The terms that govern your use of the Intake.Dental platform.
The Intake.Dental subscription service is provided by Dental Education, Inc. ("Company") with no binding long-term contracts required.
Subscriptions run month-to-month or annual at your option, with no binding long-term contracts, minimum commitment periods, or cancellation penalties.
Cancel anytime via support@intake.dental or your account settings with no fees. Access continues through the end of the current billing period.
The platform includes digital patient intake forms, secure chat, teledentistry, PMS integration, insurance verification, PDF generation, multi-language support, marketing analytics, and AES-256-GCM encryption with dual-layer Glyph encryption included on every account for all PHI.
Company executes Business Associate Agreements with all practices. Practices remain responsible for their overall compliance programs, staff training, physical safeguards, password security, state regulations, and informed consent.
Data is hosted on Dental Education, Inc. infrastructure with AES-256-GCM encryption, HIPAA-compliant AWS infrastructure, isolated per-practice environments, TLS 1.3 protocols, and comprehensive audit logging. Third-party providers (Amazon Web Services, Supabase, Stripe) operate under their own executed BAAs.
Company is not liable for HIPAA violations resulting from practice failures, data breaches from compromised practice credentials, or indirect damages. Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim.
Practices must maintain account security, ensure staff compliance, train personnel, implement access controls, provide accurate registration information, and report security incidents immediately.
The Service is owned by Dental Education, Inc. Your subscription grants a limited, non-exclusive, non-transferable license. Practices retain ownership of their own patient data.
Company reserves the right to modify these terms with 30-day notice by email. Continued use constitutes acceptance.
Either party may terminate with 30-day notice at the end of the billing period, or immediately for an uncured material breach after 15-day notice. You will have 30 days to export your data after termination.
These terms are governed by California state law with binding arbitration in San Diego County.
The teledentistry technology enables practitioners to conduct virtual appointments for educational and informational purposes, including initial patient assessments, follow-up discussions, treatment plan reviews, and general oral health guidance.
Practitioners are independent Covered Entities responsible for clinical content, state teledentistry compliance, informed consent, licensure verification, and malpractice coverage.
The platform includes automated text suggestions, warning notifications, patient disclaimers, recording disclosures, and encrypted video transmission. Company does not record virtual consultations.
Dental Education, Inc. is not liable for any clinical outcomes, malpractice claims, patient injuries, misdiagnoses, or adverse events arising from virtual consultations conducted through the platform.
Optional bi-directional integration with 60+ PMS platforms through our third-party integration partner, which maintains its own independent BAA and compliance program.
Patient data flows between Intake.Dental, our PMS integration partner, and your local PMS software. Company maintains a BAA with that integration partner. Practices authorize this data flow by enabling the integration.
Company does not guarantee uninterrupted synchronization and is not liable for data synchronization delays, failures, or discrepancies caused by third-party PMS systems.
When you connect your practice management system, Intake Dental analyzes operational practice data (such as appointment volumes, claim counts, and payer mix in aggregate) to identify platform features and upgrades relevant to your practice, and may present these to you in the dashboard or contact practice staff about them. These communications are business-to-business messages to your practice, not to patients. Protected health information is never used in marketing or upgrade presentations; PHI processing remains governed exclusively by your Business Associate Agreement and is used only to provide the services you have enabled.
Optional real-time eligibility verification and benefits breakdowns through third-party insurance verification APIs.
Results are provided as-is with no guarantee of the accuracy, completeness, or timeliness of insurance verification data. Results are informational only; practices are responsible for confirming benefits directly with payers.
Transmission of patient information to payer networks and clearinghouses is performed via secure HIPAA-compliant protocols. Practice authorization is required for eligibility checks.
Intake.Dental sends text messages on behalf of participating dental practices (the “Intake.Dental patient messaging program”): appointment confirmations, reminders, and change notifications; notifications when an earlier appointment opening becomes available; links to complete patient intake and registration forms; one-time verification codes; and replies to patient-initiated conversations with the practice.
Patients consent to receive these messages by providing their mobile number to their dental practice when booking an appointment, on intake or registration forms, or in person at the office. Message frequency varies based on your appointments and requests. Message and data rates may apply. Consent to receive text messages is not a condition of receiving dental care.
Reply STOP to any message to opt out at any time; you will receive a final confirmation message and no further texts will be sent. Reply HELP for help, contact your dental practice directly, or email support@intake.dental.
Mobile carriers are not liable for delayed or undelivered messages.
Dental Education, Inc. d/b/a Intake.Dental
Email: support@intake.dental
Website: https://intake.dental
