1. Definitions

• Customer / Facility: Hospitals, clinics, labs, pharmacies, or healthcare organizations subscribing to CrossMed.
• Healthcare Provider / End User: Authorized individuals such as doctors, nurses, pharmacists, or administrators granted access by the Facility.
• Patient User: An individual patient who accesses their health records, prescriptions, or appointments via CrossMed.
• Super User (Facility Administrator): The designated account holder at each Facility responsible for creating, managing, and controlling user access within the Facility.
• Data: All information entered into the Service, including medical, administrative, demographic, and technical data.
• Subscription: The paid license granting the Customer access to the Service under agreed terms.

2. Account Registration and Access

• Each subscribing Facility must designate at least one Super User (administrator).
• The Super User is responsible for: Creating and managing accounts for all staff and Healthcare Providers under the Facility.
• Assigning roles and permissions (e.g., prescribing doctor, nurse, pharmacist, receptionist, billing officer).
• Controlling access to sensitive features such as prescribing, billing, reporting, and data export.
• Deactivating or suspending user accounts when staff leave or change roles.
• A Facility is responsible for ensuring that only authorized and qualified personnel access the Service.
• Login credentials must not be shared. Each User is responsible for safeguarding their access credentials.

3. Scope of Service

CrossMed provides a flexible and customizable EHR system designed to meet the needs of diverse healthcare facilities:

• Clinical Features: Outpatient, inpatient, emergency, and pharmacy modules; drug charts; vitals monitoring; doctor review notes; lab and imaging integration.
• Administrative Features: Patient registration, billing, NHIS insurance claims, and referral management.
• Analytics & Reporting: Dashboards for disease trends, patient volumes, prescriptions, billing summaries, and automated reporting to Ghana Health Service (GHS).
• Custom Workflows: Facilities may configure processes to match their operations.
• Patient Engagement: Patient portal, NFC card check-in, online records, follow-up reminders, and secure communication.
• Security Features: Role-based access, audit logs, encryption, and compliance monitoring.

4. Responsibilities of Facilities and Users

• Facilities must: Appoint a responsible Super User to oversee accounts.
• Facilities must: Verify that only licensed professionals perform clinical actions such as prescribing and diagnosis.
• Facilities must: Obtain patient consent before collecting or sharing health records.
• Facilities must: Provide adequate staff training to ensure effective and lawful use of the Service.
• Users must: Provide accurate and lawful data entry.
• Users must: Follow professional standards when using the system.
• Users must: Refrain from using the Service for unauthorized or unlawful purposes.

5. Data Ownership, Privacy, and Security

• Ownership: Facilities and Patients retain ownership of their data. Amlin Technologies acts only as a data processor and custodian.
• Compliance: CrossMed complies with the Ghana Data Protection Act, 2012 (Act 843) and aligns with international frameworks such as HIPAA and GDPR.
• Security: Data encryption at rest and in transit.
• Security: Role-based permissions set by the Super User.
• Security: Audit trails of every entry and access attempt.
• Security: Regular backups and disaster recovery processes.
• Consent: Facilities must record and respect patient consent before sharing health information externally.

6. Subscription, Fees, and Payments

• CrossMed is licensed under subscription plans (monthly, quarterly, annual).
• Fees are based on facility size, modules selected, and number of active users.
• Subscriptions cover hosting, updates, technical support, and system maintenance.
• Non-payment may result in suspension or termination of service.
• Trial versions may be provided with limited features and duration.

7. Service Availability and Support

• Uptime Guarantee: We target 99.9% uptime outside scheduled maintenance.
• Maintenance: Advance notice (minimum 48 hours) will be provided for planned maintenance.
• Support Services: Standard support during business hours (Mon–Fri, 8 AM–6 PM GMT).
• Support Services: Emergency support for critical issues (system outage, major data access problem).
• Support Services: Issue resolution prioritized by severity (e.g., life-impacting issues resolved within 2 hours).

8. Intellectual Property

• The CrossMed software, platform, documentation, and logos remain the property of Amlin Technologies.
• Facilities are granted a non-exclusive, non-transferable right to use the system for the duration of their subscription.
• Reverse-engineering, copying, sublicensing, or derivative works are strictly prohibited.

9. Clinical Liability Disclaimer

• CrossMed is a support tool and not a substitute for medical judgment.
• Clinical decisions remain the sole responsibility of licensed healthcare providers.
• Amlin Technologies is not liable for misdiagnoses, prescriptions, or treatments entered by Users.

10. Termination and Data Portability

• Facilities may terminate subscriptions with 30/60 days written notice.
• Accounts may be suspended or terminated for non-payment, misuse, or violations of these Terms.
• Facilities may request an export of their data within 30 days of termination in a standard format (CSV, HL7, FHIR).
• After the retention period, data will be archived or deleted as per legal requirements.

11. Changes to Terms

• We may update these Terms periodically to reflect changes in law, technology, or business practices.
• The major changes will be communicated via email or system notifications.
• Continued use indicates acceptance.

12. Governing Law and Dispute Resolution

• These Terms are governed by the laws of the Republic of Ghana.
• Disputes will be addressed first by negotiation, then mediation, and if unresolved, by arbitration under Ghanaian law.