Acceptable use

You and everyone in your workspace must follow the Acceptable Use Policy. We may suspend an account or a workspace that breaks it (section 10).

8. Confidentiality

Each of us will keep the other’s confidential information confidential, use it only for this agreement, and share it only with people who need it for that and are bound to keep it confidential. This does not cover information that is public through no fault of the person receiving it, or that the law requires to be disclosed. Your data is your confidential information. The classification material in section 12 has its own, stricter rules.

9. Security and data breaches

We take reasonable steps to protect your data from misuse, interference, loss and unauthorised access, as described on our Trust and security page. If we become aware of unauthorised access to or loss of your data, we will tell you promptly, tell you what we know, and help you meet your own obligations under the Notifiable Data Breaches scheme.

10. Suspension and closure

Suspension. We may suspend all or part of the service if fees are unpaid after notice, if you or your users break these terms or the Acceptable Use Policy, or if we need to in order to protect the service, other subscribers or the people in their data. We will tell you why, and lift the suspension once the reason is fixed, unless it is serious enough to end the agreement.

Ending the agreement. You can end it by cancelling (section 3). We can end it with 30 days’ notice, or straight away if you seriously break these terms and do not fix it within 14 days of being asked.

After a workspace is closed. Access continues to the end of the paid period, then ends. We then keep the workspace for 90 days so that it can be reopened, or its data exported, on request. After 90 days it is deleted, and copies in our backups are overwritten in the normal backup cycle. While access lasts, you can download files from the workspace’s Files page (/settings/files).

11. Intellectual property

We, or our licensors, own the service, the software and everything in it except your data. You get a right to use the service for your organisation’s own purposes while your subscription lasts. You own your data. If you send us suggestions, we may use them without any obligation to you.

12. Classification material (Code Navigator and Code Captain)

Code Navigator and Code Captain contain ICD-10-AM, ACHI, the Australian Coding Standards and the AR-DRG classification, which the Independent Health and Aged Care Pricing Authority (IHACPA) licenses to us (the licensed material). ICD-10-AM includes material from the World Health Organization’s ICD-10 (the WHO material). Our licences require these conditions, and they bind you and everyone in your workspace:

Australia only. Use Code Navigator, Code Captain and the licensed material only in Australia, the country in which you subscribed.
No copying. Do not copy any part of the service or the licensed material, and do not make anything derived from them. Recording the codes you assign in your own records is using the service as intended.
No taking it apart. Do not decompile, reverse engineer or disassemble the service, and do not try to separate the licensed material from it, for example by extracting or scraping the index, the tabular list or the standards.
No other software or AI. Do not use, or try to use, the licensed material with any other software or any artificial intelligence system. That includes pasting it into a chatbot or another AI tool, and pointing another AI system or automated tool at the classification in our product. Code Captain is the only AI permitted to work with it, because our licence provides for it.
Acknowledgement. You acknowledge that the service contains the licensed material, which belongs to IHACPA, and the WHO material, which belongs to the World Health Organization.
Confidentiality. Keep the licensed material and the WHO material confidential. Disclose them only to people in your organisation who need them to use the service, and make sure those people know these conditions.
No onward supply. Do not sell, sublicense, lend, share or otherwise supply the service or the licensed material to anyone else, including by giving people outside your organisation access to your workspace.
Nothing inconsistent with our licences. Do not do anything, or ask us to do anything, that would put us in breach of our licences from IHACPA.

We supply Code Navigator and Code Captain only in Australia, and only in the versions of the classification we are licensed to supply here. If a licence changes or ends, we may change or withdraw these products, and we will tell you as early as we can. If these conditions are broken, we may suspend access to Code Navigator and Code Captain straight away.

ICD-10-AM/ACHI/ACS and AR-DRG Classification Systems Copyright © Independent Health and Aged Care Pricing Authority. All rights reserved. ICD-10-AM is based upon the International Statistical Classification of Diseases and Related Health Problems, Tenth Revision (ICD-10) 2019, COVID-expanded © Copyright World Health Organization. All rights reserved. Modified by permission for Australian Government purposes.

Code Captain’s proposals are drafts. A coder in your organisation decides every code.

13. What we promise, and what we do not

We will provide the service with due care and skill, and keep it working as described on our website. Nothing in these terms excludes a right you have under the Australian Consumer Law that cannot be excluded.

Otherwise, and as far as the law allows, the service is provided as it is. We do not promise it will be uninterrupted or free of errors, or that it will meet requirements we have not agreed to in writing. The service is not clinical, legal or financial advice. Codes, groupings, care minutes figures, quotes and reports are aids for your people to check, and you are responsible for decisions made with them and for what you lodge.

14. Limits on liability

As far as the law allows:

neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or data that is not a direct result of the breach;
our total liability to you under or in connection with this agreement is limited to the fees you paid us for the service in the 12 months before the event that gave rise to the claim;
where the Australian Consumer Law lets us limit our liability for a failure to meet a consumer guarantee, it is limited to supplying the service again or paying for it to be supplied again;
each party’s liability is reduced to the extent the other party caused or contributed to the loss.

We are not responsible for failures caused by government services, your credentials or systems, or events beyond our reasonable control.

15. Changes to the service and these terms

We improve the service all the time, and may change it as long as we do not materially reduce what you are paying for. We may update these terms. Each version carries its date. We will tell workspace managers by email or in the service at least 30 days before a change that is materially worse for you takes effect, and you can cancel before then. Other changes take effect when we publish them.

16. Governing law and general

These terms are governed by the law of Western Australia, and each of us submits to the courts of Western Australia. You may not transfer this agreement without our agreement. We may transfer it to a business that takes over the service, and will tell you if we do. If part of these terms cannot be enforced, the rest still applies. Notices to us go to support@healthos.net.au; notices to you go to your workspace managers’ email addresses.

17. Contact

HealthOS Pty Ltd, ABN 81 697 460 889. Support: support@healthos.net.au. Privacy: privacy@healthos.net.au. Security: security@healthos.net.au.