Agreement and eligibility
These Terms of Use ("Terms") are an agreement between OT Bestie LLC ("OT Bestie," "we," or "us") and the person or organization using The School OT and its Caseload service (the "Service"). You must be at least 18 years old and legally able to enter this agreement. If you use the Service for an employer, school, district, practice, or other organization ("Customer"), you represent that you are authorized to act for Customer. Customer is responsible for its authorized users. If you do not agree, do not create an account or use the Service.
The agreement stack
These Terms govern account and Service use. A signed order or customer agreement controls commercial terms that conflict with these Terms. The Business Associate Agreement ("BAA") controls OT Bestie's handling of Protected Health Information within its scope. The Claims Processing Addendum controls claim services and amends the BAA scope as stated in that addendum. Customer-specific written terms signed by both parties control over inconsistent online terms. The Privacy Notice explains information practices but is not part of the bargain unless applicable law requires otherwise.
Your account and authority
Provide accurate account and workspace information, keep it current, use an individual login, protect passwords, MFA methods, and recovery codes, and tell us promptly if you suspect unauthorized access. Do not share an account or permit a student or patient to use a professional account. You are responsible for activity performed through your account to the extent permitted by law. A workspace owner controls membership and represents that each user is authorized for the assigned role and records.
Authorized professional use
The Service is for occupational therapy professionals and authorized administrative or supervisory team members. Use it only for lawful professional purposes, within your license, role, employer policies, payer agreements, and authority to handle the information submitted. Do not use real student or patient information in a demo, test workspace, or unapproved environment. The Service is not an emergency service and must not be used to request or deliver urgent care.
Professional responsibility
The Service helps clinicians know what is due, build a workable week, document care, supervise team members, prepare reports, and, when separately enabled, prepare and track claims. It does not replace clinical judgment, an IEP or medical record system designated by Customer, licensure and supervision duties, payer or program guidance, coding or legal advice, emergency services, or records Customer must maintain elsewhere. Customer and its clinicians remain responsible for reviewing records, correcting errors, making clinical and billing decisions, and meeting professional, school, payer, and legal requirements.
Customer content and instructions
As between the parties, Customer and its users retain their rights in information submitted to the Service ("Customer Content"). Customer grants OT Bestie a nonexclusive right to host, encrypt, process, transmit, back up, return, and otherwise use Customer Content only as needed to provide, secure, support, recover, and document the Service; follow authorized instructions; enforce this agreement; and comply with law. Customer represents that it has the rights, notices, consents, and authority needed for Customer Content and instructions. Do not submit unlawful, malicious, infringing, or out-of-scope content.
School and district records
If Customer uses the Service for education records, Customer directs and controls OT Bestie's use and maintenance of those records for the authorized school-based OT functions. OT Bestie uses them only to provide and secure the Service, does not sell them or use them for advertising, and does not redisclose them except to a permitted service provider under applicable restrictions, as Customer authorizes, or as law requires. Customer determines whether the school-official exception or another FERPA basis applies, identifies authorized users and legitimate educational interests, and provides any required notices. OT Bestie will support Customer-directed access, amendment, incident response, return, and deletion. These Terms do not replace approval from a school or district that has not authorized the Service.
HIPAA-regulated records
Do not submit Protected Health Information unless Customer has an active HIPAA-path workspace and has accepted the current BAA. The BAA, not these general Terms, states the parties' HIPAA duties. A BAA does not determine whether Customer is a Covered Entity or Business Associate, make an otherwise unauthorized disclosure lawful, or approve Customer's devices, users, exports, or downstream systems.
Claims processing
Claim functions are optional and require an authenticated workspace owner to accept the current Claims Processing Addendum before production claim settings can be enabled. The addendum covers the authorized transactions, Stedi and payer data flow, minimum-necessary processing, record preservation, revocation, and the parties' responsibilities. Customer remains responsible for billing authority; provider, payer, and trading-partner enrollment; licenses and credentials; notices and consent; current diagnosis and coding support; payer and program rules; service and source-record accuracy; coordination of benefits; claim review; corrections and voids; and remittance reconciliation.
An eligibility response is not a guarantee of coverage or payment. Transmission or an acknowledgment is not adjudication, and the Service does not guarantee reimbursement. Customer must not direct or approve a claim it knows or should know is false, duplicate, misleading, unsupported, or contrary to law or payer requirements. Customer must investigate suspected errors promptly and use the correction or void process required by the payer. OT Bestie may hold, reject, or stop claim processing when authority, evidence, configuration, enrollment, routing, security, or legal conditions are incomplete or uncertain. Revocation stops unattempted work but cannot recall a transaction already transmitted.
Acceptable use
Do not bypass access controls; access another workspace or unassigned record; probe or security-test the Service without written permission; introduce harmful code; scrape or bulk-extract the product except through provided exports; interfere with availability; reverse engineer except where law forbids that restriction; resell or sublicense the Service; use it to violate another person's rights; submit fraudulent or abusive claims; or use Service output to train or evaluate a competing product. You may test documented integrations only in an authorized synthetic-data environment.
Security and confidentiality
Each party will use reasonable safeguards for the other party's nonpublic information and will use it only for this agreement. Customer must configure roles, assignments, devices, networks, downloads, exports, and local copies appropriately and promptly remove access that is no longer authorized. OT Bestie uses the security controls described in the Security page, BAA, and applicable signed agreement. No system can eliminate every risk. A security description is not a warranty that Customer's full workflow satisfies a particular law or contract.
Plans, fees, and taxes
Accounts may begin with a trial. Before a paid plan begins, we will show the price, included seats, billing period, renewal or one-time payment terms, and cancellation terms that apply to the choice Customer makes. We will not charge a payment method or begin an automatic renewal unless Customer affirmatively completes the applicable checkout. Customer must pay authorized charges and applicable taxes, except taxes on OT Bestie's income. Plan changes and termination do not remove Customer's ability to request supported exports during any stated access period.
OT Bestie property
OT Bestie and its licensors own the Service, software, documentation, designs, trademarks, and other materials excluding Customer Content. Subject to these Terms and payment obligations, OT Bestie grants Customer a limited, nonexclusive, nontransferable right to use the Service during the subscription term for Customer's internal professional work. If you provide feedback, OT Bestie may use it without restriction or payment, but will not identify you or include Customer Content in public materials without permission.
Third-party services
The Service may depend on hosting, email, payment, security, clearinghouse, payer, and other third-party services. Their availability, data, decisions, and requirements may change. OT Bestie is responsible for its selection and management of service providers as stated in the applicable agreement, but does not control a payer's coverage decision, a clearinghouse or payer network route, or a third party's independent service. Customer must comply with third-party terms that it accepts directly.
Availability, changes, and suspension
We may maintain and change the Service to improve security, reliability, or functionality. We may suspend affected access or processing to protect people, records, or systems; investigate suspected misuse; comply with law; address nonpayment; preserve evidence; or stop an unsupported or unauthorized claim. We will give reasonable notice when circumstances allow. Schedule optimization remains a draft until an authorized user accepts it, and we will preserve immutable service-plan, claim, agreement, and audit history as described in the Service.
Termination, exports, and retained records
Customer may stop using the Service and may cancel a paid plan under the terms shown at checkout or in a signed order. OT Bestie may terminate for a material breach that is not cured after reasonable notice, or immediately when necessary to prevent material harm or unlawful conduct. Customer should export supported records before access ends. Return, deletion, and retention follow the Privacy Notice, applicable BAA, Claims Processing Addendum, Customer instructions, legal holds, payer or program obligations communicated by Customer, and signed agreements. Termination does not erase immutable records that must be preserved or duties that by their nature survive.
Disclaimers
Except for express promises in a signed agreement, and to the maximum extent permitted by law, the Service is provided "as is" and "as available." OT Bestie disclaims implied warranties of merchantability, fitness for a particular purpose, title, noninfringement, and any warranty that the Service will be uninterrupted, error-free, or produce a particular clinical, scheduling, compliance, coverage, or reimbursement result. These disclaimers do not limit obligations that cannot lawfully be disclaimed or express obligations in the BAA or Claims Processing Addendum.
Limits of liability
To the maximum extent permitted by law, neither party is liable under these Terms for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, revenues, goodwill, or data, even if advised that such loss is possible. OT Bestie's aggregate liability arising from the Service under these Terms will not exceed the greater of $100 or the fees Customer paid or owed for the Service during the 12 months before the event giving rise to the claim. These limits do not apply where prohibited by law or to liability governed by a signed customer agreement, BAA, or Claims Processing Addendum.
Customer indemnity
To the extent permitted by law, Customer will defend and indemnify OT Bestie and its personnel against a third-party claim arising from Customer Content, Customer's unlawful instructions or use, a claim Customer submits or directs in violation of law or payer requirements, or Customer's material breach of these Terms. OT Bestie will give prompt notice and reasonable cooperation. Customer may control the defense, but may not settle a claim in a way that admits fault by or imposes a nonmonetary obligation on OT Bestie without written consent. This section does not require Customer to indemnify OT Bestie for OT Bestie's own negligence, willful misconduct, or breach.
Notices, electronic records, and updates
You consent to receive account, security, legal, and billing notices electronically at the email associated with your account or through the Service. Keep that email current. Authenticated acceptance, typed confirmations, and related records may serve as electronic signatures when the interface states that intent. We may update these Terms. The version and effective date identify the current text. We will provide reasonable advance notice of a material change and request new acceptance when required by law, a signed agreement, or the nature of the change. A material change does not retroactively rewrite an immutable acceptance record.
Disputes and general terms
Before filing a formal claim, each party will send written notice describing the dispute and allow 30 days for good-faith resolution, except when urgent injunctive relief is reasonably needed to protect confidentiality, security, intellectual property, records, or legal rights. Any governing-law or venue provision in a signed customer agreement controls; otherwise applicable law determines those questions. Neither party may assign these Terms without the other's consent, except in connection with a merger, reorganization, sale of substantially all assets, or transfer to an affiliate that assumes the obligations. Neither party is liable for delay caused by events beyond reasonable control, except payment obligations. If a provision is unenforceable, it will be limited to the minimum extent necessary and the rest remains effective. Failure to enforce a term is not a waiver. These Terms and the agreement stack described above are the entire agreement on their subject and create no third-party beneficiary rights.
Contact and prior versions
Legal notices and questions about these Terms can be sent to contact@theschoolot.com. This archived version was followed by version 2026-08-12.2.