TheraNotes terms of use

Who we are

TheraNotes Pty Ltd (ABN 38 703 514 096) is based in Victoria, Australia (“TheraNotes”, “we”). These terms are between TheraNotes and the practice that uses it. The person who sets up a practice accepts them for it and confirms they are authorised to; we record which version was accepted, by whom and when.

Using TheraNotes

TheraNotes is available to practices we admit, for the documentation work made available to them. Your practice may use it with its clients’ information for that work. Features may change, may contain errors or may be unavailable. Your practice decides whether TheraNotes suits a particular task, reviews everything it produces, and keeps its required clinical records outside TheraNotes.

TheraNotes is for allied health clinicians in the professions TheraNotes makes available to a practice. A practice must be a real business with an active ABN. Each clinician gives their AHPRA registration number or, where their profession is not registered with AHPRA, their professional body membership number (for example, Speech Pathology Australia). ellie and dictation run within each practice’s monthly usage limits.

TheraNotes is free for your practice at present. We will give at least 30 days’ notice before that changes, and moving to a paid service needs your practice’s agreement to its price and billing terms.

Your accounts

Use only your own account, keep your sign-in secure, and tell your practice owner or us straight away if an account or device may have been compromised.

Your practice’s responsibilities

• Have a lawful basis to enter and use client information in TheraNotes, give clients the required privacy information, and obtain and record any consent needed for the handling the privacy notice describes, including AI processing and overseas disclosure.
• Where someone acts for a client, such as a parent or other representative, check that they have authority to.
• Decide who in your practice uses TheraNotes and in what role, and remove people who leave.
• Enter only the information needed for the client and the work at hand.
• Check identity, authority, relevance and accuracy before relying on anything in TheraNotes.

Your information

TheraNotes does not claim ownership of the material your practice supplies or the documents it prepares using the service. Your practice keeps any rights it has in that material, and clients’ privacy and access rights, and anyone else’s rights, are unaffected. Your practice lets TheraNotes handle that material only as needed to provide the service and as the privacy notice describes. TheraNotes owns the software.

We may use suggestions and feedback that contain no client information to improve TheraNotes. Where a support or feedback request involves client information, we use it only to look into and resolve the request.

We will tell your practice without undue delay if its information is accessed, disclosed or lost without authority, give it the information we have and keep it updated as we respond. We also tell the people affected and regulators where the law requires.

Clinical responsibility

ellie drafts; the clinician decides. TheraNotes gives no medical, legal or funding advice, does not replace clinical reasoning or professional judgement, and makes no clinical or funding decisions. ellie cannot sign, issue or finalise anything: a document is finalised only by the responsible clinician, after they have checked every word, its sources, gaps and clinical support. Sources shown beside a paragraph say where it came from; they do not endorse the draft’s interpretation. A finalised document is corrected by an amendment or a dated addendum. A draft PDF or copied draft is not a finalised document.

What you must not do

• open records without a work-related need and authority;
• move facts or recommendations from one client into another client’s document;
• try to get around security, roles or review controls;
• present a draft as a signed, issued or finalised document;
• use dictation to record a client or a session; or
• use TheraNotes for anything unlawful, deceptive or harmful.

Ending

Your practice can stop using TheraNotes at any time by telling us. If a practice breaks these terms, we tell it and give it a reasonable chance to fix the problem; we can suspend it straight away where there is a risk to security or to clients. We can end your practice’s free use with the notice above. When a practice leaves, it can ask us for its finalised documents and for its information to be deleted, as the privacy notice describes.

Liability

TheraNotes is free at present and provided as it is: it may contain errors, be unavailable at times and change, and your practice chooses whether to use it. To the fullest extent the law allows, TheraNotes accepts no liability for any loss or damage arising from its use. Nothing in these terms excludes rights that cannot be excluded under the Australian Consumer Law.

Law and changes

These terms and the privacy notice are the whole agreement for your practice’s use of TheraNotes, and they are governed by the law of Victoria, Australia. Changed terms are published on this page with their date and apply once your practice accepts them.

Questions

For questions about a client’s record, ask your practice owner. For help with TheraNotes, email support@theranotes.com.au (opens in a new tab); for anything else, hello@theranotes.com.au (opens in a new tab).