Last Updated: February 6, 2026
Recoupr LLC (“recoupr,” “we,” “us,” or “our”) provides a cloud-based platform (the “Service”) that automates the submission, tracking, and appeal of out-of-network mental health insurance claims. These Terms of Service (“Terms”) govern your access to and use of the Service.
By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.
1. Definitions
- “Therapy Group” or “Practice” means the mental health therapy practice that subscribes to recoupr.
- “Admin” means an authorized administrator of a Therapy Group.
- “Therapist” means a licensed mental health provider affiliated with a Therapy Group.
- “Client” means an individual whose insurance claims are processed through the Service.
- “Superbill” means a billing document summarizing a therapy session for insurance purposes.
- “Claim” means an insurance reimbursement request submitted through the Service on behalf of a Client.
- “PHI” means Protected Health Information as defined by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
- “BAA” means Business Associate Agreement, as required under HIPAA.
2. Eligibility and Account Registration
2.1 Who May Use the Service
The Service is available to licensed mental health therapy practices operating in the United States. Only adults (age 18 or older) may create accounts. If a Client is a minor, a parent or legal guardian must hold and manage the account.
2.2 Account Responsibilities
You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. You agree to notify us immediately at support@recoupr.ai if you suspect unauthorized access.
2.3 Accurate Information
You agree to provide accurate, current, and complete information during registration and to keep your information updated. Inaccurate provider information (e.g., NPI, Tax ID) may result in claim rejections for which recoupr is not responsible.
3. Description of Service
3.1 What recoupr Does
recoupr provides automated tools that:
- Parse therapist-uploaded superbills using AI
- Generate CMS-1500-compliant claim packets
- Submit claims electronically to insurance payers via a licensed clearinghouse
- Track claim status and provide updates
- Generate and submit appeal letters when claims are denied, where appropriate
- Manage payer enrollment status
3.2 What recoupr Does NOT Do
recoupr is not an insurance company, a healthcare provider, a payment processor, or a legal or financial advisor. Specifically:
- We do not guarantee insurance reimbursement or any specific payment amount.
- We do not make coverage determinations or interpret your insurance benefits.
- We do not hold, process, or distribute insurance reimbursement funds. Payments flow directly from the insurer to the Client.
- We do not provide medical, clinical, legal, or financial advice.
- We do not store clinical therapy notes or full medical records.
- We explicitly exclude Medicare claims from the Service.
3.3 Third-Party Dependencies
The Service relies on third-party infrastructure and services, including but not limited to clearinghouse services, cloud hosting providers, AI processing platforms, and payment processors. We maintain Business Associate Agreements with vendors that handle PHI. We are not responsible for outages, errors, or changes in third-party services beyond our reasonable control.
4. Subscription and Billing
4.1 Pricing
The Service is offered on a monthly subscription basis. Pricing is subject to change with 30 days' prior written notice. Promotional pricing (e.g., Founder's Cohort discounts) is governed by the terms disclosed at the time of enrollment.
4.2 Billing Cycle
Subscriptions are billed monthly. If a therapist is added mid-month, the charge begins on the next billing cycle. If a therapist is removed mid-month, access continues through the end of the current billing period with no refund for the partial month.
4.3 Payment Methods
We accept major credit cards and ACH direct debit. Payment is processed securely through our third-party payment processor. You authorize recurring charges at the applicable subscription rate.
4.4 Failed Payments
If a payment fails, we will notify you and provide a grace period to update your payment method. Continued failure to pay may result in suspension or termination of access. Claims already submitted will continue processing regardless of payment status.
4.5 No Per-Claim Fees
There are no additional fees per claim submitted, per appeal filed, or per eligibility check performed.
5. HIPAA Compliance and Protected Health Information
5.1 Business Associate Relationship
recoupr acts as a Business Associate to each subscribing Therapy Group. Our handling of PHI is governed by the BAA executed between recoupr and the Therapy Group. In the event of any conflict between these Terms and the BAA regarding PHI, the BAA shall control.
5.2 PHI Handling
We implement administrative, physical, and technical safeguards to protect PHI in accordance with HIPAA, including:
- Encryption at rest (AES-256) and in transit (TLS 1.2+)
- Role-based access controls
- Comprehensive audit logging
- Automated data retention and deletion policies
5.3 Minimum Necessary Standard
recoupr collects and processes only the minimum information necessary to perform claims processing. We handle billing artifacts and metadata only — never clinical treatment content or therapy session notes.
5.4 Insurance Card Images
Insurance card images uploaded by Clients are processed via optical character recognition (OCR) to extract relevant identifiers. The original image is deleted promptly after extraction. We do not retain insurance card images.
5.5 Data Retention
- Structured billing data (claim records, parsed superbill data) is retained for the duration necessary to fulfill operational and regulatory requirements.
- Raw superbill PDF files are deleted after the associated claim lifecycle is closed.
- Audit logs are retained for a minimum of 12 months.
5.6 Texas Medical Records Privacy Act
For Texas residents, recoupr complies with the Texas Medical Records Privacy Act (Chapter 181, Texas Health & Safety Code) as amended by HB 300, including the prohibition on the sale of PHI and the requirement to respond to electronic PHI access requests within fifteen (15) business days.
6. User Roles and Responsibilities
6.1 Therapy Group Admins
Admins are responsible for:
- Maintaining accurate practice information (W-9, TIN, NPI, group address)
- Inviting and managing therapists
- Managing payer enrollment status
- Ensuring their practice's compliance with applicable laws
- Managing subscription billing
6.2 Therapists
Therapists are responsible for:
- Uploading accurate, complete superbills
- Correcting superbill errors flagged by the platform
- Ensuring they have appropriate client consent for claim submission
- Maintaining accurate provider credentials (NPI)
6.3 Clients
Clients are responsible for:
- Providing accurate insurance information
- Confirming their mailing address for reimbursement delivery
- Reviewing and approving claims before submission
- Promptly reporting changes to their insurance coverage
6.4 Prohibited Conduct
You agree not to:
- Submit false, fraudulent, or misleading claims or information
- Attempt to access data belonging to other users or practices
- Reverse-engineer, decompile, or attempt to extract the source code of the Service
- Use the Service for any purpose other than legitimate out-of-network insurance claim processing
- Share login credentials with unauthorized individuals
- Circumvent security controls, access restrictions, or audit logging
- Use the Service to process Medicare claims
7. Intellectual Property
7.1 Our Property
The Service, including all software, algorithms, AI models, user interfaces, documentation, and branding, is the exclusive property of Recoupr LLC. Nothing in these Terms grants you any right to our intellectual property beyond the limited license to use the Service as a subscriber.
7.2 Your Data
You retain ownership of all data you submit to the Service, including superbills, insurance information, and practice details. You grant recoupr a limited license to process this data solely for the purpose of providing the Service.
7.3 De-identified Data
We may de-identify and aggregate data (removing all PHI in accordance with HIPAA Safe Harbor standards) to improve the Service, train AI models, and generate industry benchmarks. De-identified data does not identify any individual and is not subject to HIPAA restrictions.
8. AI and Automation
8.1 AI-Assisted Processing
The Service uses artificial intelligence to parse superbills, generate claim packets, determine appeal eligibility, and draft appeal letters. AI outputs are designed to assist — not replace — human judgment.
8.2 Accuracy
While we strive for accuracy, AI-generated outputs (including parsed data, claim packets, and appeal letters) may contain errors. Clients and Therapists should review claim details before approval. recoupr is not liable for claim denials or payment amounts resulting from AI processing errors.
8.3 Appeal Letters
Appeal letters generated by recoupr cite the Mental Health Parity and Addiction Equity Act (MHPAEA) and relevant federal and state regulations. These letters are administrative documents — not legal advice. Consult an attorney if you need legal counsel regarding a denied claim.
9. Disclaimers
9.1 No Guarantee of Reimbursement
recoupr automates the claims submission process. We do not guarantee that any claim will be approved, that any specific amount will be reimbursed, or that appeals will be successful. Insurance outcomes are determined solely by the applicable insurance payer based on the Client's plan terms.
9.2 Service Availability
We strive for high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. Claims already submitted to the clearinghouse are not affected by Service downtime.
9.3 Disclaimer of Warranties
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, RECOUPR DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, SECURE, OR UNINTERRUPTED.
10. Limitation of Liability
10.1 Cap on Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, RECOUPR'S TOTAL LIABILITY FOR ANY CLAIMS ARISING UNDER OR IN CONNECTION WITH THESE TERMS SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO RECOUPR IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
10.2 Exclusion of Consequential Damages
IN NO EVENT SHALL RECOUPR BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF REVENUE, LOSS OF DATA, CLAIM DENIALS, OR DELAYED REIMBURSEMENT, REGARDLESS OF THE CAUSE OF ACTION OR THEORY OF LIABILITY.
10.3 Exceptions
Nothing in this Section limits liability for: (a) fraud or intentional misconduct by recoupr; (b) recoupr's obligations under the BAA; or (c) any liability that cannot be excluded under applicable law.
11. Indemnification
You agree to indemnify and hold harmless Recoupr LLC, its officers, employees, and agents from any claims, damages, or expenses (including reasonable attorney fees) arising from: (a) your use of the Service in violation of these Terms; (b) the submission of false, fraudulent, or inaccurate information; or (c) your violation of any applicable law or regulation.
12. Term and Termination
12.1 Term
These Terms are effective upon account creation and continue until terminated.
12.2 Termination by You
You may cancel your subscription at any time through the billing portal in your Admin dashboard or by contacting support@recoupr.ai. Access continues through the end of your current billing period.
12.3 Termination by recoupr
We may suspend or terminate your access if you: (a) breach these Terms; (b) fail to pay subscription fees after notice and a reasonable cure period; (c) submit fraudulent claims; or (d) use the Service in a manner that threatens the security or integrity of the platform.
12.4 Effect of Termination
Upon termination:
- Claims already submitted to the clearinghouse continue processing.
- You may request export of your data for 30 days following termination.
- After 30 days, your data will be deleted in accordance with our retention policy, except as required by law or the BAA.
- We retain audit logs for the minimum period required by HIPAA (not less than 12 months from the date of creation).
13. Dispute Resolution
13.1 Governing Law
These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles.
13.2 Informal Resolution
Before filing any formal dispute, you agree to contact us at support@recoupr.ai and attempt to resolve the matter informally for at least thirty (30) days.
13.3 Arbitration
Any dispute not resolved informally shall be settled by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, conducted in Travis County, Texas. The arbitrator's decision shall be final and enforceable in any court of competent jurisdiction.
13.4 Class Action Waiver
You agree to resolve disputes with recoupr on an individual basis only. You waive any right to participate in a class action, class arbitration, or representative proceeding.
13.5 Exceptions
Either party may seek injunctive or equitable relief in a court of competent jurisdiction to protect intellectual property rights or to prevent unauthorized disclosure of PHI.
14. General Provisions
14.1 Entire Agreement
These Terms, together with the Privacy Policy and any executed BAA, constitute the entire agreement between you and recoupr regarding the Service.
14.2 Severability
If any provision of these Terms is found unenforceable, the remaining provisions continue in full force and effect.
14.3 No Waiver
Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.
14.4 Assignment
You may not assign your rights or obligations under these Terms without our prior written consent. recoupr may assign these Terms in connection with a merger, acquisition, or sale of substantially all assets.
14.5 Notices
Notices to you will be sent to the email address associated with your account. Notices to recoupr should be sent to support@recoupr.ai.
14.6 Modifications
We may update these Terms from time to time. If we make material changes, we will notify you through the Service or by email at least 30 days before the changes take effect. Continued use of the Service after such changes constitutes acceptance of the updated Terms.
15. Contact Us
If you have questions about these Terms, please contact us at:
Recoupr LLC
Email: support@recoupr.ai