Terms & Conditions


By using psychbillingcoach.com, you agree to be bound by the following Agreement each time you access this website.

Effective Date: September 15, 2023

Please review the following terms carefully – this is a legal document.


The terms “we”, “us”, and “our” refer to PsychBilling Coach. The term “Site” refers to psychbillingcoach.com. The term “user,” “member,” “you” and “your” refers to you as a user/member of the site/PsychBilling Coach community.

Intellectual Property Rights:

Videos, articles, reference materials, and other intellectual property accessible on, downloaded from, or offered through PsychBilling Coach’s membership website or services, are collectively known as our “Content.” The site and membership platform contain intellectual property owned by PsychBilling Coach including, without limitation, trademarks, copyrights, proprietary information, and other intellectual property as well as the PsychBilling Coach name, brand, logo, designs, text, graphics, other files, and the selection and arrangement thereof, also termed the “look and feel.” PsychBilling Coach’s content is our property and is protected by copyright laws and intellectual property laws of the United States.

Your use of our membership website or services does not constitute any right or license for you to use our Content, brand, or proprietary information without prior written permission.

You may not modify, publish, transmit, participate in the transfer or sale of, create derivative works from, distribute, display, edit, reproduce or perform, or in any way exploit in any format whatsoever any of the site, service, content, or intellectual property, in whole or in part without our prior written consent.

Use of our website, services, and membership educational content does not grant you any ownership right to our content.

Requests for written permission to use our content, or any other intellectual property or property belonging to us, should be made prior to use by sending an email to susan@psychbillingcoach.com.

Limited License:

We grant you a nonexclusive, nontransferable, revocable license to access and use our website and services strictly in accordance with this agreement. Your use is solely for internal practice purposes, unless otherwise provided in this agreement or any other written agreement. No print, video, audio, or electronic version of any part of our website or services may be used by you in any commercial, litigation, or arbitration matter whatsoever under any circumstances.

Payment Terms

By creating an account, you are authorizing PsychBilling Coach to charge your stored payment method for services performed, on an automatic & recurring basis. By subscribing for monthly or annual memberships, you are authorizing PsychBilling Coach to charge to your saved payment method on your renewal date each month/year, the current price of the package selected.

You represent and warrant that the payment method you supply is true and complete, and you agree that charges incurred by you will be honored by your bank or credit card company. There will be a $30 service fee on all returned payments. Membership access to the site will be blocked for accounts that are past-due more than 24 hours.

Terms & Conditions for Individual Purchases

PsychBilling Coach will not guarantee that any state licensure board or certifying entity will accept PsychBilling Coach’s educational offerings for Continuing Education credit. You’re free to try to obtain CE credit if you choose to, but there will be no refunds if CE credit is denied.

Any downloaded reference/educational written, audio, or video materials are for the exclusive use of your practice and are not to be reproduced, shared physically, digitally, or on social media. If you would like to use material you have received from PsychBilling Coach, please contact us in writing for permission. All copyrights reserved. Exception: Practice forms and letters were designed to be customized for use in your practice.

Update limitation: individual materials from the store are purchased with the understanding that any updates due to changing conditions or regulatory developments are not included.

Users with paid monthly/yearly memberships are not subject to update limitations. All educational materials are included without limitation in memberships and members will always have access to the most updated materials possible.

User agrees that consultation time purchased outside of membership is a final sale unless cancelled prior to 72 hours in advance. If the consultation or other service takes less time than booked, user agrees that PsychBilling Coach will allow use of the remainder of the time at a future date. There are no expiration dates on unused time. If after 6 months the remainder of the time is not used, you can request and receive a refund on the unused time minus a $10 processing fee.

Terms and Conditions for monthly/yearly memberships

Memberships begin immediately upon payment and renew on a “rolling” basis. Your credit card will be billed on the same date each month (for month-to-month memberships) and on the same date each year if you choose to pay yearly.

If you’d like to refer a colleague, PsychBilling Coach will happily give your colleague a free 30-minute live demo of all there is to offer! And, after your colleague has been a paid member for 30 days, we will give you an extra hour of consultation on the house, as a way of showing our thanks.

Rollover consultation hours. Life happens! You may not have any needs during a given month, or you may be on vacation. If you do not use your individual coaching/consultation/project hours during 2 consecutive months, the unused time will “roll over” and can be used later. However, your PsychBilling Coach membership is designed to provide continuous education, coaching, and development on practice management issues with the goal of sustaining your practice’s maximum profitability. Actively engaging with the PsychBilling Coach community on a regular basis is the best way to achieve this goal. Therefore, beginning with the 3rd consecutive “incomplete” month, unused consultation hours will be forfeited and will not roll over to future months. Members will still have the 2 consecutive months’ rollover hours to use, plus the current and future months.

Exception: If monthly coaching/consultation/project hours are not utilized because of scheduling conflicts with PsychBilling Coach, the prepaid coaching/consultation hours will always be available in subsequent months.

By enrolling as a member, user accepts responsibility for scheduling their prepaid time and agrees that PsychBilling Coach is not responsible for reminding you to schedule, outside of the monthly automated notice when your credit card is charged.

Member accepts that PsychBilling Coach is not an employee, and that this will be a collaborative, professional relationship of equals, as in a partnership, with mutual professional respect, courtesy, and consideration.

Due to the virtual nature of the partnership, members agree that active participation and communication is necessary to achieve the goals of improving practice profitability and billing success. Memberships will not be refunded retroactively due to non-participation. It is the member’s responsibility to follow through with their membership commitments or else cancel their membership.

Refund Policy

There are no refunds on individual store purchases, individual consultation/coaching/project time purchased & used, or live event registrations.

Memberships Cancellation/Refund Policy:

We’ll be sad to see you go!

If you are a yearly member: If you cancel, you will receive a refund of the unused membership back to the payment method on file, within 5 business days of cancellation. Refunds will be calculated on a per-month basis. If you have completed your month, then your refund will be calculated from the next monthly renewal date. You will have full access to your portal until that date. Because there is a discount for yearly memberships, your refund will be calculated at the discounted amount per month.

Unlike monthly members, yearly members can cancel at any time of the month and receive that month included in their refund as long as they have not used any of their personalized coaching/consultation/project hour(s).

If you are a monthly member:  Your refund will include the current month only if:

  • You cancel within 5 business days of your monthly renewal date; and
  • You haven’t used any the current month’s personalized coaching/consultation/project hour(s).

If you cancel later in the month and/or have used that month’s hours, then your refund will begin upon your next monthly renewal date. You will have full access to your portal until that date.

Cancellation upon renewal date: Renewals are automatically charged to the credit card on file.  If you do not wish to renew your membership for another month or year, we must receive your cancellation no later than 3 business days prior to your renewal date. Cancellations must be made through the account feature of your portal, not through email, telephone, fax, etc.

Members agree that training videos & documentation will no longer be available once membership is cancelled. After membership cancellation, materials may be purchased from the store at any time, with the update limitation as mentioned above.

Participation in the private Facebook group will also be terminated upon cancellation. There is no option to retain membership in this group without also being a paid member of PsychBilling Coach.

Upon cancellation, members will have 30 days additional access to the Sync encrypted shared folder. Members must download all documents they wish to retain within 30 days after cancellation. On day 31, the shared encrypted folder will be deleted and there will be no further way to obtain copies of documents. You agree to take responsibility for the download without further reminders from PsychBilling Coach.

Community Engagement terms:

PsychBilling Coach is designed to offer an inclusive, welcoming, supportive, and collaborative community which can potentially include practices, individual clinicians, billers, consultants, credentialers, students/interns/associate licensees, and administrative staff both direct and virtual.  We are all struggling with the same issues as regards challenges in maintaining profitable businesses. It is understood that we are all dealing with a toxic healthcare system that seems deliberately designed to frustrate and make achieving payment difficult.

That said, while expressions of frustration toward “the system” are understandable, PsychBilling Coach will have zero tolerance for harassment, bullying, hate speech, name-calling, racism, homophobia, slurs against any ethnic, nationality, cultural or religious group, and rude or disrespectful remarks aimed at another community member or PsychBilling Coach employee, vendor, guest, or subcontractor. This prohibition includes personal judgments made about another’s practice decisions or workflows, including but not limited to: fees/fee structure, practice policies/methods, caseload size, tools used such as software, staffing, or credentialing vendors, and participation/lack thereof with any or all insurance or government plans. The purpose of our community is to support, inform, and possibly to make suggestions for others to consider, but it is never ok to say or imply that others are wrong if they disagree or ultimately choose not to do things your way. Members are expected to accept that practices evolve differently based on a variety of factors, and are ultimately reflective of many things, including the clinical niche/specialty, the clinician’s community, lifestyle choices, etc.  Furthermore, while it is ok to discuss political events/government policies in the context of how these affect our practices, members agree to keep political discourse to a minimum. This is not to be a forum for political action or organization. This policy will be strictly enforced based on the judgment of PsychBilling Coach. Users found to be in violation of these terms will be banned without refund from the community aspects of the membership (monthly Masterminds, Facebook group), but can continue their memberships and access educational content/private consulting hours if they choose, but with no reduction in membership price.

Let’s keep the focus on getting paid!

Lawful Purposes

You may use the Site and/or Services for lawful purposes only. Use of the Site and/or Services, including downloadable content, is strictly limited to non-commercial purposes only. You shall not post or transmit through the Site and/or Service any material which violates or infringes the rights of others, encourages conduct that would constitute a crime, or for fraudulent purposes.

Unlawful Activity

We reserve the right to investigate complaints or reported violations of these Terms and take any action we deem appropriate, including but not limited to reporting any suspected unlawful activity to law enforcement officials, regulators, or other third parties and disclosing any information necessary or appropriate to such persons or entities relating to your profile, email addresses, usage history, posted materials, IP addresses, and traffic information.

Content of Guest Experts:

From time to time, PsychBilling Coach may offer events featuring guests whose allied area of expertise is of interest to some or all members. Guests will be vetted to ensure adequate training/certification/expertise in their subject matter. It is understood by any user/member accessing guest expert content that the guest expert(s) is/are not affiliated with PsychBilling Coach, nor is PsychBilling Coach responsible for any guests’ personal or professional actions, behaviors or beliefs expressed. If a guest offers something of value to users, that is the purpose of inviting them. However, the user/member agrees in advance that any guest content/event is an added bonus to membership with PsychBilling Coach. Failure of a guest to fulfill the expectations of the user/member will not be considered grounds for a refund, in full or in part.

PsychBilling Coach acknowledges that users/members are free to contact guest experts directly as the needs of their practice dictate. There is never an obligation on the part of users/members to notify PsychBilling Coach when contacting a guest expert for further information, services, or consultation.

Users/members agree that the guest expert’s payment rates and policies are at the sole discretion of the guest expert. Guests are in no way obligated by PsychBilling Coach to adhere to consultation or membership rates or terms offered by PsychBilling Coach. Users/members understand and agree that any services provided by guest experts are strictly outside the membership or use of services/content offered by PsychBilling Coach. Furthermore, PsychBilling Coach will not get involved in payment arrangements or disputes between users/members and guest experts.

Users/members agree that any/all content of guest experts accessed/obtained on PsychBilling Coach’s site/educational platform is to be given the same consideration and protections as content directly created/authored by PsychBilling Coach. In other words, guest expert content is the intellectual property of the guest expert, appearing on the Site through license to PsychBilling Coach, and is protected by copyright laws and intellectual property laws of the United States.

Links to Other Websites

PsychBilling Coach may from time to time contain links to third party websites in our educational content. Inclusion of links does not mean that we endorse, guarantee, warrant, or recommend the services, information, content, and/or data of such third-party websites. PsychBilling Coach has no control over the privacy practices of third-party websites; you access any third-party websites at your own risk. We recommend that you review the privacy policy and terms and conditions of those sites to fully understand what information is collected and how it is used.

Digital Security/Logins:

Member/user agrees that login access is specific to each individual. A practice Tax ID may have as many logins as their plan allows, but every user must retain their own login credentials. Access by entities or individuals outside your organization is strictly forbidden. PsychBilling Coach reserves the right to review login IP addresses to enforce this.

You agree to immediately notify us of any unauthorized use of your password or any other breach of security and change your password promptly. You agree that our Site cannot and will not be liable for any loss or damage arising from your failure to comply with IT/password security as discussed herein.

Protected Health Information (PHI) as defined by HIPAA:

PHI is strictly forbidden on this website and in the PsychBilling Coach community. User understands and agrees that the membership Site is for educational and coaching purposes only. Any PHI that needs to be exchanged during individual consulting or projects must be furnished in accordance with HIPAA/HITECH guidelines per the terms of the Business Associate Agreement. Our platform for the exchange of encrypted PHI is Sync.com, and as part of your membership or by purchasing services that require use and transmission of PHI, you receive free access.  There are NO EXCEPTIONS to the ban on PHI on the membership/training Site. Any user violating HIPAA on the Site will be removed without prior warning and with no refund.

System requirements:

We recommend that you use the latest version of iOs on any Apple devices, the latest version of Windows OS on any Microsoft devices, and the latest OS on any Android device that you’re using. It is the user’s responsibility to ensure their hardware, software, firewalls, and antivirus programs are up to date and functional on their own personal devices. PsychBilling Coach is not responsible for providing computer literacy assistance/training or resolving any customer access issues caused as a result.

Errors, Corrections, Changes, Opinion, and Limitation of Expertise:

PsychBilling Coach does not represent or otherwise warrant that the Content of our membership website will be error-free. However, when errors are found, they will be corrected as promptly as possible or else removed.

PsychBilling Coach will not publish anything that cannot be substantiated by reliable sources unless what we publish is specifically and clearly marked as an opinion piece. Furthermore, PsychBilling Coach is not an accountant, lawyer, or other allied professional and reserves the right to refrain from offering content, services, or advice on subjects we deem outside of our competence. Referral(s) to the appropriate professional(s) will be given but will not constitute grounds for a refund of any kind.

Members only, will receive a monthly communication featuring changes/updates to the Site.

Our Relationship to You

This agreement in no way creates any agency, partnership, joint venture, employee-employer or franchisor-franchisee relationship between you and PsychBilling Coach.

For credentialing work, or any RCM work requiring a HIPAA Business Associate Agreement (BAA), the terms of those respective agreements will supersede these website/membership terms regarding the definition of PsychBilling Coach’s relationship to your practice/group/organization.

Privacy Policy

Our Privacy Policy is considered part of this Agreement and available on this website.


You agree to indemnify, defend, and hold us and our partners, agents, officers, directors, employees, subcontractors, successors, assigns, third party suppliers of information and documents, attorneys, advertisers, product and service providers, and affiliates free from any liability, loss, claim, and expense, including reasonable attorney’s fees, related to your violation of these terms or use of our membership website or services.




Severability and Survival

Should any part of these terms be held invalid or unenforceable, that portion will be construed consistent with applicable law and the remaining portions will remain in full force and effect. To the extent that any Content is in conflict or inconsistent with this Agreement, this Agreement will take precedence. Our failure to enforce any provision of this Agreement will not be deemed a waiver of such provision, nor of the right to enforce such provision. Our rights under this Agreement will survive any termination of this Agreement.

Dispute Resolution

Any legal controversy or claim arising from or relating to these Terms and/or our Services, excluding legal action taken by us to collect or recover damages for, or obtain any injunction relating to website operations and/or intellectual property, will begin with an attempt to resolve any dispute, claim or controversy by mediation. 

The parties further agree that their respective good faith participation in mediation is a condition precedent to pursuing any other available legal or equitable remedy, including litigation, arbitration, or other dispute resolution procedures.

Choice of Law and Jurisdiction

These Terms will be treated as executed and performed in the state of Washington,

and will be governed by and construed in accordance with the laws of Washington State. In addition, you agree to submit to the personal jurisdiction and venue of Washington courts. Any cause of action by you with respect to our membership website or services must be instituted within one (1) year after the cause of action arose or be forever waived and barred.

Changes to Our Terms and Conditions

We reserve the right to change these Terms of Use at any time by giving you 30 days advanced notice of the changes by email and by post these changes on our website.

Your continued use of our membership website, services and products after any notification of change(s) to these Terms of Use will constitute your acceptance of such change(s). If you do not agree with the changes to these Terms of Use, you can choose to discontinue the use of our Membership Website, Services, and products.


By using the Membership Website or Services, you agree to these Terms, without modification, and acknowledge reading them.

If you do not agree to these Terms of Use, please exit now.