Terms & Conditions

1.  Definitions

For purposes of these Terms, the following definitions apply:

2.  Use of the Website

2.1  Permitted Use

You may use the Ace Care Team Services website solely for lawful purposes related to exploring, requesting, or managing our services, or for submitting an employment application. You agree not to use the website in any manner that violates applicable law, infringes intellectual property rights, or interferes with the proper functioning of the website.

2.2  Prohibited Activities

You agree not to:

• Submit false, fraudulent, or misleading information through any website form
• Attempt to gain unauthorized access to any portion of our website, systems, or databases
• Upload or transmit malicious code, viruses, or any software intended to damage or disrupt our systems
• Use automated tools (bots, scrapers, crawlers) to access or extract content from the website without written permission
• Impersonate any person or entity, or misrepresent your affiliation with any organization
• Use the website in any manner that could damage, disable, or impair the website or interfere with other users
• Harvest or collect personal information of other users without authorization

2.3  Website Availability

Ace Care Team Services does not guarantee that the website will be available at all times. We reserve the right to modify, suspend, or discontinue any part of the website at any time without notice. We shall not be liable for any loss resulting from the unavailability of the website.

3.  Home Care Services – Terms

3.1  Service Initiation

Home care services commence following the completion of an initial client assessment, the development of an individualized care plan, execution of a written Service Agreement, and, where required, the receipt of any physician orders or authorization. Services will not begin until all required documentation is complete and, where applicable, required payment arrangements have been confirmed.

3.2  Care Plan Modifications

The care plan is the governing document for all in-home care services. Any material changes to the care plan — including changes in care hours, caregiver requirements, or scope of care — must be communicated to the care coordinator and may require a formal care plan amendment. Ace Care Team Services reserves the right to revise the care plan in response to changes in the client’s clinical condition, applicable regulations, or safety concerns.

3.3  Caregiver Assignment

Ace Care Team Services reserves the right to assign and reassign caregivers based on availability, qualification, and client compatibility. While we make every effort to provide consistent caregiver assignment, continuity of staffing cannot be guaranteed and is subject to caregiver availability, leave, and business necessity.

3.4  Scope of Practice

All home care services are delivered within the defined scope of practice for each caregiver category (HHA, CNA, PCA) as established by applicable state law and agency policy. Clients and family members may not request or direct caregivers to perform tasks outside their authorized scope of practice. Any such requests must be referred to the supervising nurse.

3.5  Home Environment Safety

Clients agree to maintain a reasonably safe home environment for caregivers, including but not limited to: securing pets during caregiver visits, removing or identifying physical hazards, and ensuring adequate access to required care supplies and equipment. Ace Care Team Services reserves the right to suspend or terminate services if the home environment presents an unreasonable safety risk to agency staff.

3.6  Service Termination – By Client

A Client may terminate home care services at any time by providing written notice to Ace Care Team Services. A minimum of [7] calendar days’ written notice is required under the Service Agreement except in cases of documented emergency or safety concerns. Early termination without required notice may result in charges as specified in the Service Agreement.

3.7  Service Termination – By Agency

Ace Care Team Services reserves the right to terminate services with reasonable notice in circumstances including: non-payment of invoices, client or family behavior that is abusive or threatening toward caregivers, a home environment that poses an unreasonable safety risk, client requests for care outside the authorized scope of practice, or circumstances beyond our reasonable control.

4.  Medical Staffing Services – Terms

4.1  Nature of Staffing Relationship

Healthcare professionals placed by Ace Care Team Services may be employees of Ace Care Team Services or independent contractors, as specified in the applicable staffing agreement. In either case, Ace Care Team Services retains responsibility for credentialing, compliance, and, where applicable, payroll and benefits. The Client facility remains responsible for day-to-day supervision of placed professionals within the facility’s policies and applicable clinical standards.

4.2  Facility Obligations

Healthcare facility clients agree to:

• Provide placed professionals with a safe working environment in compliance with OSHA and applicable state law
• Provide adequate orientation to facility-specific policies, procedures, and electronic health record systems
• Notify Ace Care Team Services immediately of any performance, conduct, or safety concerns with placed professionals
• Not attempt to directly employ or engage placed professionals independently during the staffing agreement term and for a period of [6] months following placement, without written consent from Ace Care Team Services and payment of any applicable conversion fee
• Provide timely confirmation of hours worked for payroll and invoicing purposes

4.3  Conversion / Direct Hire Fee

If a Client facility seeks to directly employ a professional placed by Ace Care Team Services during the placement period or within [8] months following the last placement date, a conversion fee applies as specified in the staffing service agreement. This fee is due and payable within [7] days of the direct hire date.

4.4  Staffing Cancellations

Cancellations of confirmed shift assignments must be communicated to Ace Care Team Services with at least [3] hours’ notice. Late cancellations — defined as cancellations with less than [3] hours’ notice — may be subject to a cancellation fee as specified in the Service Agreement, to compensate the professional for scheduled time.

5.  Non-Emergency Medical Transportation (NEMT) – Terms

5.1  Service Scope

NEMT services provided by Ace Care Team Services are limited to non-emergency medical transportation. We do not provide emergency medical transportation or emergency medical services (EMS). If a passenger requires emergency medical care during transport, our driver will immediately call 911 and follow emergency protocols.

5.2  Booking & Confirmation

NEMT rides must be booked in advance as specified in our scheduling guidelines (minimum 24 hours recommended). Bookings are confirmed via phone or email. Ace Care Team Services is not responsible for missed appointments resulting from inaccurate booking information provided by the client or their representative.

5.3  Passenger Conduct

Passengers and companion riders are expected to conduct themselves respectfully and safely during transport. Ace Care Team Services reserves the right to refuse or terminate transport if a passenger’s behavior creates a safety risk for the driver or other occupants of the vehicle.

5.4  NEMT Cancellations

NEMT bookings may be cancelled up to [3] hours before the scheduled pickup time without charge. Late cancellations and no-shows may result in a cancellation fee as specified in the service schedule.

6.  Recruitment & Employment – Terms

6.1  Application Accuracy

All applicants to Ace Care Team Services represent and warrant that all information, credentials, and documents submitted as part of the application process are accurate, current, and authentic. Submission of false or fraudulent application materials is grounds for immediate disqualification or termination and may result in referral to applicable licensing authorities.

6.2  At-Will Employment

Employment with Ace Care Team Services — where applicable — is at-will. Nothing in these Terms, the application process, or any offer of placement constitutes a guarantee of continued employment, minimum hours, or specific assignment availability, unless expressly stated in a separate written agreement.

6.3  Non-Solicitation

Healthcare professionals placed by Ace Care Team Services agree not to solicit or accept direct employment from client facilities during their placement and for a period of [6] months following the final placement date without the express written consent of Ace Care Team Services.

7.  Payment & Billing Terms

7.1  Invoicing

Invoices for home care services and NEMT are issued weekly or bi-weekly as specified in the Service Agreement. Invoices for staffing services are issued weekly based on confirmed hours worked. All invoices are sent electronically to the billing contact on file.

7.2  Payment Due Date

Payment is due within 7 calendar days of invoice date unless otherwise specified in the Service Agreement. Ace Care Team Services accepts payment by [insert accepted payment methods: ACH bank transfer, credit/debit card, check, etc.].

7.3  Late Payment

Invoices not paid within 2 days of the due date may be subject to a late payment fee of 10% per month on the outstanding balance, compounding monthly, in accordance with applicable state law. Ace Care Team Services reserves the right to suspend services for accounts with invoices outstanding beyond 15 days, with reasonable written notice.

7.4  Disputed Invoices

If you believe an invoice contains an error, you must notify Ace Care Team Services in writing within 2 days of receipt of the invoice. Undisputed portions of an invoice remain due and payable in accordance with the standard payment terms. Ace Care Team Services will investigate and respond to billing disputes within 2 business days.

8.  Confidentiality

All parties agree to maintain the confidentiality of any proprietary, clinical, financial, or operational information disclosed in the course of the service relationship. This obligation of confidentiality survives the termination of the service relationship. The terms of this confidentiality obligation are further defined in any applicable Service Agreement or Business Associate Agreement.

9.  Indemnification

Client agrees to indemnify, defend, and hold harmless Ace Care Team Services, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) Client’s use of our services in violation of these Terms; (b) Client’s breach of any representation, warranty, or obligation under the Service Agreement; (c) the Client’s negligence, willful misconduct, or violation of applicable law; or (d) Client’s failure to maintain a safe environment for Ace Care Team Services personnel.

10.  Limitation of Liability

To the maximum extent permitted by applicable law, Ace Care Team Services shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to the provision of services, including but not limited to loss of business, loss of revenue, personal injury not resulting from our direct negligence, or third-party claims. Our total cumulative liability for any claim arising from a specific service engagement shall not exceed the total fees paid by the Client to Ace Care Team Services for the specific service giving rise to the claim during the three (3) months immediately preceding the claim.

11.  Governing Law & Dispute Resolution

11.1  Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of [Insert State], without regard to its choice of law provisions.

11.2  Dispute Resolution

In the event of any dispute arising out of or related to these Terms or any Service Agreement, the parties agree to first attempt to resolve the dispute through good-faith negotiation. If negotiation is unsuccessful within 30 days, the parties agree to submit the dispute to non-binding mediation before a mutually agreed mediator as a precondition to initiating litigation.

11.3  Jurisdiction & Venue

Any litigation arising from these Terms shall be brought exclusively in the state or federal courts located in [Insert County], [Insert State]. Both parties irrevocably submit to the personal jurisdiction of such courts for this purpose.

12.  Force Majeure

Ace Care Team Services shall not be liable for any delay or failure to perform under these Terms or any Service Agreement to the extent such delay or failure is caused by circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, governmental actions, war, civil unrest, labor disputes, power failures, or internet or telecommunications outages. We will notify affected clients as promptly as possible and resume performance as soon as reasonably practicable.

13.  Modifications to Terms

Ace Care Team Services reserves the right to update or modify these Terms at any time. Material changes will be communicated by updating the effective date at the top of this page and, where appropriate, via email to registered clients and employees. Continued use of our services or website following the posting of updated Terms constitutes acceptance of the revised Terms.

14.  Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable under applicable law, such provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

15.  Entire Agreement

These Terms, together with the applicable Service Agreement, Privacy Policy, and any other documents expressly incorporated herein, constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior and contemporaneous agreements, representations, and understandings, whether oral or written.

16.  Contact for Terms & Legal Questions