Client terms, in plain words.

Who we are

Clinic Filing HQ is a service of Voraus LLC. These terms are between Voraus LLC and the clinic business named on your order form.

What we do

We prepare paperwork and reminders: a compliance calendar, renewal and annual-filing preparation, policy and training templates, a digital inspection binder, and the other items listed for your plan. We prepare; you decide, sign and submit. Where an agency allows a preparer or a client-authorized submission, we submit only with your prior written OK for that filing. Our calendar is built from official agency sources and from what you tell us, and we confirm it with you. We don’t promise it lists every requirement that applies to your clinic.

Not legal or medical advice

We’re not a law firm and not a medical practice. Nothing we provide is legal or medical advice, and no attorney-client or provider-patient relationship is created. Where we note a possible gap, it’s marked “confirm with your medical director or attorney”. We’re not affiliated with any state agency, CMS or DEA.

What we don’t do

• Legal advice, opinions on whether a rule applies, ownership structuring or contract drafting.
• Medical advice, clinical protocols, the clinical content of standing orders, or decisions about who may perform a procedure.
• Acting as your medical director, laser safety officer or CLIA laboratory director, or signing anything for you.
• Work involving compounding, peptides, or supplement or nootropic sales.
• Handling patient health information or patient records, or billing and coding.
• Paying government fees from our own funds.

Your part

Give us accurate, timely information and tell us promptly about changes (new services, devices, staff, locations, ownership or medical director). Sign, pay and return items by the dates on your calendar. Don’t send us patient health information; if some arrives by mistake, we’ll tell you, delete it and not keep it. You pay government fees and training seats directly wherever possible; otherwise we pass them through at cost, with no markup.

Prices and billing

Per location, per year: Essentials $3,600; Core $6,900; Desk Plus $11,900 for up to 3 locations (+$2,900 each additional). Catch-up setup is $1,500 one-time; during winter enrollment it is waived for plans signed by January 31, 2027. You pay 50% at signing and 50% at month 6, or in 12 monthly payments; monthly billing is a payment schedule for the 12-month term, not a month-to-month plan. We never charge a percentage of revenue. Change events outside your plan (such as a new location build-out, a change of ownership or a new state) are quoted in writing before we start.

Term and renewal

Each plan runs 12 months from the start date on your order form. It never auto-renews unless you opt in to Renew & Save. Without it, we email the renewal price at least 60 and 30 days before your term ends, and your plan renews only if you confirm in writing and pay.

Renew & Save (optional). Renew & Save is optional and off unless you tick a separate box and add your initials. With it on, your plan renews for another 12 months at 10% off, you get a free Pre-Renewal Review about 75 days before each renewal (a binder refresh, plus a mock paper inspection on Essentials), and there’s no setup fee on any location you add. We email you 60, 30 and 7 days before each renewal with the amount and date. To turn it off, reply STOP RENEWAL or use the one-click link in any reminder, with no fee. If you change your mind after a renewal charge, tell us within 14 days for a full refund and your plan ends. We prefer ACH from a business bank account. If we change the price (other than the discount) or the scope of your plan, we ask for your fresh consent before the next renewal; without it, Renew & Save turns off.

Cancelling

In your first 30 days you can cancel for any reason by email: you pay one month at your plan’s monthly price and we refund the rest within 10 business days. After that, you can cancel on 30 days’ written notice; you owe fees through the notice period plus an early-exit fee of 2 months at your plan’s monthly price (or the rest of the term, if less), and we refund anything above that. The setup fee is refunded if you cancel before we deliver your calendar. To cancel, email hello@clinicfilinghq.com; we confirm in writing within 1 business day, and no phone call is needed.

We may end the service on 30 days’ written notice, refunding unused prepaid fees by month with no early-exit fee. If an invoice is 15 days overdue we may pause preparation work after written notice (deadline reminders continue).

When the service ends

Within 5 business days after the service ends for any reason, we send you your compliance calendar (CSV and .ics), the documents in your binder, and a list of every item in progress or due within 60 days. We finish submitting any filing you signed and paid for before the end date. We don’t withhold your records because of a billing dispute.

Our guarantee

If a deadline we track is missed because of us (we had your information and your signature in time), we refund that year’s fee and pay the state late fee, up to $500. We don’t cover fines arising from clinical practice, scope-of-practice or ownership questions, or from late signatures or payments by the clinic.

Confidentiality

We keep your business documents confidential and use them only to provide the service. We don’t sell your information, and we don’t email you marketing without an unsubscribe option.