Clinical Web Scheduling by SpectraSoft -- The Scheduling Sofwtare Specialists

Clinical Web Scheduling


Terms of Service

Updated On: 5/29/2008

Web scheduling spacer


These Terms of Use (the "Agreement") govern the use of Appointments Everywhere.™ This Agreement involves:

  • the entity licensed to use Appointments Everywhere as well as anyone given access by the license holder to use Appointments Everywhere ("you");

  • SpectraSoft, Inc., the owner of Appointments Everywhere ("we," "us" or "SpectraSoft").

We have worked to make this Agreement as fair and simple as possible. It upholds the rights of everyone involved and helps ensure that Appointments Everywhere is a great service for everyone who uses it.

This is a legal, binding Agreement

Appointments Everywhere is vital to many businesses and handles medical histories, business data and other private and valuable information. SpectraSoft takes this responsibility very seriously. That's why this Agreement forms a legally binding contract between you and SpectraSoft.

  1. This Agreement governs your conduct and use of the service at all times.

  2. Whenever you log on to Appointments Everywhere, you are automatically agreeing to the terms of this Agreement. If you violate the terms of this Agreement, you will be held responsible for any damages to the full extent of the law.

  3. This Agreement may be updated from time to time as circumstances change and issues come to our attention. You are responsible for reviewing this Agreement from time to time. You can always check the "Updated On" date in the upper left corner of this page to see if you have read the current version.

Account Terms

  1. You will sign up with SpectraSoft and create an Appointments Everywhere account.

  2. To maintain your account, you must pay a fixed monthly rate.

  3. The monthly rate will be based on (a) the number of concurrent users who can access the system; (b) the edition of Appointments Everywhere you choose; (c) the number of locations where appointments will be scheduled; and (d) the length of time you agree to pay for the service.

  4. You must provide your full legal name, company name, a valid email address, a valid credit card number and and any other information requested in order to complete the signup process and be licensed to use the system.

  5. You will be billed in advance on a monthly basis to access Appointments Everywhere. This is non-refundable. There will be no refunds or credits for partial months of service.

  6. You can cancel your account at any time according to the opt-out clause included with your sign-up. It allows you to cancel your access to Appointments Everywhere within the first 60 days of service and owe nothing more. (There will be no refunds for unused months.) You will also be able to opt out after 60 days if you pay the Opt-Out fee (amount specified during your sign-up) to cancel your original obligation to make payments for a set number of months.

  7. Prices do not include taxes, levies, or duties unless noted. You are responsible for paying any such taxes, levies, or duties.

  8. To receive current pricing, add users, upgrade your AppointmentsEverywhere edition or make any other changes to your account, contact your SpectraSoft consultant:



  1. Each person using the system under your account must have a unique user name to log in, along with a password. A single user name cannot be shared by more than one person.

  2. Your account will allow a fixed number of people to access Appointments Everywhere concurrently (at the same time). However you can assign user names to an unlimited number of people. All of these people will be able access to the system at any time, unless you have reached your limit of concurrent users.

  3. You may not use Appointments Everywhere for any illegal or unauthorized purpose. You must not use it in any way that violates any laws in your jurisdiction.


SpectraSoft has worked diligently to make Appointment Everywhere an excellent online scheduling system. However, your use of Appointments Everywhere is at your sole risk. The service is provided on an “as is” basis. SpectraSoft cannot be held responsible for any losses of any kind caused by your use of Appointments Everywhere. This includes (but is not limited to) losses that occurred because:

· You did not maintain the security of your account, your user names and your passwords.

· You entered data into the system that a user finds to be vulgar, profane or overtly offensive.

· You entered wrong data into the system.

· Your Internet connection was down.

· The Appointments Everywhere system was down.

· Data in our system was damaged.

· Data was deleted or changed due to unauthorized access to your computers, our computers or the transmission lines between them.

  1. If you ever have a problem, our technical support team will do all it can to to solve your problem. Technical support is included at no extra charge to active account holders. We cannot guarantee that our Technical Support Team will be able to resolve your problem.

  2. SpectraSoft may use third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run Appointments Everywhere. These third parties have been carefully chosen by SpectraSoft, however, we cannot be held liable for any damages caused as a result of their performance.

  3. Computers, servers, transmission lines, routers and other products and services used by Appointments Everywhere are all subject to sudden and unexpected errors and service failures. As a result, SpectraSoft cannot guarantee that (i) Appointments Everywhere will be uninterrupted, timely, secure, or error-free at all times, (iii) any errors or loss of data in the Service can or will be corrected.


  1. You must not modify, adapt or hack into the Appointments Everywhere system

  2. You must not to reproduce, duplicate, copy, sell or resell Appointments Everywhere.

  3. You must not transmit any worms or viruses or any code of a destructive nature to or from Appointments Everywhere.

  4. If your bandwidth usage significantly exceeds the average bandwidth usage of other users (as determined solely by SpectraSoft), we reserve the right to immediately disable your account or limit your bandwidth usage.


  1. Appointments Everywhere transmits your data over various networks on the Internet. Appointments Everwhere uses the same SSL encryption technology used by banks and large online companies to safely transmit highly confidential financial data over the Internet. While we have taken extreme precautions to safeguard your data, SpectraSoft can make no guarantees regarding the security of your data.

  2. The methods used by Appointments Everywhere to schedule patients; store, transmit and display data; and protect patient information from unauthorized access are all HIPAA-compliant. However, SpectraSoft can make no guarantees regarding the security of your data.

Data Storage

  1. No data from your practice is ever shared with other users of Appointments Everywhere.

  2. Your data is stored in compliance with HIPAA, so that your patients' privacy is always protected.

  3. If you cancel the Service, you will immediately lose all access to the web service and to your data.

  4. While your account is active, you can export most information about your clients and patients. Due to the formatting of data in Appointments Everywhere, appointment data cannot be exported and you will lose this information once you cancel the service.

  5. Any data from your account will be maintained on our servers no longer than 90 days in the event you choose to resume using Appointments Everywhere. If you request, the data will be deleted sooner.

Final Points

  1. The failure of SpectraSoft to exercise its rights or enforce any provision of this Agreement does not mean we waive those rights.

  2. SpectraSoft reserves the right to cancel your account at any time for any reason.

  3. Questions about this Agreement should be sent to

Copyright 2009 SpectraSoft, Inc. All rights reserved. Terms of Service | Privacy Policy