1) Key Definitions
- Referred Patient: a patient introduced to the clinic by BenefitsButler through any communication, booking request, referral submission, scheduling coordination, or transfer of patient information.
- Eligible Referral: a Referred Patient who, as of the date of introduction, either (i) has never previously been a patient of the clinic, or (ii) has not received a service from the clinic in the preceding twelve (12) months. Patients who do not meet either condition are not billable.
- Initial Appointment: the first in-person or virtual appointment an Eligible Referral completes with the clinic for one of the supported services (including but not limited to RMT, Physiotherapy, Chiropractic, Acupuncture, Naturopathic, or Psychotherapy).
- Completed Appointment: an Initial Appointment that the patient attends and completes. A booked appointment that is cancelled, rescheduled and not yet completed, or results in a no-show is not a Completed Appointment.
- Fee: the one-time amount payable per Completed Appointment.
2) Pricing
- Clinics are charged $99 CAD per Completed Appointment, unless otherwise agreed in writing.
- The Fee is a one-time referral fee — charged once per referred patient, with no subscriptions, retainers, setup fees, or per-lead charges.
- If you require a custom arrangement (e.g., high-volume, multi-location), pricing may be offered as Custom Pricing by written agreement.
3) What You Pay For
You pay only when an Eligible Referral completes their Initial Appointment at your clinic. BenefitsButler does not charge for:
- leads that do not book
- cancellations or no-shows
- rescheduled appointments that have not yet been completed
- patients who were already active patients of your clinic within the last 12 months
4) Referral Attribution and Non-Circumvention
A Referred Patient introduced by BenefitsButler remains attributable to BenefitsButler for a period of twelve (12) months from the date of introduction, in connection with the clinic generally.
During this 12-month period, the clinic agrees not to directly or indirectly circumvent, avoid, or otherwise bypass BenefitsButler in relation to that patient — including by rebooking the patient outside BenefitsButler's coordination after an initial BenefitsButler-coordinated appointment.
This attribution period applies only where the patient completes an Initial Appointment. Patients who do not attend their scheduled appointment, cancel, or otherwise fail to complete the Initial Appointment are not subject to this attribution period.
5) Single-Clinic Placement
BenefitsButler coordinates one clinic match per patient at a time. Once a Referred Patient completes their Initial Appointment with your clinic, BenefitsButler will not solicit or introduce that patient to any other clinic in the network for twelve (12) months, regardless of service type.
Because your own patients are never billable referrals, your clinic can add further services for that patient at any time without triggering a new Fee.
If your clinic does not offer a service the patient is seeking, BenefitsButler may refer the patient elsewhere for that specific service only — this does not affect your exclusivity for the services you do offer.
6) Verification and Confirmation
BenefitsButler tracks Completed Appointments through a combination of:
- clinic confirmation (e.g., intake status confirmation), and/or
- patient follow-up confirmation, and/or
- internal scheduling and coordination records
Confirmation from either the clinic or the patient is sufficient to establish that an appointment was completed. Clinics agree to reasonably cooperate with confirmation requests related to verifying Completed Appointments for billing accuracy.
7) Billing Cadence and Payment
BenefitsButler invoices clinics on a rolling basis for Completed Appointments, unless otherwise agreed in writing.
Invoices are due Net 15 — within fifteen (15) calendar days of the invoice date.
At this time, payment is made exclusively by electronic transfer (E-Transfer). Additional payment methods may be offered in the future.
Invoices not paid by their due date accrue interest at 1% per month (12% per annum) on the outstanding balance. If an unpaid invoice is referred to a collection agency, the clinic is responsible for reasonable collection costs in addition to the balance and accrued interest.
8) Taxes
Applicable taxes (including HST, if applicable) may be added to invoices based on your clinic’s location and tax status.
9) Disputes
If you believe a referred patient was already an active patient of your clinic (i.e., not an Eligible Referral), notify BenefitsButler in writing within two (2) business days of the referral being booked and no Fee will be charged where the referral is confirmed ineligible.
If you believe an invoice includes an incorrect Completed Appointment charge:
- notify BenefitsButler within 10 business days of invoice receipt, and
- provide a brief explanation (e.g., cancellation/no-show, non-completion)
BenefitsButler will investigate and, where appropriate, issue a correction or credit on the current or next invoice. Any invoice not disputed in writing within ten (10) business days of receipt is deemed accepted and payable in full.
10) Independent Relationship
BenefitsButler acts solely as a referral, marketing, and patient introduction platform.
BenefitsButler is not a healthcare provider and does not provide medical treatment, clinical advice, supervision, or healthcare services.
Nothing in these terms creates any partnership, employment relationship, joint venture, franchise, or agency relationship between BenefitsButler and the clinic.
Each clinic operates independently and remains solely responsible for all professional services delivered to patients.
11) Clinic Responsibilities and Compliance
Clinics are solely responsible for:
- maintaining all required professional licenses, registrations, and certifications
- maintaining appropriate professional liability insurance and business insurance
- complying with all applicable laws, regulations, and professional standards
- delivering all patient care and clinical services
- maintaining accurate scheduling and patient records
Each party agrees to comply with applicable privacy legislation, including the Personal Health Information Protection Act, 2004 (Ontario) (“PHIPA”), where applicable.
12) Limitation of Liability
BenefitsButler’s role is limited solely to introducing prospective patients to clinics.
BenefitsButler shall not be liable for:
- patient outcomes
- clinical decisions or treatment
- scheduling issues
- disputes between patients and clinics
- loss of revenue, profits, business opportunities, or goodwill
- indirect, incidental, special, or consequential damages
To the maximum extent permitted by law, BenefitsButler’s total liability arising out of or relating to these terms shall not exceed the total fees paid by the clinic to BenefitsButler during the three (3) months preceding the event giving rise to the claim.
13) Termination
Clinics may request removal from the BenefitsButler network at any time by written notice emailed to [email protected].
BenefitsButler may suspend or remove a clinic from the network at its discretion, including for non-payment, regulatory concerns, misconduct, or breach of these terms.
Referrals introduced before termination remain billable if the patient completes their appointment, and any outstanding verified Completed Appointment fees remain payable following termination.
Sections relating to payment obligations, liability limitations, privacy obligations, disputes, and referral attribution survive termination where applicable.
14) No Guarantees
BenefitsButler does not guarantee patient volume, booking frequency, patient retention, or outcomes.
Referrals depend on patient needs, location, availability, and other market factors.
15) Governing Law
These terms shall be governed by and interpreted in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein.
16) Contact
BenefitsButler
Billing: [email protected]
Support: [email protected]