Effective Date: 14th of July 2025

1. Overview
Toolii Pty Ltd (“Toolii”, “We”, “Us”, “Our”) is the sole reseller of the OCR to Best Practice (BP) tool. By purchasing, installing, or using this tool, you (“You”, “Your”, “the Client”) agree to be bound by these Terms and Conditions, our Privacy Policy, and the End User License Agreement (EULA) of the software developer. Please read all documents carefully before using the product.

Medical File upload Application Tool

1. Overview
Toolii’s OCR tool enables the upload and processing of medical documents into compatible clinical software (e.g., Best Practice). By using this functionality, you (“You”, “Your”, “the User”) agree to these specific terms governing medical file uploads, in addition to our general Terms and Conditions.

2. Scope of Service
The OCR tool reads and classifies documents, matching them to patient records based on identifiable information (e.g., name and date of birth). It then moves files into the appropriate patient folder or flags them as errors when there is no match or poor-quality data.

3. Local Processing and Storage

• All uploaded medical documents are processed between our servers and your infrastructure highest commercially available encryption standards.
• Toolii does not store, access, or transmit any patient data or uploaded files to external servers.
• No files leave your network at any point during the processing.

3.1 Data Security and Encryption
Toolii is committed to maintaining the confidentiality and integrity of your data. We use the highest commercially available encryption standards to secure all transactions and communications within the OCR tool and our supporting systems, including:

• TLS 1.3 encryption for all data in transit between local systems and internal components.
• AES-256 encryption for in-memory operations, where applicable.

We have obtained the highest security certificate and BP partner as well. We continuously monitor for vulnerabilities and apply industry best practices to secure all components of our software. However, as no system can guarantee absolute security, you acknowledge that you are responsible for your internal network security, user access policies, and backup procedures.

4. In-Memory Processing
All data processed by the OCR tool is held in-memory only and is deleted immediately after the processing operation. No patient documents or metadata are retained by Toolii or the software tool after processing.
This ensures that no information is stored, cached, or transmitted externally, maintaining compliance with Australian Privacy Laws and safeguarding your clinic’s data integrity.

5. Data Quality and Matching
You are responsible for ensuring:

• Medical files are scanned clearly and legibly.
• Patient data in your clinical system is accurate and not duplicated.
• Staff verify any errors or mismatches flagged by the system.

Files that cannot be matched or processed will be moved to a clearly marked Error Folder for manual review.

6. Human Oversight Required
A designated staff member ("human-in-the-loop") must be responsible for validating document uploads, reviewing error folders, and ensuring file integrity. Toolii is not liable for incorrect or missed uploads caused by human or technical error.

7. Liability Disclaimer
Toolii disclaims all liability for:

• Incorrect file uploads or mismatches.
• Patient harm or workflow disruptions due to document processing errors.
• Any medico-legal implications resulting from user failure to verify uploads.

You agree to use this tool as an assistive aid, not as a substitute for clinical or administrative oversight.

8. Compliance
You are solely responsible for ensuring your use of the file upload functionality complies with:

• The Australian Privacy Act
• Health Records Act 2001 (Vic) or relevant state legislation
• Your clinic's internal data handling and privacy policies.

9. No Legal or Technical Advice
The materials provided herein are general in nature and are not a substitute for legal or professional advice. You are responsible for ensuring that this product meets your specific technical and operational needs. Toolii recommends seeking independent legal and IT advice prior to implementation.

10. Product Compatibility and Limitations

• This tool currently works only with Best Practice Software and HL7 version is compatible with all other Practice Management software (PMS).
• The medical file upload tool reads documents and attempts to match them to patient records based on name and date of birth.
• Voicebot reads data from your PMS and update data in your PMS. It is your responsibility validate these data as we do not take any responsibilities or liabilities for misinterpreted or input data by AI or any staff.
• In cases of duplicate patient records, unreadable documents, poor quality scans, or missing patient data, documents will be moved to an “Error” folder within your system.
• The software does not modify or delete your original documents.

11. Pre-Implementation Testing
You are solely responsible for testing the tool and all configuration files in a test or staging environment prior to deployment. Toolii disclaims any liability for errors resulting from inadequate testing.

12. Human Oversight (“Human-in-the-Loop”)
You must assign staff to manually review processed documents to verify accuracy. Toolii assumes no responsibility for incorrect uploads, patient mismatches, or failure to verify document accuracy.

VoiceBot Application Tool

1. Overview
Toolii’s VoiceBot service (“VoiceBot”, “the Service”) is an AI-powered automated communication tool designed to assist clinics and organizations with patient engagement, reminders, and general inquiries. By using the VoiceBot service, you (“You”, “Your”, “User”) agree to the following Terms and Conditions in conjunction with our general Terms, Privacy Policy, and any applicable license agreements.

2. Intended Use
The VoiceBot is intended for informational and administrative purposes only. It is not a replacement for professional medical advice, diagnosis, or emergency communication. You are responsible for ensuring the VoiceBot is used appropriately within your clinic's operational, legal, and clinical frameworks.

3. Human Oversight Required
You must appoint a designated individual ("human-in-the-loop") to oversee, review, and validate the VoiceBot's outputs and interactions. Toolii takes no responsibility for clinical, scheduling, or patient-related decisions made based on VoiceBot outputs.

4. Data Handling

• Voice Data: The VoiceBot may collect metadata such as call time, call duration, user queries, and responses.
• Phone Numbers: Caller phone numbers are collected only to facilitate communication and are not sold or shared.
• No Patient Records: The VoiceBot does not access or store patient medical records.
• In-Memory Processing: All processing occurs in-memory and no voice recordings or transcripts are stored by Toolii after the session concludes.

We comply with all relevant requirements under the Australian Privacy Act and do not store any identifiable clinical data.

5. Accuracy and Limitations
While the VoiceBot is built with modern AI technologies, it is subject to limitations, including errors in speech recognition, accent handling, or contextual understanding. Toolii makes no warranties regarding the accuracy or completeness of VoiceBot responses.
You are responsible for validating any information communicated by the VoiceBot with your patients or staff.

6. Limitation of Liability
To the fullest extent permitted by law:

• Toolii disclaims all liability for errors, omissions, or miscommunications caused by the VoiceBot.
• You agree that Toolii’s total liability shall not exceed the amount paid by you for the VoiceBot service, or AUD $10, whichever is less.
• Toolii is not liable for any indirect, incidental, or consequential damages arising from the use or inability to use the VoiceBot.

7. Compliance and Consent
You are responsible for obtaining and managing all required patient or user consents related to automated communication via VoiceBot under applicable laws. Toolii does not take responsibility for compliance breaches due to improper use of the service.

8. Service Termination
We reserve the right to suspend or terminate your access to the VoiceBot service at any time for non-compliance with these terms or misuse of the system.

9. Modifications
Toolii reserves the right to modify these VoiceBot Terms at any time. Updates will be published on our website with reasonable notice. Continued use of the service constitutes your acceptance of the updated Terms.

Doctor Consult AI Tool

1. Overview
These Terms and Conditions (“Terms”) govern the use of the Doctor Consult AI Application (“App”, “Service”, or “Tool”), provided by Toolii Pty Ltd (“Toolii”, “we”, “us”, or “our”). By accessing or using the App, you (“You”, “User”, “Doctor”, or “Clinician”) agree to be bound by these Terms, including any future updates.
This App is designed to assist clinicians with:

• Generating clinical notes based on recorded or typed consultations
• Suggesting relevant MBS (Medicare) item numbers
• Providing AI-powered Q&A and clinical knowledge base references
• Performing Medicare eligibility checks (non-binding)

This tool is intended for support purposes only, not as a substitute for professional judgment, legal billing advice, or medical decision-making.

2. Medical Disclaimer

• The content generated by the App, including consultation summaries, item number suggestions, and knowledge responses, is AI-generated and not a substitute for clinical judgment, legal billing advice, or patient communication.
• Toolii does not guarantee the accuracy, completeness, or compliance of any AI-generated text, MBS item number, or Medicare eligibility outcome.
• You must review, validate, and take full responsibility for all outputs prior to entering them into any patient record, billing system, or communicating with patients or third parties.

3. Medicare Compliance Disclaimer

• The App may assist with suggesting item numbers and checking general Medicare rules, but does not access Medicare’s official database in real time.
• You are responsible for verifying all claims against current MBS guidelines and legislation.
• Toolii is not liable for any incorrect billing, audits, penalties, or investigations resulting from reliance on this tool.

4. Human-in-the-Loop Requirement
You are required to exercise direct oversight over all AI-generated content. This includes:

• Verifying the accuracy of consultation summaries
• Confirming the appropriateness of suggested MBS item numbers
• Checking Medicare eligibility results through official Medicare channels
• Evaluating AI Q&A responses for clinical relevance and accuracy

Failure to apply human validation may result in improper documentation or billing for which Toolii disclaims all responsibility.

5. Data Privacy and Security

• The App operates under Australian Privacy Principles (APPs) as per the Privacy Act 1988 (Cth).
• All data processed by the App is stored and transmitted using end-to-end encryption (TLS 1.3 and AES-256).
• No patient data is stored by Toolii unless explicitly required and consented to.
• Transcripts or consultation notes are saved locally or within the clinic's infrastructure unless otherwise agreed in writing.

6. Prohibited Use
You agree not to use the App to:

• Replace formal diagnosis, treatment, or medico-legal documentation
• Bill Medicare or other insurers solely based on AI suggestions without manual review
• Record patient interactions without proper consent
• Reverse engineer, tamper with, or misuse the App for unauthorised or unlawful purposes

7. Intellectual Property

• All software, algorithms, UI/UX, and training data used in the App remain the sole property of Toolii or its licensors.
• You may not copy, modify, reproduce, or create derivative works from any part of the App without written permission.

8. Limitation of Liability
To the maximum extent permitted by law:

• Toolii shall not be liable for any indirect, incidental, or consequential damages, including billing errors, missed Medicare rebates, legal penalties, or clinical misjudgments arising from reliance on the App.
• Your exclusive remedy shall be limited to the amount you paid for use of the App in the 12 months preceding the claim, or AUD $10 if no payment was made.

9. No Warranty
The App is provided on an “AS IS” and “AS AVAILABLE” basis. Toolii makes no warranties of any kind, express or implied, including but not limited to:

• Accuracy of item number suggestions
• Clinical appropriateness of generated notes
• Currentness of Medicare eligibility information
• Reliability of knowledge base responses

10. Modifications
We reserve the right to modify these Terms at any time. We will provide notice of material changes via email or within the App. Continued use of the App following such changes constitutes acceptance of the new Terms.

11. Termination
We may terminate or suspend access to the App immediately, without notice or liability, for breach of these Terms or any misuse of the platform.

12. Governing Law
These Terms are governed by the laws of Victoria, Australia, and any disputes will be resolved under the jurisdiction of Australian courts.

Letter writing:

This section outlines the terms applicable to the AI-generated Care Plan Writing Tool (“the Tool”, “the Service”) provided by Toolii Pty Ltd (“Toolii”, “We”, “Us”, or “Our”). The tool is designed to assist healthcare professionals in drafting GP Management Plans (GPMPs), Team Care Arrangements (TCAs), Mental Health Care Plans, and other structured care plans based on inputs, conversation summaries, or prompts.
By using this Tool, you (“You”, “Your”, “User”, “Clinician”) agree to these Terms in addition to Toolii’s general Terms and Conditions, Privacy Policy, and any relevant clinical software agreements.

1. Purpose and Intended Use
The AI tool generates draft care plans to assist in documenting chronic disease management, allied health coordination, and mental health support. It may pre-fill:

• Patient conditions and goals
• Planned interventions
• Allied health providers
• Review dates
• Eligibility notes (e.g., MBS item numbers)

The tool is designed to support, not replace, the clinician’s professional judgment.

2. Human Oversight Required
You are responsible for:

• Reviewing and validating all AI-generated care plan content
• Ensuring that the final document is clinically accurate, customized to the individual patient, and compliant with Medicare requirements
• Verifying that the plan reflects a genuine discussion with the patient, including their input and consent

Toolii does not accept any liability for care plans submitted to Medicare or stored in the clinical record without manual clinician verification.

3. Medicare and Legal Compliance
The AI-generated content does not constitute a valid Medicare claim on its own.

• The Tool is not integrated with Services Australia or Medicare APIs for real-time eligibility checks
• It is your responsibility to ensure the patient meets the criteria for item numbers (e.g., 721, 723, 2700, 2715) before billing
• You must ensure required documentation and clinical consultations are completed as per Medicare legislation

4. Privacy and Data Handling

• All care plan content is processed in-memory only and is not stored or transmitted by Toolii.
• Documents are saved only to your local clinical software or infrastructure
• Toolii complies with the Australian Privacy Act 1988 and Health Records Act 2001 (Vic) (or other applicable state legislation)
• No patient-identifying information is retained by Toolii unless explicitly authorised in writing

5. Limitations of the Tool
While the Tool is trained on medical templates and guidelines, it may not account for:

• Unique patient presentations
• Complex comorbidities
• Specialist inputs or coordination details
• Changes to Medicare item descriptions or legal frameworks

You must ensure that each care plan is tailored, clinically appropriate, and up-to-date at the time of submission or use.

Secure File transfer Tool

1. Purpose
The Secure File Transfer Tool (“Tool”) facilitates the safe exchange of medical documents, patient records, and related files between your practice, external healthcare providers, and patients. This service aims to ensure confidentiality, integrity, and compliance with privacy regulations during file transfers.

2. Security Measures

• All file transfers use end-to-end encryption employing TLS 1.3 for data in transit and AES-256 encryption standards where applicable.
• Files are transferred directly between endpoints or through secure, encrypted relay servers, minimizing exposure to unauthorized third parties.
• The Tool maintains strict access controls to ensure only authorized users can send or receive files.

3. User Responsibilities

• You must ensure all recipients (providers, patients) are authorized to receive the specific files and have consented where required.
• You are responsible for verifying the identity of external recipients prior to sending sensitive files.
• It is your obligation to manage permissions, access credentials, and audit logs within your practice and partner organizations.
• You should notify recipients of any requirements or limitations regarding file format, size, or content.

4. Data Privacy and Compliance

• The Tool complies with the Australian Privacy Act 1988 and relevant healthcare privacy laws.
• No files or data are stored longer than necessary; temporary storage is encrypted and purged after successful delivery.
• Patient-identifiable information must only be shared in accordance with applicable consent laws and clinic policies.

5. Limitations and Liability

• While the Tool uses robust encryption and security measures, no electronic transmission is completely risk-free.
• Toolii Pty Ltd disclaims liability for any unauthorized access, data loss, or breaches resulting from user negligence, compromised credentials, or third-party actions.
• Users agree to indemnify Toolii against claims arising from misuse or unlawful transmission of files.

6. File Integrity and Delivery Confirmation

• The Tool employs checksum or hash verification to ensure file integrity during transfer.
• Delivery receipts or notifications are provided when files are successfully received.
• In case of transfer failure, files are retried or placed in a secure queue for manual intervention.

Appointment Booking Tool

1. Overview
The Appointment Booking feature (“Service” or “Tool”) provided by Toolii Pty Ltd (“Toolii”, “we”, “us”) enables patients and staff to schedule, modify, and cancel medical appointments electronically.
By using this Service, you (“You”, “User”, “Patient”, or “Practice”) agree to comply with these Terms and our Privacy Policy.

2. User Responsibilities

• You must provide accurate and complete information when booking appointments.
• Patients should arrive on time and notify the practice promptly of cancellations or rescheduling.
• The practice is responsible for confirming appointment availability and managing bookings fairly.

3. Appointment Confirmation and Changes

• Appointment requests are subject to practice approval and availability.
• Confirmations may be sent via SMS, email, or phone, depending on your chosen contact preferences.
• It is the patient’s responsibility to check and adhere to appointment details.

4. Data Privacy and Security

• Personal information collected during booking is handled in accordance with the Australian Privacy Act 1988 and Toolii’s Privacy Policy.
• All data transmissions are secured using TLS 1.3 encryption to protect your information.
• We do not share your personal information with third parties except as required to facilitate appointment scheduling and reminders.

5. Limitations and Liability

• Toolii strives to ensure the Service is reliable, but cannot guarantee uninterrupted access or error-free operation.
• The practice is solely responsible for the accuracy of appointment schedules and notifications.
• Toolii is not liable for missed appointments, scheduling errors, or any related consequences.
• Users agree to indemnify Toolii against claims arising from misuse or incorrect use of the Service.

6. Cancellation and No-Show Policy

• Cancellation policies are determined by individual practices and communicated to patients accordingly.
• Patients may incur fees or penalties for late cancellations or no-shows as per the practice’s policy.

7. Modification and Termination

• Toolii may update these Terms or suspend the Service with notice.
• We reserve the right to terminate access for breach of Terms or misuse.

Mail Marketing Tool

1. Overview
The Mail Marketing Tool (“Tool”, “Service”) provided by Toolii Pty Ltd (“Toolii”, “we”, “us”) enables healthcare providers to create, send, and manage email marketing campaigns targeting patients or clients.
By using this Service, you (“You”, “User”, “Practice”) agree to these Terms and our Privacy Policy.

2. Compliance and Consent

• You must comply with all applicable laws and regulations governing electronic communications, including the Australian Spam Act 2003.
• You are responsible for obtaining and maintaining valid consent from all recipients before sending marketing communications.
• You must provide clear unsubscribe options in every email sent via the Tool.

3. Data Privacy and Security

• Personal data processed through the Tool is handled in accordance with the Privacy Act 1988 (Cth) and Toolii’s Privacy Policy.
• All transmissions are secured using industry-standard encryption protocols (e.g., TLS 1.3).
• Toolii does not sell or share your contact lists with third parties without your explicit consent.

4. Content Responsibility

• You are solely responsible for the content of your marketing emails, ensuring that all information is accurate, truthful, and compliant with healthcare advertising standards.
• You must not send misleading, offensive, or unlawful content.

5. Limitation of Liability

• Toolii provides the Mail Marketing Tool “AS IS” and does not guarantee delivery, open rates, or marketing outcomes.
• We are not liable for any damages resulting from the use or inability to use the Tool, including fines or penalties arising from non-compliance.
• You agree to indemnify Toolii against any claims resulting from your misuse of the Service.

6. Usage Limits and Suspension

• Excessive or suspicious usage may result in temporary suspension to protect system integrity.
• We reserve the right to terminate or restrict access for violations of these Terms.

Illness Prediction and Patient Recall Application Tool

1. Overview
The Illness Prediction and Patient Recall feature (“Feature”, “Service”) uses AI and analytics to assist your practice in identifying patients at risk of certain illnesses and to facilitate timely recall for reviews, screenings, or follow-ups based on their medical conditions.
By using this Service, you (“You”, “User”, “Practice”) agree to these Terms alongside our general Terms and Conditions and Privacy Policy.

2. Intended Use and Limitations

• The Feature provides predictive insights and automated recall reminders based on historical and clinical data to support patient management.
• This is a clinical decision support tool and not a diagnostic device. It does not replace professional clinical judgment or individualized patient assessment.
• Predictions are based on available data and statistical models which may not account for all relevant clinical factors or patient-specific nuances.

3. Human Oversight and Responsibility

• You are responsible for reviewing all predictions and recalls before clinical action.
• The Feature should be used as an aid to inform patient care and scheduling but requires confirmation and validation by qualified healthcare professionals.
• Toolii disclaims any liability arising from clinical decisions made solely based on this Feature’s outputs.

4. Data Privacy and Security

• All patient data used for prediction and recall is managed in compliance with the Australian Privacy Act 1988 and relevant healthcare regulations.
• Data processing is conducted securely with encryption in transit and at rest.
• You must ensure patients have provided appropriate consent for their data to be used for predictive analytics and recalls.

5. Accuracy and Updates

• Predictions are based on current models and clinical guidelines but may become outdated as medical knowledge evolves.
• Toolii does not guarantee accuracy or completeness and will periodically update algorithms as feasible.
• Users should stay informed of guideline changes and use the Feature accordingly.

6. Limitation of Liability
To the maximum extent permitted by law, Toolii and its affiliates shall not be liable for any direct, indirect, incidental, consequential, or special damages resulting from reliance on this Service, including missed diagnoses, incorrect recalls, or patient harm.
Your sole remedy is limited to the fees paid for the Service in the last 12 months, or AUD $10 if no fees were paid.

7. Compliance and Consent
You are responsible for ensuring compliance with all legal requirements related to patient communication and recall notifications. This includes obtaining necessary consents and providing opt-out mechanisms where applicable.

Virtual Receptionist Service — Terms and Conditions

1. Overview
The Virtual Receptionist Service (“Service”) provided by Toolii Pty Ltd (“Toolii”, “we”, “us”) offers remote receptionist support to assist your practice with appointment scheduling, patient enquiries, and administrative tasks.
By using this Service, you (“You”, “Client”, “Practice”) agree to these Terms and our Privacy Policy.

2. Client Responsibility for Training and Management

• You are responsible for providing initial and ongoing training, guidance, and supervision to the virtual receptionists assigned to your practice.
• This includes communicating your practice’s policies, protocols, and standards of patient interaction.
• You must ensure virtual receptionists receive regular feedback and performance reviews to maintain service quality.
• Toolii provides access to the virtual receptionist personnel but does not control day-to-day management or clinical knowledge.

3. Scope of Service

• Virtual receptionists will handle tasks as agreed in the service contract, such as answering calls, managing bookings, and basic patient communications.
• They do not provide medical advice, clinical triage, or decision-making services.
• Any escalations or clinical matters must be referred to qualified staff at your practice.

4. Data Privacy and Security

• Virtual receptionists operate under strict confidentiality agreements and adhere to Australian Privacy Laws.
• Client data and patient information handled by virtual receptionists are protected via secure systems and protocols.
• You are responsible for ensuring virtual receptionists access only the data necessary for their duties.

5. Limitation of Liability

• Toolii is not liable for errors, omissions, or performance issues resulting from inadequate training, supervision, or communication provided by the Client.
• The Client indemnifies Toolii against claims arising from misuse, negligence, or mismanagement of virtual receptionist services.
• Virtual receptionists are not responsible for clinical outcomes or medico-legal issues.

2. Limitation of Liability
To the fullest extent permitted by law:

• Toolii’s total liability is limited to the amount paid by you for the product, or AUD $10, whichever is lower.
• Toolii will not be liable for any indirect, incidental, consequential, special, or punitive damages, including data loss, personal injury, or business interruption.
• You assume all responsibility for use and monitoring of the tool in your environment.

2. Pricing and Fees
Prices may change with 30 days’ notice. A reconnection fee of $250 applies if your service is suspended due to non-payment.

3. Termination
We reserve the right to terminate or suspend your access to the Service at any time for breach of these Terms or other just cause, without notice. Upon termination, your license to use the product ceases immediately.

4. Third-Party Links
We may link to external websites. We are not responsible for their content, accuracy, or privacy practices.

5. Governing Law
These Terms are governed by the laws of Australia. You agree to first attempt informal resolution of any dispute before initiating formal proceedings.

6. Changes to These Terms
We may revise these Terms at any time. Material changes will be notified to you with 30 days’ notice. Continued use of the Service constitutes acceptance of the updated Terms.

7. Reverse Engineering Prohibited
You agree not to, and shall not permit others to, modify, adapt, translate, decompile, disassemble, or reverse engineer the software or any portion thereof, nor attempt to derive the source code, underlying ideas, algorithms, file formats, or programming interfaces of the tool. Any such unauthorized use is strictly prohibited and may result in legal action.

7.1 Copying

8. Data Privacy
Toolii does not store, process, or transmit patient information. All data remains within your local infrastructure.

• We comply with the Australian Privacy Act.
• Data collected from chatbot, voicebot, or SMS systems is limited and anonymized where possible.
• We do not sell or share personal data with third parties, except as required to provide services or comply with legal obligations.

9. No Warranty
The Service and tool are provided “AS IS” and “AS AVAILABLE”, with all faults.
Toolii disclaims all express and implied warranties, including:

• Merchantability
• Fitness for a particular purpose
• Accuracy and reliability
• Freedom from malware or errors

We make no guarantee that the product will meet your expectations or be uninterrupted or error-free.

10. Contact
For questions or to report issues, Contact us at:
📞 1800 934 046
📧 Use the contact form on www.toolii.com.au