1) Key Definitions
- You / Patient: the individual requesting concierge matching and booking coordination.
- Concierge Service: intake, benefits interpretation support, clinic matching, and booking coordination performed by BenefitsButler.
- Clinic Match: a single vetted clinic selected based on service type, location, availability, and fit.
- Supported Services: services we may match for, such as RMT, Physiotherapy, Chiropractic, Acupuncture, Naturopathic services, and Psychotherapy (availability varies).
- Benefits Information: any plan details you share (limits, caps, reset month, booklet screenshots, etc.).
- Insurer: your insurance provider or plan administrator responsible for adjudicating claims and reimbursement decisions.
- Clinic Policies: the matched clinic’s policies (including deposits, cancellations, no-show fees, and payment methods).
2) Pricing
There is currently no fee for patients to use BenefitsButler for concierge intake, matching, and booking coordination.
BenefitsButler does not charge subscription fees, retainers, or per-booking fees to patients at this time.
If optional paid features are introduced in the future, pricing will be presented clearly and your explicit agreement will be required before any charge applies.
3) What You Pay For
You pay the clinic directly for the clinical services you receive. Depending on the clinic and your plan, you may pay:
- the full visit cost (cash-pay), or
- a co-pay or portion not covered by your plan, or
- fees related to deposits, late cancellations, or no-shows (per the clinic’s policies).
BenefitsButler does not collect payment for clinical services and does not set clinic fees, treatment pricing, or clinic cancellation policies.
4) Matching & Coordination
BenefitsButler helps coordinate a clinic match and booking coordination based on the information you provide.
- We coordinate one clinic match at a time to keep the process simple, fast, and action-focused.
- Clinic availability depends on capacity, scheduling hours, and your responsiveness.
- Appointment timing is not guaranteed.
- We may pause or close a request if we cannot reach you after reasonable attempts.
- We may decline to coordinate requests outside supported services or where clinic fit is not appropriate.
- Once a patient has been successfully referred or booked with a clinic, ongoing appointment-related communication, scheduling changes, clinical questions, billing questions, and treatment coordination should be directed to the clinic directly.
BenefitsButler does not guarantee that a clinic match will be available in every geographic area or timeframe.
5) Benefits & Reimbursement
BenefitsButler may help interpret the Benefits Information you share, including annual limits, caps, combined limits, reset months, and related plan details.
- Benefits interpretations are estimates only and are not guaranteed.
- If your plan details are incomplete, outdated, or unclear, interpretations may be approximate.
Your insurer makes the final decision regarding:
- eligibility
- coverage
- reimbursement amounts
- direct billing approval
- claim adjudication
If you require certainty regarding coverage or reimbursement, you should confirm details directly with your insurer before attending an appointment.
Some clinics offer direct billing while others require payment at the time of service with reimbursement submitted afterward. This depends on the clinic and insurer.
You are responsible for ensuring the information you provide to BenefitsButler is accurate and current.
6) Scheduling, Cancellations & No-Shows
Appointments are governed by the clinic’s own scheduling rules and policies. By proceeding with booking coordination, you agree that:
- you will comply with the clinic’s cancellation and no-show policy, and
- you are responsible for any fees the clinic charges for missed appointments, late cancellations, deposits, or rescheduling.
If you need to reschedule, BenefitsButler may attempt to help coordinate changes, but availability is not guaranteed.
7) Privacy & Communications
BenefitsButler uses your information to provide concierge intake, matching, and booking coordination services.
By using the Concierge Service, you consent to communication by email, phone, and/or SMS for coordination-related updates and responses to your request.
You may unsubscribe from marketing communications at any time. However, operational or coordination-related messages may still be required for active requests.
BenefitsButler shares only the minimum information reasonably necessary with clinics to coordinate your booking, such as:
- requested service
- scheduling availability
- name and contact information
- benefits-related coordination details where applicable
BenefitsButler handles personal information in accordance with applicable privacy laws, including the Personal Health Information Protection Act, 2004 (Ontario) (“PHIPA”), where applicable.
Additional details are available in our Privacy Policy.
8) Independent Clinics
BenefitsButler is solely a referral, marketing, and patient coordination platform that helps connect patients with independent clinics and healthcare providers.
BenefitsButler does not own, operate, manage, supervise, employ, endorse, control, or direct any clinic, practitioner, or healthcare provider listed, referred, or coordinated through the Concierge Service.
All clinics and healthcare providers operate independently and are solely responsible for:
- the accuracy of information they provide
- their qualifications, licensing, certifications, and insurance
- clinical care, diagnosis, treatment, recommendations, and outcomes
- appointment scheduling and availability
- billing practices and fees
- cancellation, refund, and no-show policies
- patient communications and follow-up
- privacy and regulatory compliance
- the overall quality and standard of care provided
BenefitsButler does not verify, guarantee, warrant, or assume responsibility for:
- the quality, safety, suitability, or effectiveness of any clinic or healthcare provider
- treatment results or patient outcomes
- representations or statements made by clinics or practitioners
- insurance coverage or reimbursement outcomes
- clinic availability, pricing, or direct billing practices
- any errors, omissions, delays, cancellations, or disputes involving a clinic or provider
Patients are solely responsible for conducting their own independent judgment and due diligence before receiving services from any clinic or healthcare provider.
Once a patient has been referred or connected to a clinic, all appointment-related communication, scheduling matters, billing inquiries, complaints, disputes, concerns, treatment questions, and ongoing care responsibilities are solely between the patient and the clinic.
BenefitsButler assumes no liability or responsibility for any act, omission, negligence, misconduct, misrepresentation, injury, damages, losses, disputes, or claims arising from or relating to services provided by any clinic, practitioner, or healthcare provider.
9) Disclaimers & No Guarantees
BenefitsButler does not provide medical advice, diagnosis, treatment recommendations, or emergency healthcare services.
The Concierge Service is administrative and coordination-based only.
BenefitsButler does not guarantee:
- insurer approval
- reimbursement outcomes
- clinic availability
- appointment timing
- cost savings
- treatment outcomes
- provider suitability
- uninterrupted service availability
10) Limitation of Liability
BenefitsButler acts solely as a referral, marketing, and patient coordination platform. BenefitsButler does not provide healthcare services, medical advice, diagnosis, treatment, or clinical supervision.
To the fullest extent permitted by applicable law, BenefitsButler shall not be liable for any direct, indirect, incidental, consequential, special, exemplary, or punitive damages arising out of or relating to:
- any clinic, practitioner, or healthcare provider
- the quality, safety, legality, or effectiveness of clinical services
- treatment decisions, recommendations, diagnoses, or outcomes
- acts, omissions, negligence, misconduct, malpractice, or misrepresentations by any clinic or provider
- appointment scheduling, delays, cancellations, or availability
- billing disputes, charges, refunds, cancellation fees, or direct billing issues
- insurer decisions, reimbursement outcomes, denied claims, or coverage determinations
- inaccurate, incomplete, outdated, or misleading information provided by clinics, insurers, providers, or patients
- communications, conduct, or interactions between patients and clinics
- privacy, security, or regulatory issues arising from a clinic’s operations or conduct
- loss of income, reimbursement, opportunity, goodwill, data, or business interruption
- any reliance placed on information, recommendations, or clinic matches provided through the Concierge Service
BenefitsButler does not endorse, guarantee, certify, or warrant any clinic, practitioner, treatment, service, or outcome.
Patients acknowledge and agree that:
- clinic selection decisions are made at the patient’s own discretion and risk
- patients are solely responsible for conducting their own due diligence before receiving care
- all healthcare services are provided solely by independent clinics and practitioners
- all concerns, complaints, disputes, injuries, damages, treatment issues, billing matters, and ongoing communications must be directed solely to the applicable clinic or healthcare provider
To the maximum extent permitted by law, BenefitsButler’s total aggregate liability arising out of or relating to the Concierge Service or these Terms shall not exceed $100 CAD, regardless of the nature of the claim.
11) Termination
You may stop using the Concierge Service at any time.
If you ask us to discontinue coordination, we will stop outreach and close your active request, subject to any obligations you may have directly with a clinic, including cancellation or no-show policies.
BenefitsButler may suspend, limit, decline, or discontinue Concierge Services at any time and at its discretion, including in cases involving:
- repeated cancellations or no-shows
- misuse or abuse of the Concierge Service
- false, misleading, or incomplete information
- abusive, inappropriate, fraudulent, or harassing conduct
- excessive or unreasonable coordination requests
- suspected misuse of insurance or benefits information
- requests outside supported services
- operational, safety, legal, or compliance concerns
- any conduct BenefitsButler reasonably determines may negatively impact clinics, providers, staff, operations, or the integrity of the platform
BenefitsButler is not obligated to continue coordination services where it determines doing so is inappropriate, impractical, unsafe, or inconsistent with these Terms.
12) 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.
13) Contact
Questions about these Terms or your request:
Support: [email protected]
Privacy: Privacy Policy