Last updated: July 2026
Terms of Service
These Terms of Service (“Terms”) govern use of Maxwell, a practice management platform for optometry practices. By creating an account or using Maxwell, a practice (“Practice,” “you”) agrees to these Terms.
The service
Maxwell provides scheduling, clinical documentation, patient communication, billing, and related tools for optometry practices. Maxwell is a tool operated by and for the Practice — the Practice remains solely responsible for the clinical decisions, diagnoses, and treatment documented using the software.
Business Associate Agreement
Because Maxwell processes protected health information on a Practice’s behalf, use of Maxwell is also governed by a signed Business Associate Agreement (BAA) between the Practice and Maxwell, which controls in the event of any conflict with these Terms regarding the handling of PHI.
Practice responsibilities
- Keep staff account credentials confidential and use role-based access appropriately.
- Ensure information entered into Maxwell (patient records, billing, prescriptions) is accurate.
- Obtain any patient consent required for communications sent through Maxwell (e.g., SMS reminders).
- Comply with applicable laws governing the practice of optometry and handling of patient records.
Acceptable use
Maxwell may not be used to store or transmit information the Practice does not have the right to hold, to attempt to access another Practice’s data, or to interfere with the security or normal operation of the platform.
Fees
Fees, if applicable, are as agreed separately with a Practice at signup. Beta practices are provided access on the terms communicated at the time of onboarding.
Availability
We aim for high availability but do not guarantee the service will be uninterrupted or error-free. Scheduled maintenance and updates will be performed with reasonable care to minimize disruption.
Data portability
A Practice may request an export of its data at any time and may request account termination and data deletion, subject to legal recordkeeping requirements for medical records.
Termination
Either party may terminate an account as agreed at signup or, absent a separate agreement, with reasonable written notice. Upon termination, the Practice retains the right to export its data for a reasonable transition period.
Limitation of liability
Maxwell is provided as a documentation and workflow tool. It does not replace clinical judgment, and the Practice is responsible for the accuracy and completeness of the medical records it creates. To the fullest extent permitted by law, Maxwell’s liability is limited as set out in the applicable service agreement with the Practice.
Changes to these terms
We may update these Terms from time to time. Material changes will be reflected by an updated “Last updated” date above.
Contact
Questions about these Terms can be sent to hello@maxwellsuite.com. See also our Privacy Policy and Security & Compliance page.