Last updated: July 2026 (revision 6)
These Terms and Conditions ("Terms") govern access to and use of Baselayer.med and related websites and services accessible at baselayer.med (together, the "Platform"), operated by Baselayer.med (the "Company", "we", "us", or "our").
By accessing or using the Platform, you confirm that you have read, understood and agree to be bound by these Terms.
1.1 In these Terms, unless the context indicates otherwise:
2.1 By creating an Account, accessing the Platform, inviting Users, or otherwise using the Service, you agree to be bound by these Terms.
2.2 If you use the Platform on behalf of a Practice or organisation, you confirm you have authority to bind that entity to these Terms.
2.3 Continued use of the Platform constitutes ongoing acceptance of the Terms as updated from time to time.
3.1 Baselayer.med is a cloud-based SaaS practice management platform designed for licensed medical, dental, biokineticist, physiotherapy, chiropractic, cardiac physiology, psychology, anaesthetic and aesthetic professionals. It can be configured per Practice as a dental, general practitioner, biokineticist, physiotherapy, chiropractic, cardiac physiology, psychology, anaesthetic or aesthetic vertical, with the relevant feature set, terminology, role labels and billing-code source for that vertical.
3.2 The Service may include, without limitation:
3.3 We may add, remove or modify features from time to time. Some features may be subject to Subscription level, additional terms, vertical configuration, or activation by the Admin.
Critical Notice
This section outlines the fundamental nature of the Platform and applies to all Users, Practitioners, Practices and recipients of Platform-generated communications.
4.1 Technology platform, not a healthcare provider. Baselayer.med is a technology platform, not a healthcare provider. We do not practise medicine, dentistry, biokinetics or physiotherapy and we do not provide clinical services of any kind.
4.2 No medical advice. The Platform does not provide medical advice, diagnoses, treatment recommendations, clinical opinions or patient-specific guidance.
4.3 Practitioner responsibility. All clinical decisions, diagnoses, prescriptions, treatment plans, referrals, charts, patient instructions and the appropriateness of any Content are the sole responsibility of the licensed Practitioner and/or Practice using the Platform.
4.4 No credential verification. We do not verify, validate, certify or monitor the credentials, qualifications, registrations or licensing status of any Practitioner or Practice using the Platform.
4.5 No review or endorsement of Content. We do not review, approve, endorse, validate or guarantee the accuracy, completeness or suitability of any Content entered, generated or sent through the Platform (including prescriptions, referrals, consent forms, charts, photographs or patient instructions).
4.6 No practitioner–patient relationship with Baselayer.med. The Platform does not create a doctor–patient or practitioner–patient relationship between Baselayer.med and any Patient. Any such relationship exists solely between the Patient and the treating Practitioner/Practice.
4.7 Patient queries. Patients and recipients of Platform-generated communications must direct medical queries to their treating Practitioner/Practice, not to Baselayer.med.
Practice-Managed Directories
The following provisions apply specifically to the Medication Directory, Specialist Directory and Labs Directory features.
4.8 Medication Directory – Practice responsibility. The Medication Directory is created, populated and maintained entirely by the Practice. Where the Practice uses NAPPI / MedPrax lookups to populate or enrich directory entries, those lookups are reference aids only. Baselayer.med does not provide, recommend, verify, validate or endorse any medications, dosages, frequencies, durations, schedules, scheme-exclusion flags or related information entered into the Medication Directory. The Practice and prescribing Practitioner are solely responsible for ensuring all medication information is accurate, current, appropriate and compliant with applicable laws and professional standards.
4.9 Specialist Directory – Practice responsibility. The Specialist Directory is created, populated and maintained entirely by the Practice. Baselayer.med does not provide, recommend, verify, validate or endorse any specialists, their credentials, qualifications, contact details or suitability for referrals. The Practice and referring Practitioner are solely responsible for verifying specialist credentials and ensuring referrals are appropriate.
4.10 No liability for directory content. Baselayer.med accepts no responsibility or liability for any errors, omissions, outdated information or consequences arising from the use of information in the Medication Directory, Specialist Directory or Labs Directory. All clinical decisions based on directory content remain the sole responsibility of the Practice and Practitioner.
Lab Forms and Medical Aid Claims
The following provisions apply specifically to the Lab Forms feature and any associated medical aid claim functionality.
4.11 Lab Forms – Practice responsibility. Lab Forms are created, completed and submitted entirely by the Practice. Baselayer.med does not verify, validate or approve any information entered into Lab Forms, including patient details, treatment specifications, tooth selections, shade guides, ICD-10 codes, instructions or any other clinical or administrative content. The Practice and submitting Practitioner are solely responsible for ensuring all Lab Form information is accurate, complete, clinically appropriate and compliant with applicable laws and professional standards.
4.12 Labs Directory – Practice responsibility. The Labs Directory is created, populated and maintained entirely by the Practice. Baselayer.med does not provide, recommend, verify, validate or endorse any dental laboratories, their credentials, contact details, services or suitability. The Practice is solely responsible for verifying laboratory credentials and ensuring referrals are appropriate.
4.13 Lab Form medical-aid authorisations – Practice responsibility. Where a Lab Form includes authorisation for a dental laboratory to claim from a patient's medical aid on behalf of the Practice:
4.14 No liability for Lab Forms or laboratory claims. Baselayer.med accepts no responsibility or liability for any errors, omissions, delays or consequences arising from the use of Lab Forms, the Labs Directory, or laboratory medical aid claim authorisations. All decisions regarding laboratory work, patient billing and medical aid claims remain the sole responsibility of the Practice and Practitioner.
Electronic Medical-Aid Claims (Medical Aid Switch)
The following provisions apply specifically to electronic medical-aid claim submission via the Medical Aid Switch.
4.15 Practice-initiated submissions only. Where the Practice has elected to use the Medical Aid Switch, claims, benefit checks, reversals and related transactions are initiated by the Practice. Baselayer.med transmits the Practice's instructions to the switching service; it does not adjudicate, approve or guarantee any claim, and it is not the medical aid scheme or its agent.
4.16 Accuracy of claim payloads. The Practice is solely responsible for the accuracy of every claim payload, including patient identity details, scheme membership, treatment / tariff codes, ICD-10 codes, line amounts, destination codes and provider numbers.
4.17 Switch availability and responses. Baselayer.med does not guarantee that the Medical Aid Switch or any downstream scheme will be available, will accept a given claim, will pay out, or will respond within any particular time. Acknowledgements, rejections, short-payments and reversals are the responsibility of the switching service and the relevant scheme.
4.18 No liability for claim outcomes. Baselayer.med accepts no responsibility or liability for rejected claims, short-payments, mis-routings, scheme disputes, audit recoveries or any financial loss arising from electronic medical-aid claim activity through the Medical Aid Switch.
Implant Reports
The following provisions apply specifically to the Implant Reports feature.
4.19 Implant Reports – Practice responsibility. Implant Reports are created, completed and sent entirely by the Practice. Baselayer.med does not verify, validate or approve any information entered into Implant Reports, including patient details, implant site locations, fixture specifications, healing abutment details, primary stability measurements, narrative content or any other clinical information. The Practice and submitting Practitioner are solely responsible for ensuring all Implant Report information is accurate, complete, clinically appropriate and compliant with applicable laws and professional standards.
4.20 Clinical information in Implant Reports. Implant Reports may contain technical clinical data including implant fixture details, torque values and healing abutment specifications. Baselayer.med does not:
4.21 No liability for Implant Reports. Baselayer.med accepts no responsibility or liability for any errors, omissions, inaccuracies or consequences arising from the use of Implant Reports. All clinical decisions, patient communications and documentation regarding implant procedures remain the sole responsibility of the Practice and Practitioner.
AI Writing Assistant
The following provisions apply to the AI-powered writing assistance feature.
4.22 AI Assistant – tool, not clinician. The AI Writing Assistant is a text-polishing tool that helps Practitioners improve the clarity, grammar and professional tone of notes entered in Clinical Overview. It does not provide medical advice, diagnoses, treatment recommendations or clinical opinions of any kind.
4.23 No addition of clinical content. The AI Assistant is instructed to preserve all clinical details exactly as written and not to add medical information that was not present in the original text. However, as with any AI system, outputs should always be reviewed by the Practitioner before acceptance.
4.24 Practitioner review required. AI-generated suggestions are presented inline for review. The Practitioner must explicitly accept, retry, or cancel the suggestion. Baselayer.med does not automatically apply AI-generated text without Practitioner approval.
4.25 Third-party processing. The AI Assistant uses a third-party AI provider's API. Only the specific text content of the field being polished is transmitted to the provider — not the patient's name, ID, or other personal identifiers. The provider's API does not use submitted data for model training.
4.26 No liability for AI output. Baselayer.med accepts no responsibility or liability for the accuracy, completeness, clinical appropriateness or consequences of any AI-generated text, whether accepted or not. All Content, including AI-polished text, remains the sole responsibility of the Practitioner.
AI Medication Check
The following provisions apply to the AI Medication Check feature.
4.27 Advisory only. The AI Medication Check is an advisory tool intended to help the Practitioner spot potential allergy, interaction, contraindication, pregnancy and bleeding-risk concerns based on a non-identifying summary of the patient's recorded profile and, where available, NAPPI active-ingredient descriptions already attached to the script entry. It may also surface advisory drug-schedule or scheme-exclusion context. It does not replace clinical judgement, the British National Formulary, the Standard Treatment Guidelines, SAHPRA / Medicines Act schedule rules, medical-aid formularies or any other professional reference.
4.28 Coverage and accuracy. The AI Medication Check may not detect every relevant interaction, contraindication, schedule issue or scheme exclusion, and may produce false positives. Scheme-exclusion and schedule badges are not a guarantee of cover, non-cover or legal compliance. The Practitioner is solely responsible for prescribing decisions and must independently verify any flag.
4.29 No liability. Baselayer.med accepts no responsibility or liability for any clinical outcome arising from reliance, or failure to rely, on AI Medication Check output.
Voice Dictation & Transcription
The following provisions apply to the Voice Dictation feature.
4.30 Third-party transcription. Voice Dictation streams audio captured in the app to a third-party speech-to-text provider, which returns a transcript for the Practitioner to review.
4.31 Audio not retained. Baselayer.med does not retain dictation audio after transcription. Practitioners should avoid dictating direct identifiers (e.g. ID numbers, full names of unrelated third parties) where this is not clinically necessary.
4.32 Practitioner review required. Transcripts are presented for review and must be edited and accepted by the Practitioner before being saved into a clinical record.
4.33 No liability for transcription errors. Baselayer.med accepts no responsibility or liability for transcription errors, mis-recognition of clinical terminology, or any consequence arising from transcripts that have not been properly reviewed by the Practitioner.
Charting Data & Patient Photographs
The following provisions apply to dental charting and patient imagery features.
4.34 Charting Data – Practice responsibility. Charting Data is created, completed and maintained entirely by the Practice. Baselayer.med does not interpret, validate or approve any chart entry, and does not generate clinical recommendations from chart data.
4.35 Patient Photographs – Practice responsibility. The Practice is solely responsible for ensuring it has appropriate patient consent for capturing, storing and (where applicable) sharing Patient Photographs, and for the clinical appropriateness of any image uploaded.
4.36 No liability for Charting Data or Photographs. Baselayer.med accepts no responsibility or liability for any errors, omissions, mis-charting, misidentification or consequences arising from Charting Data or Patient Photographs.
Patient Reports and Medical Certificates
The following provisions apply to Patient Reports and Medical Certificate features.
4.37 Patient Reports – Practice responsibility. Patient Reports are created, completed and sent entirely by the Practice. Baselayer.med does not verify, validate or approve any information entered into Patient Reports, including clinical findings, recommendations, narrative content or any other clinical information.
4.38 Medical Certificates – Practice responsibility. Medical Certificates are created, completed and sent entirely by the Practice. Baselayer.med does not verify the accuracy of visit details, diagnoses, fitness-to-work assessments, treatment descriptions or return-to-work dates. The Practice and issuing Practitioner are solely responsible for ensuring all certificate information is accurate, truthful and compliant with applicable laws and professional standards.
4.39 No liability. Baselayer.med accepts no responsibility or liability for any errors, omissions, inaccuracies or consequences arising from Patient Reports or Medical Certificates.
Supplier Forms and Payment Cards
The following provisions apply to the Supplier Forms feature and Saved Card functionality.
4.40 Supplier Forms – Practice responsibility. Supplier Forms are completed and submitted entirely by the Practice. Baselayer.med does not verify, validate or approve any information entered, including debtor details, payment authorisations, invoice amounts or any other financial or commercial information. The Practice is solely responsible for the accuracy and appropriateness of all Supplier Form content.
4.41 Payment card storage. The Platform allows Practices to optionally store payment card details (excluding CVV/CVC, which is never stored) for convenience when completing Supplier Forms. The Practice is solely responsible for ensuring it has appropriate authorisation to store and use card details, and for managing card security within its organisation.
4.42 No financial intermediary. Baselayer.med does not process payments, submit financial transactions, or act as a payment intermediary in respect of Supplier Forms. Supplier Forms generate PDFs that are emailed to the Practice's notification email. Any financial transactions resulting from Supplier Forms occur outside the Platform.
4.43 No liability for Supplier Forms. Baselayer.med accepts no responsibility or liability for any errors, omissions, financial losses, disputed charges, or consequences arising from Supplier Forms, payment card data, or any resulting financial transactions.
Patient Communications & WhatsApp
The following provisions apply to email, WhatsApp message delivery and Appointment Reminders.
4.44 WhatsApp – Practice responsibility. WhatsApp messages are sent on behalf of the Practice using pre-approved templates via a third-party messaging service. The Practice is responsible for ensuring it has appropriate patient consent for WhatsApp communications and that instruction content is accurate and clinically appropriate.
4.45 Appointment Reminders. Where the Practice has enabled Appointment Reminders, the Platform will attempt to send a single reminder per active appointment in a defined window before the appointment time. The Practice remains responsible for ensuring patients are aware of their appointments and for any backup reminder process.
4.46 Delivery not guaranteed. Baselayer.med does not guarantee successful delivery of any email, WhatsApp message or Appointment Reminder. Delivery depends on the patient's email or phone number validity, WhatsApp account status, network availability, and the messaging or email provider's service status. The Practice should use alternative communication methods where critical information must be conveyed.
Built-in Baselayer Billing
The following provisions apply specifically to the built-in Baselayer Billing engine.
4.47 Baselayer Billing – Practice responsibility. Baselayer Billing allows the Practice to create, send, and track quotes, invoices and payment records inside the Platform. The Practice is solely responsible for the accuracy of all financial information entered, including patient details, procedure / tariff codes, ICD-10 codes, amounts, tax calculations and payment records.
4.48 Not a financial service. Baselayer Billing produces and stores financial documents and a payment record on behalf of the Practice. Baselayer.med does not process patient payments, hold funds, act as a financial intermediary, provide accounting advice or replace a registered accounting service.
4.49 Tariff codes and scheme rates. The Platform includes reference databases of dental tariff codes, BHF / medical codes, biokinetics codes, physiotherapy codes, psychology billing codes, anaesthetic billing codes and an editable aesthetic treatment & product price list, depending on the Practice's configured vertical, and may surface scheme-linked rates and NAPPI product codes via MedPrax. While we endeavour to keep these current, Baselayer.med does not guarantee the accuracy, completeness or currency of any code list, rate or SEP figure. The Practice and Practitioner are solely responsible for verifying codes and amounts used in billing.
4.50 No liability for Baselayer Billing. Baselayer.med accepts no responsibility or liability for billing errors, disputed charges, rejected medical aid claims, tax miscalculations, or any financial loss arising from Baselayer Billing or the use of any tariff / procedure code.
External Accounting Integration
The following provisions apply to the optional Billing Integration with supported third-party accounting services.
4.51 Billing – Practice responsibility. The Billing Integration allows Practices to create quotes, invoices and record payments through a connected accounting service. The Practice is solely responsible for the accuracy of all financial information entered, including patient details, procedure codes, amounts, tax calculations and payment records.
4.52 Accounting account. Use of the Billing Integration requires the Practice to maintain its own account with the relevant accounting service provider. The Practice is responsible for its accounting account, billing, and compliance with the provider's terms of service.
4.53 Source of truth. The source of truth for records held in an external accounting service is the Practice's account with that provider. Baselayer.med does not retain copies of those records beyond what is needed to facilitate the integration.
4.54 No liability for the integration. Baselayer.med accepts no responsibility or liability for any acts, omissions, downtime or data handling of the connected accounting service, or for any financial loss arising from the integration.
AI Chatbot
The following provisions apply to the AI Chatbot feature, which is separate from the AI Writing Assistant and AI Medication Check.
4.55 AI Chatbot – general assistance only. The AI Chatbot is a conversational assistant that provides general guidance on using the Platform. It does not provide medical advice, clinical recommendations, diagnoses, or patient-specific guidance of any kind.
4.56 Do not enter patient data. Users should not enter patient Personal Information, clinical details, or other sensitive data into the AI Chatbot. Conversations may be processed by a third-party AI provider.
4.57 Third-party processing. The AI Chatbot is powered by a third-party AI provider. Conversation content is transmitted to and processed by the provider in accordance with their data usage policies.
4.58 No liability for chatbot output. Baselayer.med accepts no responsibility or liability for the accuracy, completeness or consequences of any AI Chatbot responses. Users should verify any information provided by the chatbot independently.
Practice Analytics & AI Insights
The following provisions apply to the Practice Analytics dashboards and any AI-generated narrative insights.
4.59 Informational only. Practice Analytics surfaces aggregated metrics derived from the Practice's own data. It is provided for informational purposes only and must not be relied upon for clinical, billing, tax, regulatory or commercial decisions without independent verification.
4.60 AI insights. If the Admin opts to generate AI narrative insights, only aggregated, non-identifying summary numbers (counts, percentages, top categories) are sent to the AI provider. Patient names, contact details, identifiers and clinical free-text are not transmitted. The narrative output is advisory only.
4.61 No guarantee of accuracy. Baselayer.med does not guarantee the accuracy, completeness, currency or fitness-for-purpose of any analytics figure or AI insight, and accepts no liability for decisions taken in reliance on them.
Appointment Scheduling, Stock Take and Clinical Overview
The following provisions apply to appointment scheduling, Stock Take and Clinical Overview features.
4.62 Appointment scheduling – Practice responsibility. Appointment data (including patient names, dates, times and doctor assignments) is managed entirely by the Practice. Baselayer.med does not verify appointment details, and Appointment Reminders supplement (but do not replace) the Practice's own scheduling and confirmation processes.
4.63 Calendar Integration. Where a Practitioner connects a supported third-party calendar service, the Practice is responsible for maintaining that connection and for any third-party calendar terms that apply.
4.64 Stock Take – Practice responsibility. Stock categories, items, lots, suppliers, counts, reservations and (where enabled) bookings linking stock items to patient names (or unknown-patient flags) are created and maintained entirely by the Practice. Baselayer.med does not verify stock data, expiry dates, controlled-substance compliance or supplier-invoice accuracy.
4.65 Clinical Overview – Practice responsibility. Notes, charting data and patient visit history within Clinical Overview are created, edited and maintained entirely by the Practice. Baselayer.med does not review, validate or approve clinical note content.
4.66 Audit logging. Access to patient data, AI-agent invocations, and document actions are logged for security and POPIA compliance purposes. These logs record which User accessed or modified data, and when, including IP address.
Telehealth Sessions, Recordings & SOAP Drafts
The following provisions apply to the Telehealth Session, Telehealth Recording and Telehealth Transcript features, available on supported verticals (currently general practitioner, psychology, anaesthetic and aesthetic Practices).
4.67 Telehealth as a Platform feature. On supported verticals, the Platform provides Practitioners with the ability to conduct Telehealth Sessions with Patients. The live audio and video connection is delivered through a Telehealth Video Provider on Baselayer.med's behalf. The Telehealth Video Provider supplies real-time video infrastructure only and does not participate in, supervise or adjudicate the consultation. Baselayer.med is a technology platform and does not provide telehealth services, deliver care, or act as a healthcare provider.
4.68 Practitioner responsibility for the encounter. The Practitioner is solely responsible for the clinical conduct of every Telehealth Session, including: assessing whether a video consultation is clinically appropriate for the Patient and the presenting complaint; complying with all applicable professional, ethical and jurisdictional requirements for remote consultations (including registration to practise where the Patient is located); obtaining and documenting informed consent to the consultation; verifying the Patient's identity at the start of the session; and any clinical decision, prescription, referral or follow-up arising from the session.
4.69 Patient suitability and emergencies. Telehealth is not appropriate for medical emergencies. Patients in an emergency, or where face-to-face care is clinically required, must be directed to in-person care or to local emergency services. Baselayer.med does not detect, triage or escalate clinical emergencies, does not contact emergency services on any Patient's behalf, and is not a crisis-response service.
4.70 Connection quality. Live audio and video quality depends on each participant's device, browser, microphone, camera and network conditions, and on the availability of the Telehealth Video Provider and the underlying public internet. Baselayer.med does not guarantee uninterrupted, secure or error-free delivery of any Telehealth Session, and accepts no responsibility for clinical consequences arising from connection issues. The Practice should have a fallback (such as a phone call or rescheduling) for sessions that cannot reliably proceed by video.
4.71 Recording is opt-in. Telehealth Sessions are not recorded by default. Where the Practice elects to record a session, the Practice is solely responsible for obtaining the Patient's consent for that specific session before recording starts, for explaining the purpose, retention and access of the recording to the Patient, for honouring any withdrawal of consent, and for the lawful basis on which the recording is processed. The Platform records a consent timestamp against the session when the Practitioner indicates that consent has been obtained; this timestamp is a record of the Practitioner's assertion, not an independent verification.
4.72 Storage of recordings. Where a Telehealth Recording is created, the audio/video file is stored in Baselayer.med's managed object storage, scoped to the issuing Practice, and is accessible only to authorised Users via authenticated, time-limited links. Where no recording is opted in for a given session, the live audio and video stream is delivered in real time through the Telehealth Video Provider and is not retained by Baselayer.med. The Practice remains the responsible party for the recording and is responsible for retention, withdrawal-of-consent handling and any subsequent deletion request.
4.73 Transcripts and AI-drafted SOAP notes. Where a Telehealth Recording exists, the Practice may instruct the Platform to produce a Telehealth Transcript: the recording is sent to a third-party speech-to-text provider to generate a transcript, and the transcript may then be summarised by an AI provider into a draft SOAP / clinical note. Telehealth Transcripts are advisory drafts only. The Practitioner must read, edit and explicitly accept any transcript or AI-drafted note before it is saved into the patient record, and is solely responsible for the clinical content of the saved note. Baselayer.med accepts no responsibility or liability for transcription errors, mis-recognition of clinical terminology, omissions in the AI draft, or any consequence arising from drafts that have not been properly reviewed by the Practitioner.
4.74 No prescribing or clinical advice from the Platform. The Telehealth feature does not generate prescriptions, diagnoses, treatment plans or clinical advice. Any prescription, referral, certificate or report arising from a Telehealth Session is created by the Practitioner using the Platform's separate clinical-document features, subject to clauses 4.3 and 5.7.
4.75 Eligibility. Telehealth Sessions are available only on verticals where the feature has been explicitly enabled by Baselayer.med (currently general practitioner, psychology, anaesthetic and aesthetic Practices). Use of Telehealth on a vertical where it has not been enabled, or by a User who is not a Practitioner, is not authorised under these Terms.
Psychology Vertical — Limits of Confidentiality & Crisis Resources
The following provisions apply specifically when the Platform is configured for a psychology practice and to the Psychology Consent Form and crisis-resource templates surfaced by that vertical. Telehealth Sessions on the psychology vertical are also subject to the Telehealth provisions in clauses 4.67–4.75 above.
4.76 Limits of confidentiality – Practice and Practitioner responsibility. Where the Platform is configured for a psychology practice, the Psychology Consent Form captures the limits of confidentiality (including circumstances such as a serious risk of harm to self or others, mandatory reporting under the Children's Act, and disclosure required by court order). The Practice and the treating Practitioner are solely responsible for explaining those limits to the Patient, for assessing whether any of those circumstances apply to a given case, and for any disclosure or non-disclosure decision taken in light of them. Baselayer.med does not detect, advise on, or trigger any such disclosure.
4.77 Mandatory reporting and disclosure decisions. Decisions about mandatory reporting, contacting emergency services, designated persons, facilities or third parties, and the timing and content of any such contact, are clinical and ethical decisions that rest entirely with the Practitioner. Baselayer.med does not provide guidance on whether a duty to report has arisen, does not contact third parties on the Practice's behalf, and accepts no responsibility or liability for any disclosure or non-disclosure under the limits of confidentiality.
4.78 Telehealth and recording opt-ins on the Psychology Consent Form. The Psychology Consent Form captures the Patient's baseline acknowledgement of telehealth as a modality and of the Practice's recording policy. Those acknowledgements supplement, but do not replace, the per-session consent and clinical-suitability obligations described in clauses 4.67–4.75. The Practitioner remains responsible for confirming consent at the start of any session that is to be recorded.
4.79 Crisis Resources – public references only. Where the Platform reproduces third-party public emergency or crisis-line references (including, by way of example, SA Police Service 10111, ambulance 10177, SADAG and similar services), those references are provided as public information for patient-facing instructions only. Baselayer.med does not operate, refer to, monitor or guarantee the availability, response time, scope of practice, or appropriateness of any such service. Patients in crisis must use those numbers (or local emergency services) on their own initiative; the Platform is not a crisis-response service and does not relay messages to crisis providers.
AI Copilot / Command Palette Drafts
The following provisions apply to AI Copilot drafting features, including drafts initiated from the command palette.
4.80 Drafts only — Practitioner review required. AI Copilot may propose drafts of scripts, referrals, medical certificates, patient reports, implant reports, chronic-medication regimens, chart / body-map suggestions, follow-up notes, and quote / invoice line items. Every draft is advisory. The Practitioner must read, edit and explicitly accept a draft before it becomes part of a clinical record, prescription, referral, certificate, report, chart or billing document. Declined or empty drafts are not clinical Content.
4.81 Grounding and context. Drafts may be grounded in Practice-held context selected for the task (for example recent clinical notes, implant details, odontogram marks or billing catalogue hints). Baselayer.med does not warrant that the selected context is complete, current or clinically appropriate, or that the model will use it correctly.
4.82 No automatic clinical action. AI Copilot does not independently issue prescriptions, submit claims, book stock, contact patients or finalise billing. Any such action requires Practitioner / User confirmation through the Platform's ordinary workflows.
4.83 No liability for Copilot output. Baselayer.med accepts no responsibility or liability for omissions, hallucinations, incorrect codes, incorrect medications, incorrect diagnoses or any consequence arising from Copilot drafts that have not been properly reviewed and accepted by the Practitioner.
Lab Results and Chronic Medication Records
The following provisions apply to pathology Lab Result capture and Chronic Medication Records.
4.84 Lab Results – Practice responsibility. Uploaded pathology reports and any AI-extracted analyte lines are created, reviewed and accepted entirely by the Practice. Baselayer.med does not verify laboratory identity, specimen integrity, reference ranges, critical values or clinical interpretation. The Practitioner remains responsible for communicating results to Patients and for any clinical decision based on them.
4.85 Extraction is advisory. AI extraction from Ampath, Lancet or similar reports may mis-read values, miss lines or mis-map units. Extracted drafts must be checked against the source document before acceptance.
4.86 Chronic Medication Records – Practice responsibility. Chronic Medication Records (including AI-drafted regimens) are maintained by the Practice. Baselayer.med does not verify ongoing therapy appropriateness, interactions with acute scripts, or medical-aid chronic authorisations.
4.87 No liability. Baselayer.med accepts no responsibility or liability for errors, omissions, delayed review of critical results, or consequences arising from Lab Results or Chronic Medication Records.
MedPrax Reference Data and NAPPI Lookups
The following provisions apply to MedPrax-backed tariff, scheme, medicine and NAPPI product features.
4.88 Licence and Addendum. MedPrax data is licensed to Baselayer.med and made available to Practices only after an authorised Admin accepts the MedPrax Service Addendum (or an equivalent incorporation of those terms). Acceptance is recorded and may trigger Licensee Certificate and monthly client-register reporting to MedPrax. Refusal or withdrawal of acceptance may disable MedPrax-backed features.
4.89 Live-first, limited cache. Lookups are demand-driven. Baselayer.med may cache small result sets for a short time-to-live and purge stale rows. The Practice must not attempt to scrape, bulk-download, redistribute or commercially exploit MedPrax data outside the Platform's intended workflows.
4.90 No training on MedPrax data. MedPrax data must not be used to train, fine-tune or calibrate any AI model. Where small amounts of MedPrax-derived text are used for inference-only AI features (for example tariff descriptions or NAPPI active-ingredient names already attached to a script line), the Practice acknowledges that such use is subject to the MedPrax Service Addendum and to AI-provider contractual restrictions against training on API inputs.
4.91 Reference aids only. Tariff codes, scheme rates, SEP figures, NAPPI matches, drug schedules and exclusion flags are reference aids. They do not constitute medical advice, pricing advice or a guarantee of medical-aid cover. The Practice remains responsible for verifying every code and amount before billing or prescribing.
4.92 No liability for MedPrax data. Baselayer.med accepts no responsibility or liability for MedPrax downtime, incorrect or outdated catalogue rows, mismatched NAPPI codes, incorrect scheme rates, or any billing or prescribing decision taken in reliance on MedPrax-backed lookups. MedPrax remains responsible for the licensed data it supplies, subject to MedPrax's own terms.
Practice Export
The following provisions apply to owner / admin Practice Export.
4.93 Authorised exporters only. Practice Export is available only to Users with owner or admin authority. The Practice is responsible for verifying the identity and authority of anyone who initiates an export and for securing any downloaded archive.
4.94 No liability for exported copies. Once an archive is downloaded, Baselayer.med is not responsible for the security, onward sharing or retention of that copy outside the Platform.
5.1 Professional use only. The Platform is intended exclusively for use by licensed medical, dental, biokineticist, physiotherapy, chiropractic, cardiac physiology, psychology, anaesthetic and aesthetic professionals and their authorised staff.
5.2 Licensing and registration. The Practice and Practitioners must hold valid, current professional registration / licensing and comply with all applicable professional and ethical requirements in their jurisdiction.
5.3 Accuracy and appropriateness. You are responsible for ensuring all Content entered into or generated through the Platform is accurate, complete, lawful, clinically appropriate and suitable for its purpose.
5.4 Patient consent and lawful basis. The Practice is responsible for establishing an appropriate lawful basis to collect and process Patient Personal Information and for obtaining any required consents (including informed consent, consent for photography, consent for WhatsApp communications and consent to submit electronic medical-aid claims) independently of any consent captured through the Platform.
5.5 Proper use. You must not:
5.6 Account security. You are responsible for maintaining the confidentiality of login credentials and for all activities under your Account. You must notify us promptly of any unauthorised access or security incident.
5.7 Practitioner attestation at sign-up. When creating an Account, the person completing the sign-up must indicate whether they are themselves the registered practitioner who will use the Platform clinically, or whether they are setting up the Account on behalf of a named practitioner. In either case, the person completing the sign-up:
5.8 Liability shift on false attestation. Without limiting clause 14 (Indemnification), if it transpires that the attestation in clause 5.7 was false, misleading or made without authority, then the person who made the attestation, the named practitioner and the Practice (jointly and severally) shall be solely responsible for, and shall indemnify Baselayer.med in respect of, any prescription, certificate, referral, report, claim, communication or other Content issued through the Platform during any period of unauthorised use, and for any loss, harm, claim, regulatory penalty, professional sanction or third-party liability arising from such use. Baselayer.med has no duty to verify, and no liability for failing to verify, the matters covered by clause 5.7 prior to sign-up.
5.9 Continuing duty. The Practice and the named practitioner must promptly notify us if the practitioner ceases to be registered, is suspended, has practising privileges restricted, or otherwise becomes unable to lawfully practise in the relevant discipline. Continued use of clinical-document features in those circumstances is a material breach of these Terms.
6.1 Roles. As between Baselayer.med and the Practice:
6.2 Processing on instruction. We process Personal Information only to provide and support the Service, in accordance with these Terms, the Privacy Policy and documented instructions from the Practice, unless required otherwise by applicable law.
6.3 Storage location. Patient records, generated PDFs, Patient Photographs, Charting Data, billing records, audit logs and configuration are stored in Baselayer.med's managed cloud database and object storage hosted by our database, storage and hosting partners. Some Third-Party Service Providers may operate servers located outside South Africa; we require equivalent data-protection standards from each.
6.4 Sub-processors. The Service relies on Third-Party Service Providers (including hosting, database and object-storage providers, an authentication provider, an email delivery provider, a messaging provider, AI processing providers, a voice transcription provider, the Telehealth Video Provider, MedPrax, the Medical Aid Switch, accounting service providers, calendar providers and the Subscription Provider). The current list is described in the Privacy Policy. We will use reasonable efforts to notify Admins of material changes.
6.5 Privacy Policy and DPA. Our separate Privacy Policy and Data Processing Agreement form part of the Service framework and provide further detail on processing, security measures, access controls, audit trails, sub-processors, operator obligations and retention approaches.
6.6 Practice responsibilities. The Practice is responsible for:
6.7 Information Officer. Data protection queries may be addressed to hello@baselayer.med.
7.1 Patient records, documents, Charting Data, photographs, Lab Results, Chronic Medication Records, billing records and configuration are stored in Baselayer.med's managed cloud storage. The Practice does not need to host or maintain its own cloud-storage account for clinical records to use the Service.
7.2 The Practice retains ownership of, and the right of access to, its own records held in the Platform. Authorised owners / admins may initiate a Practice Export from within the Platform. On reasonable written request, and subject to verification of identity and authority, we will also assist the Practice in exporting its data in a usable format.
7.3 Where the Practice uses the optional Billing Integration to mirror records into a connected external accounting service, that service's account remains the source of truth for those records. The Practice is responsible for maintaining its own access to that service.
7.4 MedPrax reference data remains owned by MedPrax. Cached lookup rows are not Practice Content for intellectual-property purposes and may be purged under the MedPrax licence TTL.
7.5 The Practice is responsible for User access management, kiosk-device security, and the security of any external accounting service or calendar provider it connects.
8.1 Access to the Service may require a paid Subscription. Fees, billing intervals, plan details and any minimum commitment will be presented at sign-up or in the Platform.
8.2 Subscription Fees are processed via the Subscription Provider through debit-order or card payment. By subscribing, the Practice authorises Baselayer.med to instruct the Subscription Provider to collect Fees according to the chosen plan.
8.3 Fees are payable in advance unless otherwise stated. Failure to pay may result in suspension or termination of access.
8.4 Unless required by law, Fees are non-refundable. Refunds, credits, cancellations and chargebacks are described in our Refund Policy. If you believe you were billed in error, contact hello@baselayer.med within a reasonable time.
9.1 Baselayer.med and its licensors (including MedPrax in respect of MedPrax data) own all intellectual property rights in the Platform, Service, software, source code, APIs, branding, logos, trade marks, trade dress, designs, user interfaces, layouts, interaction patterns, visual styling, Documentation, templates, workflows and licensed reference data (together, Platform IP).
9.2 Subject to these Terms, payment of applicable Fees, and (where relevant) acceptance of the MedPrax Service Addendum, we grant the Practice a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for its internal professional purposes during the Subscription term. No other rights are granted, whether by implication, estoppel or otherwise. All rights not expressly granted are reserved.
9.3 Your Content. Content entered or generated by Users (including charts, notes, photographs, Lab Results, Chronic Medication Records and billing records) remains owned by the Practice and/or relevant rights holder. You grant Baselayer.med a limited right to host, process, transmit and display such Content solely to provide and support the Service. MedPrax data is not Your Content.
9.4 No copying of Platform IP. Except as expressly permitted in these Terms or with our prior written consent, you must not copy, reproduce, modify, adapt, publish, distribute, sell, licence, reverse engineer or create derivative works from Platform IP. This includes the look and feel of the Platform and any non-public product screens.
9.5 Screenshots, recordings and captures. Screenshots, screen recordings, photographs, films or other captures of the Platform's interface, branding or Documentation are permitted only for reasonable internal practice use relating to the Practice's own patients, billing or compliance (for example, attaching a screenshot of a patient record or invoice to an internal note or complaint file). Any other capture, sharing, publication, competitive review, product cloning, training-data collection or redistribution of Platform screens or Documentation is prohibited.
9.6 Scraping and automated access. Automated or systematic extraction of Platform data, structure or interfaces (including scraping, crawling, harvesting, bulk download, mirroring or framing) is prohibited except through documented export features we provide or with our prior written consent. MedPrax-specific restrictions in clauses 4.89 and 5.5 continue to apply in addition to this clause.
9.7 Feedback. If you provide suggestions, feedback or ideas about the Platform, you grant Baselayer.med a perpetual, worldwide, royalty-free licence to use them without restriction or attribution, and without creating any confidentiality obligation on our part unless we agree otherwise in writing.
10.1 The Service relies on, and integrates with, Third-Party Service Providers including (without limitation): hosting, database and object-storage providers; an authentication provider; an email delivery provider; a messaging provider for WhatsApp; AI processing providers; a voice transcription provider; the Telehealth Video Provider for real-time audio and video infrastructure used in Telehealth Sessions; MedPrax for clinical and billing reference data; the Medical Aid Switch; supported third-party accounting service providers; supported third-party calendar providers where you choose to connect them; and the Subscription Provider for debit-order / card payments. Industry-standard search and web analytics tools are used only for the public marketing website and do not receive patient or clinical data.
10.2 Your use of those third-party services may be subject to their own terms and policies. We will use reasonable efforts to choose reputable providers, but the providers and their services may change over time.
10.3 Baselayer.med is not responsible for third-party services, their availability, security, changes, or acts/omissions, except to the extent required by applicable law.
11.1 The Platform is provided on an "as is" and "as available" basis. We do not guarantee uninterrupted, error-free or secure operation, except to the extent service-level targets and Service Credits are set out in our Master Service Agreement.
11.2 We may perform maintenance, updates or modifications from time to time and will use reasonable efforts to minimise disruption. Support channels, response targets and uptime commitments are described in the MSA.
11.3 You are responsible for maintaining appropriate internet access, devices and environments (including kiosk devices) required to use the Platform.
12.1 To the maximum extent permitted by law, Baselayer.med disclaims all warranties, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted availability.
12.2 You acknowledge that:
13.1 To the maximum extent permitted by law, Baselayer.med shall not be liable for any loss, harm or damages arising from or related to:
13.2 Cap on liability. To the maximum extent permitted by law, Baselayer.med's total aggregate liability for any claim arising out of or relating to the Service shall not exceed the total Fees paid by the Practice in the 12 months immediately preceding the event giving rise to the claim.
13.3 Nothing in these Terms limits liability where it cannot be limited by law.
14.1 The Practice (and, where applicable, the Practitioner) agrees to indemnify and hold harmless Baselayer.med, its directors, employees and contractors from and against any claims, liabilities, damages, losses, costs and expenses (including reasonable legal fees) arising from or related to:
15.1 Termination by you. The Practice may terminate its Subscription and/or stop using the Platform at any time, subject to any applicable billing terms or minimum commitment.
15.2 Termination by us. We may suspend or terminate access to the Platform (in whole or in part) if:
15.3 Effect of termination. Upon termination:
15.4 Sections intended to survive termination (including limitations of liability, indemnities and governing law) shall survive.
16.1 We may update these Terms from time to time, particularly when new features, sub-processors or integrations are added. If changes are material, we will take reasonable steps to notify Admins via the Platform or email and may require Users to re-accept the Terms before continuing to use the Service.
16.2 Continued use of the Platform after the effective date of any updated Terms constitutes acceptance.
17.1 If any provision of these Terms is found to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall remain in full force and effect.
18.1 These Terms are governed by the laws of the Republic of South Africa.
18.2 You agree that disputes arising out of or relating to these Terms or the Platform shall be subject to the jurisdiction of the courts of South Africa.
19.1 General enquiries: hello@baselayer.med
19.2 Data protection / POPIA enquiries (Information Officer): hello@baselayer.med