Effective date: 22 September 2026. Version: 1.0.
These Terms of Service (the "Terms") are a contract between Answerdent, doing business as Answerdent ("Answerdent", "we", "us"), and the dental practice that opens an Answerdent account ("you", the "Practice"). By creating an account or using the Service you agree to these Terms, to the Answerdent Privacy Policy, and to the Business Associate Agreement (the "BAA"). If you are accepting on behalf of a practice, you confirm that you are authorised to bind it.
1. The Service
Answerdent provides an automated telephone receptionist for dental practices (the "Service"). When calls are forwarded to the phone number we provide, an AI receptionist answers, identifies the caller, and can book, reschedule and cancel appointments in your practice management system through NexHealth, answer questions from information you have entered, and take messages for your office. A dashboard shows your calls, transcripts, bookings, messages and settings for the last ninety days; older call records are deleted, as described in the Privacy Policy.
The Service is designed for routine scheduling calls. It does not give medical, dental or clinical advice, does not take payments, does not verify insurance, and is not an emergency service. See section 6.
2. Accounts
(a) You must give accurate information when you sign up and keep it current. One account is for one practice location. You are responsible for everything done under your account and for keeping your password confidential. Tell us at once at support@answerdent.com if you believe your account has been used without permission.
(b) You must be at least 18 and authorised to act for the Practice.
(c) We may suspend an account that is more than thirty days behind on payment, that is used in breach of these Terms, or where suspension is needed to protect the Service, patients or other customers. We will tell you why and how to restore it.
3. Your responsibilities
(a) Access to your practice management system. By connecting your practice management system you consent in writing to Answerdent, and to NexHealth on our behalf, accessing it to read and write patient and appointment information for the purpose of the Service. You confirm that you own or control the system and its credentials and are entitled to grant this access. NexHealth may ask us for proof of this consent and you agree we may provide it.
(b) Accuracy of your setup. The receptionist books using the appointment types, lengths, dentists, office hours and answers you enter. You are responsible for keeping them accurate. If your schedule changes, update it in the dashboard or your practice management system; the receptionist offers only times that your system reports as open at the moment of the call.
(c) Reviewing what the receptionist does. The receptionist writes bookings into your schedule in real time and every call appears in your dashboard. You agree to review calls marked "Needs a look" and the messages taken for you, and to correct any booking you disagree with, in the ordinary course of running your front desk.
(d) Phone forwarding. You control how calls reach the Service through your own phone system and carrier. You are responsible for that configuration and for any charges from your carrier.
(e) Notices and consents to callers. Federal and state law may require callers to be told that they are speaking with an automated system and that the call is recorded, and require consent before text messages are sent. You, not Answerdent, are responsible for deciding what notices and consents apply to your Practice and for providing and documenting them. To help, the receptionist's greeting can be set to state that it is an automated assistant and that the call may be recorded, and we recommend you keep that statement on.
(f) Text messages. Where the Service sends text messages at your direction, such as an appointment confirmation after a booking, you are the sender of those messages. You represent that you have obtained and documented every consent the law requires from each recipient, including any prior express consent required by the Telephone Consumer Protection Act and its rules, that you will honour opt-out requests, and that you will keep your carrier and messaging registrations (such as A2P 10DLC) current where we ask you to. The Service sends only transactional messages about the recipient's own appointment and does not send marketing messages. We will suspend messaging for an account that we believe is sending unlawful or unwanted messages.
(g) Your patients' rights. Your Notice of Privacy Practices governs your patients' health information. Requests from patients to access, correct or account for their information are yours to handle; we support you as described in the BAA.
(h) Acceptable use. You will not use the Service to send unsolicited or unlawful communications; to collect information about anyone other than callers to your Practice; to interfere with the Service or the systems of Answerdent, NexHealth or our other vendors; to copy, reverse engineer or resell the Service; or to disable or interfere with any consent screen, notice or setting that NexHealth or Answerdent presents to users. You will comply with all laws that apply to your use of the Service, including HIPAA, state privacy laws, telephone and text-message laws, and consumer-protection laws.
(i) Your users. If you let staff use the dashboard, you are responsible for them, and you will make sure they follow these Terms.
4. Fees and billing
(a) The Service is billed monthly in advance at the price shown on answerdent.com at the time you subscribe, per practice location, plus applicable taxes. The price page states what the subscription includes.
(b) Payment is by card through our payment processor and is charged on the same day each month. If a payment fails we will retry and email you; if it is not resolved within fourteen days we may suspend the Service until it is paid.
(c) Cancel any time. You may cancel from the dashboard or by emailing support@answerdent.com. The Service continues to the end of the paid month and is not renewed. We do not refund the current month, except where the law requires or where we choose to.
(d) We may change prices with at least thirty days' notice by email. The new price applies from your next billing date after the notice period; you may cancel before then.
(e) Any free or discounted period we offer converts to the standard price at its end unless you cancel first, and we will remind you by email before it ends.
5. Patient information and the BAA
Patient and call information that the Service handles is Protected Health Information under HIPAA. We handle it only on your behalf under the BAA, which you accept at signup and which governs over these Terms for anything about that information. We do not use it to train AI models, and we do not sell it. The Privacy Policy names the vendors we rely on and describes retention and security.
6. What the Service does not do, and its limits
(a) Automated system. The receptionist is an AI system. It works from what callers say, from your settings, and from what your practice management system reports. It can mishear, misunderstand, or book something you would have handled differently. It is designed to say so when it is unsure and to take a message instead of guessing, but no automated system is perfect. You agree that the Service is a tool that assists your front desk and does not replace your judgement or your review.
(b) Not for emergencies. The Service is not an emergency line and does not triage. If your Practice receives emergency calls, you must give the receptionist the emergency instructions you want callers to hear, and you remain responsible for your emergency arrangements.
(c) No clinical advice. The receptionist does not give medical or dental advice, quote fees, or confirm insurance coverage, and is instructed to refer such questions to your office.
(d) Third-party systems. The Service depends on your phone carrier, NexHealth, your practice management system, and our other vendors. We do not control them. Calls may be dropped, delayed or blocked, and your practice management system may be unavailable or return incorrect data; when that happens the Service may be unable to book and will take a message where it can.
(e) Availability. We aim to keep the Service available at all times but do not guarantee it. We will post or email notice of planned maintenance where practicable.
7. Intellectual property
Answerdent owns the Service, its software, prompts, designs and content, and all improvements to them. You receive a limited, non-exclusive, non-transferable right to use the Service for your Practice while you have an account. You own your practice and patient information and the settings you enter. You grant us the right to use them only to provide the Service. Suggestions you send us about the Service may be used by us without obligation. NexHealth and the practice management systems we connect to are owned by their respective companies; nothing in these Terms grants you rights in them.
8. Warranty disclaimer
The Service is provided "as is" and "as available". To the fullest extent permitted by law, Answerdent disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty that the Service will be uninterrupted, error-free, secure, or that every call will be answered, understood or booked correctly. Nothing in these Terms limits warranties that cannot be excluded by law.
9. Limitation of liability
(a) To the fullest extent permitted by law, Answerdent will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost revenue, lost patients, lost profits or loss of goodwill, arising out of or relating to the Service or these Terms, however caused, even if advised of the possibility.
(b) Answerdent's total liability for all claims arising out of or relating to the Service or these Terms will not exceed the fees you paid to Answerdent in the twelve months before the event giving rise to the claim.
(c) These limits do not apply to Answerdent's obligations under the BAA to the extent the law does not permit them to be limited, to either party's gross negligence or wilful misconduct, or to any liability that cannot be limited by law.
10. Indemnity
You will defend and indemnify Answerdent and its officers, employees and contractors against third-party claims, and the resulting damages, penalties and reasonable legal costs, arising from (a) your breach of these Terms or of law, including telephone-recording, automated-call and text-message laws; (b) any notice or consent you were required to give callers or patients and did not; (c) your practice management system data and settings; or (d) any dispute between you and a patient about an appointment, except to the extent caused by Answerdent's breach of these Terms or the BAA.
Answerdent will defend and indemnify you against third-party claims that the Service, as provided by us and used in accordance with these Terms, infringes a US patent, copyright or trademark, and against claims arising from our breach of the BAA, subject to section 9.
Each party will notify the other promptly of a claim, give reasonable cooperation, and not settle a claim in a way that admits fault by the other without its consent.
11. Term and termination
(a) These Terms apply from the day you create an account until the account is closed.
(b) You may close your account at any time under section 4(c). We may terminate these Terms on thirty days' notice for any reason, or immediately if you materially breach them and do not cure within fourteen days of notice, or if cure is not possible.
(c) On termination, forwarding stops, the phone number is released after thirty days, and patient and call information is handled as described in the BAA and the Privacy Policy: you may ask us to export your call history before it is deleted. Sections 5, 7, 8, 9, 10, 11(c) and 13 survive.
12. Changes to the Service and these Terms
We may change the Service, including the receptionist's capabilities, and will tell you of material changes. We may change these Terms with at least thirty days' notice by email and by posting the new version with its effective date; continued use after that date is acceptance. If you do not agree, cancel before the effective date.
13. General
(a) Governing law and courts. These Terms are governed by the laws of the State of Delaware, without regard to its conflict-of-law rules. The state and federal courts located in Delaware have exclusive jurisdiction, and each party submits to them.
(b) Notices. Notices to you go to the email on your account. Notices to us go to legal@answerdent.com or Sofia, Bulgaria.
(c) Entire agreement. These Terms, the Privacy Policy and the BAA are the entire agreement between us about the Service and replace any earlier discussions. If they conflict, the BAA governs for patient information, then these Terms, then the Privacy Policy.
(d) Assignment. You may not assign these Terms without our written consent, except to a successor of your Practice. We may assign them to an affiliate or successor and will notify you.
(e) Severability and waiver. If any part of these Terms is unenforceable, the rest remains in effect. A failure to enforce a right is not a waiver of it.
(f) Force majeure. Neither party is liable for failure to perform caused by events beyond its reasonable control, including carrier outages, internet failures, natural disasters and acts of government, except for payment obligations.
(g) Independent contractors. The parties are independent contractors. Nothing in these Terms creates a partnership, agency or employment relationship.
(h) Electronic contracts and notices. You agree that ticking an acceptance box, clicking a button labelled to indicate agreement, or continuing to use the Service after notice of a change has the same effect as a handwritten signature, including for these Terms, the Privacy Policy and the BAA. You agree that we may give you all notices, disclosures and agreements electronically, by email to your account address or by posting in the dashboard, and that these satisfy any legal requirement that a communication be in writing. Keep your account email current. You may request a paper copy of any document at support@answerdent.com.
(i) Export control. The Service is provided from outside the United States and is subject to United States and European Union export and sanctions laws. You represent that you are not located in, and will not use the Service from, a country or on behalf of a person subject to a US or EU embargo or sanctions list.
Questions about these Terms: support@answerdent.com.