Credentialing terms and conditions

# Phorzen LLC - Credentialing Services Terms and Conditions

Last Updated: May 2026

By clicking "I Agree," completing checkout, or submitting payment on this website, you ("Client") acknowledge that you have read, understood, and agree to be bound by these Credentialing Services Terms and Conditions ("Terms") in their entirety. These Terms constitute a legally binding agreement between you and Phorzen ("Company," "Phorzen," "we," or "us"). If you do not agree to these Terms, do not proceed with your order.

## 1. WHO WE ARE

Phorzen is a limited liability company organized under the laws of the Virginia, providing credentialing support, payer enrollment, and related practice management services to licensed healthcare providers across the United States.

Mailing Address: 5800 Piney Glade Rd, Fredericksburg, VA 22407
Contact: info@phorzen.com

## 2. WHAT YOU ARE PURCHASING

When you place an order on this website, you are purchasing Credentialing and Payer Enrollment Services for one or more healthcare providers and/or practice entities. The specific scope of services - including the number of providers, payers, states, and tracks - is defined by your order selections at checkout.

Each Payer-Track Engagement means a single credentialing application submitted for one (1) provider or entity with one (1) insurance payer. The price per Payer-Track Engagement is $89.00 USD.

Your total fee is calculated as: Number of Providers/Entities x Number of Payers x $89.00

Credentialing services include:

- CAQH ProView profile creation or update, attestation, and ongoing maintenance
- Preparation and submission of credentialing applications to each selected payer
- Follow-up with each payer until enrollment is active or a final determination is reached
- Rate negotiation (fee schedule requests or reconsideration letters to commercial payers)
- Monthly Credentialing Status Reports for the duration of the engagement
- Any additional services as specified in your order confirmation

## 3. PAYMENT TERMS

3.1 Payment Due at Checkout
The total Credentialing Fee shown at checkout is due and payable in full at the time of purchase. Phorzen will not initiate CAQH setup, application preparation, Group NPI registration, or any payer submissions until payment is received and confirmed.

3.2 Accepted Payment Methods
We accept ACH/bank transfer, credit card, and debit card. Payment is processed securely at checkout.

3.3 Late Payment
If any invoice remains unpaid beyond fifteen (15) days of the due date, a late fee of 1.5% per month will accrue on the outstanding balance until paid in full.

## 4. NON-REFUNDABILITY AND CANCELLATION POLICY

4.1 Non-Refundable Once Work Commences
Your Credentialing Fee is non-refundable once Phorzen has initiated any of the following for any selected payer: CAQH ProView profile setup, application preparation, Group NPI Type 2 registration, or submission of any credentialing application.

4.2 Partial Cancellation
If you cancel your order after work has commenced but before all applications have been submitted, Phorzen will:
- Retain all fees for engagements already submitted or actively in preparation
- Credit the pro-rata portion of fees attributable to engagements not yet initiated, less an administrative fee of $50.00 per engagement not yet initiated

4.3 Proof of Submission
Upon request, Phorzen will provide proof of submission for each completed application. Proof may take the form of screenshots, payer portal confirmation receipts, confirmation emails, or other documentation as available depending on each payer's submission process.

4.4 Pre-Work Cancellation
If you cancel before Phorzen has initiated any work, you are entitled to a full refund. To request cancellation before work commences, contact us at info@phorzen.com immediately after purchase.

## 5. NO GUARANTEE OF PAYER ACCEPTANCE

Phorzen makes no representation or warranty that any insurance payer will accept, approve, activate, or enroll any credentialing application submitted on your behalf. Payer decisions are made independently by each payer and are entirely outside Phorzen's control.

Factors outside Phorzen's control that may affect credentialing outcomes include, but are not limited to: panel closures, network restrictions, payer-imposed eligibility requirements, incomplete or inaccurate provider information, OIG exclusions, licensure issues, and regulatory changes.

Credentialing fees are earned upon submission of each application and are non-refundable once submitted, regardless of payer outcome. Phorzen will promptly notify you of any denial and advise on available options.

## 6. SCOPE OF SERVICES - WHAT IS NOT INCLUDED

Unless explicitly stated in your order, the following are not included in your purchase:

- Credentialing in any state not specified in your order
- Credentialing with any payer not selected in your order
- Prior authorization submission or management
- Out-of-network billing arrangements, single-case agreements, or gap coverage agreements
- Medical billing, revenue cycle management, or claims submission
- Legal representation in connection with payer disputes, license proceedings, or regulatory matters
- Any state filing fees, registered agent fees, or third-party costs associated with LLC or entity formation

Any services outside your order scope require a separate written agreement and additional fees.

## 7. YOUR RESPONSIBILITIES

By placing your order and accepting these Terms, you agree to:

7.1 Documentation
Provide all required credentialing documentation within fourteen (14) calendar days of your purchase. Required documents typically include, but are not limited to: government-issued photo ID, active state license(s), NPI Type 1, CAQH ProView profile information, malpractice Certificate of Insurance (COI), loss run report, CV/resume, NPDB consent form, credentialing disclosure questionnaire, professional references, W-9, and voided check or bank letter for EFT/ACH setup. Specific documentation requirements will be communicated to you after purchase.

7.2 Accuracy of Information
You represent and warrant that all information and documentation you provide is accurate, complete, current, and compliant with applicable law and payer requirements. Phorzen may rely on your documentation without independent verification. Phorzen shall not be liable for credentialing denials or delays resulting from inaccurate, incomplete, or untimely information.

7.3 Licensure and Compliance
You represent and warrant that you hold active, unrestricted licensure and malpractice coverage in all applicable states, and that you are not currently excluded from Medicare, Medicaid, Tricare, or any federal or state healthcare program. You agree to promptly notify Phorzen of any change in your licensure, malpractice coverage, OIG status, or payer enrollment status.

7.4 OIG and SAM Self-Check
Before Phorzen submits your applications, you should verify at exclusions.oig.hhs.gov and sam.gov that no OIG exclusion or SAM debarment is on record for you or your practice entity. Any active exclusion will result in automatic payer denial and will not entitle you to a refund.

7.5 Responsiveness
You agree to respond to Phorzen's requests for information, portal access, signature cooperation, and one-time password cooperation within five (5) business days. Delays caused by your failure to respond are not Phorzen's responsibility and will not affect the non-refundability of fees paid.

## 8. HIPAA COMPLIANCE AND DATA SECURITY

In the course of providing credentialing services, Phorzen may access limited Protected Health Information (PHI) and personal provider information, including but not limited to Social Security Number, date of birth, license numbers, DEA registration, and malpractice history.

Phorzen agrees to:

- Use and disclose such information solely for the purpose of performing credentialing services under these Terms
- Maintain all information with AES-256 encryption at rest and in transit, with multi-factor authentication on all systems
- Not share your personal or provider information with any third party beyond payer credentialing portals and CAQH, as necessary to perform services
- Execute a Business Associate Agreement (BAA) with you as required under HIPAA, covering any PHI accessed during the credentialing process

These confidentiality obligations survive termination of services for five (5) years.

## 9. CANCELLATION BY PHORZEN

Phorzen reserves the right to cancel your order and cease services upon thirty (30) days' written notice if:

- You fail to provide required documentation within thirty (30) days of purchase despite written request
- You fail to make required payments
- Your professional license, DEA registration, or malpractice coverage lapses or is restricted in any applicable state, making continued credentialing submissions inappropriate

In the event Phorzen cancels your order for any reason other than the above, you will be entitled to a pro-rata refund for engagements not yet initiated.

## 10. PROVIDER REPLACEMENT POLICY

If your order includes credentialing for a provider who is to be nominated or confirmed after purchase, and that provider leaves your practice or is replaced prior to completion of credentialing, Phorzen will provide a written quote for the additional work required to substitute a new provider. Substitution does not entitle you to a refund of fees already applied to work completed for the original provider.

## 11. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PHORZEN'S AGGREGATE LIABILITY TO YOU SHALL NOT EXCEED THE TOTAL CREDENTIALING FEES PAID BY YOU FOR THE SPECIFIC ORDER GIVING RISE TO THE CLAIM.

PHORZEN SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOST REVENUE, LOST PROFITS, LOSS OF BUSINESS, OR LOSS OF DATA, ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF PHORZEN'S SERVICES, EVEN IF PHORZEN HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Phorzen shall not be liable for payer-side decisions including panel closures, application denials, delayed activations, rate negotiations, or regulatory restrictions outside Phorzen's direct control.

## 12. NO LEGAL, TAX, OR REGULATORY ADVICE

Nothing in these Terms or in any communication from Phorzen constitutes legal, tax, or regulatory advice. You are solely responsible for your practice structure, licensure compliance, scope of practice obligations, DEA registration, entity formation and registration, payer compliance, and all other regulatory obligations. Phorzen recommends consulting with a licensed attorney or compliance professional for legal or regulatory questions.

## 13. REPRESENTATIONS AND WARRANTIES

By completing your purchase, you represent and warrant that:

- You are authorized to enter into this agreement on behalf of yourself and/or any practice entity you represent
- Your practice entity (if applicable) is validly organized and in good standing in the applicable state(s)
- All information you provide during checkout and during the service engagement is accurate, complete, and current
- You hold active, unrestricted professional licensure in all applicable states
- You are not currently excluded from Medicare, Medicaid, Tricare, or any federal or state healthcare program
- No disciplinary action, license restriction, malpractice judgment, or OIG exclusion is pending or active against you or your practice

## 14. GOVERNING LAW AND DISPUTE RESOLUTION

These Terms are governed by and construed in accordance with the laws of the Virginia, without regard to conflict of law principles.

14.1 Negotiation
Any dispute arising under or relating to these Terms shall first be subject to good-faith written negotiation between the parties for thirty (30) days following written notice of the dispute.

14.2 Mediation
If negotiation fails to resolve the dispute, the parties shall attempt non-binding mediation within sixty (60) days.

14.3 Exclusive Forum
If mediation is unsuccessful or waived, any legal action or proceeding shall be brought exclusively in the state or federal courts located in the Virginia, with venue in Fredericksburg, Virginia. By accepting these Terms, you irrevocably consent to the personal jurisdiction and venue of such courts.

14.4 Attorneys' Fees
The prevailing party in any dispute arising out of or relating to these Terms shall be entitled to recover reasonable attorneys' fees and costs.

## 15. AMENDMENTS

Phorzen reserves the right to update or modify these Terms at any time. The Terms applicable to your order are those in effect at the time of your purchase. Updated Terms will be posted on this website with a revised "Last Updated" date. Continued use of our services after any modification constitutes acceptance of the updated Terms.

## 16. ENTIRE AGREEMENT

These Terms, together with your order confirmation, constitute the entire agreement between you and Phorzen with respect to the credentialing services described in your order, and supersede all prior discussions, negotiations, and understandings. No modification of these Terms shall be valid unless made in writing and signed by an authorized representative of Phorzen.

## 17. SEVERABILITY

If any provision of these Terms is held invalid or unenforceable by a court of competent jurisdiction, such provision shall be modified only to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

## 18. ELECTRONIC ACCEPTANCE

BY CLICKING "I AGREE," "ACCEPT," "COMPLETE PURCHASE," OR ANY SIMILAR BUTTON OR CHECKBOX ON THIS WEBSITE, YOU CONFIRM THAT:

1. You have read and understand these Terms in their entirety
2. You agree to be legally bound by these Terms
3. You have the authority to enter into this agreement on behalf of yourself and/or your practice entity
4. You understand that your payment is non-refundable once credentialing work has commenced
5. You understand that Phorzen does not guarantee payer acceptance or enrollment

Your electronic acceptance and payment carry the same legal weight as a handwritten signature on a written contract.

Phorzen · 5800 Piney Glade Rd, Fredericksburg, VA 22407 · info@phorzen.com