Terms of Service

These terms govern your use of Run The Board (the "Service"), an operating-room scheduling and staffing board for anesthesia teams, available at runtheboard.net and at each customer organization's own address on runtheboard.net. By using the Service, you agree to these terms.

The Service

Run The Board helps anesthesia departments manage daily room assignments, staff breaks, and relief coverage. Access is provided per organization. Accounts are created by your organization's administrator, or by staff joining through an invitation or the department's signup code. The administrator assigns the roles that determine what each user can view or edit.

Accounts

You are responsible for keeping your credentials confidential and for activity that occurs under your account. Notify your organization's administrator promptly if you believe your account has been compromised.

Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or in violation of your organization's policies.
• Enter protected health information into the Service — see No protected health information below.
• Attempt to gain unauthorized access to the Service, other organizations' data, or the underlying infrastructure.
• Interfere with or disrupt the Service, including by circumventing rate limits or security measures.

No protected health information

The Service is not HIPAA compliant and must not be used to create, receive, maintain, or transmit protected health information ("PHI") as defined by HIPAA. Run The Board is a staff scheduling tool. It manages clinician assignments, breaks, and relief coverage — it is not a medical record system, and it has not been designed, built, assessed, or certified to meet the HIPAA Security Rule's administrative, physical, or technical safeguard requirements.

Accordingly:

• We are not a Business Associate of your organization with respect to the Service, and we do not enter into Business Associate Agreements for it. Any BAA purportedly executed as to the Service is void.
• You must not enter patient names, initials, medical record or account numbers, dates of birth, dates of service tied to an identifiable patient, diagnoses, procedures described in a patient-identifiable way, or any other individually identifiable health information.
• This prohibition applies to every field and feature, including free-text fields such as roster comments, break and relief notes, Note Board posts, room and surgeon labels, phone directory entries, dosing-chart notes, imported rosters, and support tickets, and any file you upload to the reference library. Free-text and file-upload fields are not screened, filtered, or validated for PHI, and their contents are stored, backed up, and replicated the same way as all other data.
• Room and surgeon labels must identify the resource or staff member, never the patient.

Your organization is solely responsible for ensuring its users comply with this restriction and for any PHI it enters in breach of it, including any resulting notification or reporting obligations, which remain your organization's alone. We do not monitor content for PHI and cannot detect it. If you become aware that PHI has been entered, remove it and contact us so the affected records can be purged from backups where practicable.

If your intended use requires storing PHI or a signed BAA, this Service is not an appropriate tool for it.

Your organization's data

Scheduling data entered into the Service belongs to your organization. We access it only to operate, secure, and support the Service, as described in our Privacy Policy.

Not medical advice

The Service organizes staffing information entered by your organization. It does not provide medical advice, clinical decision support, or patient care recommendations, and it is not a medical device. Staffing decisions remain the responsibility of your organization and its clinicians.

Dosing charts are user-entered reference tables with a calculator. Every drug, concentration, dose, and note on a dosing chart is entered by your organization; the Service supplies no dosing content and does not review, validate, or recommend any value. The calculator only performs arithmetic, such as multiplying a dose your organization entered by a weight you enter. It is not medical advice or a medical device, and it does not replace clinical judgment. Your organization is responsible for the accuracy of every value it enters, and every result must be independently verified by a qualified clinician before use.

Assumption of risk and liability waiver — scheduling and clinical operations

The Service is an administrative scheduling aid. It records and displays staffing decisions made by your organization; it does not make them. Your organization acknowledges and agrees that:

• All staffing decisions are your organization's. Room assignments, supervision ratios, break and relief coverage, and every other output of the board — including suggestions produced by automated planning features — are proposals that must be reviewed and confirmed by qualified personnel before being relied upon. Automated suggestions can be wrong, incomplete, or unsuitable for the clinical situation.
• Notifications are best-effort. Push, text-message, and pager notifications depend on third-party networks and devices we do not control. A notification may be delayed, may not be delivered, or may be delivered without being seen. The Service must never be the sole channel for communicating a time-critical staffing change; your organization is responsible for confirming receipt through its own operational procedures.
• The Service may be unavailable when you need it. Outages, maintenance, network failures, and data errors can occur at any time, including during active clinical operations. Your organization must maintain and be able to execute fallback procedures (such as a whiteboard or printed schedule) sufficient to run its operations without the Service.
• Assumption of risk. Your organization assumes all risk arising from the use of scheduling information in clinical and operational settings, including the risk that displayed information is stale, incorrect, incomplete, or was entered in error, and the consequences of staffing gaps, missed breaks or relief, delayed cases, or workflow disruption connected to use of or reliance on the Service.

This section works together with the release and waiver of claims in Limitation of liability and release below.

Availability

We work to keep the Service available and reliable, but it is provided "as is" and "as available", without warranties of any kind, express or implied. We may modify, suspend, or discontinue features with reasonable notice where practical. Your organization must maintain appropriate fallback procedures (such as a whiteboard or printed schedule) for critical operations.

Limitation of liability and release

To the maximum extent permitted by law, Run The Board and its operators will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, or data, arising from or related to the Service, regardless of the theory of liability and even if advised of the possibility of such damages.

Without limiting the foregoing, and to the maximum extent permitted by law, your organization and its users release Run The Board from, and waive, all claims arising from or related to: staffing, scheduling, break, or relief decisions made, displayed, suggested, or omitted by or through the Service; failed, delayed, or unseen notifications; unavailability or malfunction of the Service during clinical or business operations; and disruption to workflow or operations connected to use of, or inability to use, the Service. This release applies regardless of whether the harm was foreseeable.

Our total cumulative liability for all claims arising from or related to the Service is limited to the amount your organization paid for the Service in the twelve months preceding the first event giving rise to the claim, or one hundred U.S. dollars if your organization has paid nothing. Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you; in that case liability is limited to the greatest extent permitted. Nothing in these terms excludes liability that cannot be excluded by law.

Indemnification

Your organization will defend and indemnify Run The Board against third-party claims arising from: (a) data your organization or its users enter into the Service, including any protected health information entered in breach of the No protected health information section; (b) staffing or clinical decisions made by your organization, whether or not informed by the Service; and (c) your organization's or its users' violation of these terms or of applicable law.

Termination

Your organization may stop using the Service at any time. We may suspend or terminate access for material breach of these terms. If your organization's subscription payment is past due or the subscription is canceled, the board becomes read-only until payment is resolved. Upon termination of an organization's tenancy, its data is deleted as described in the Privacy Policy.

Changes to these terms

If we make material changes, we will update the effective date above and post the revised terms on this page. Continued use of the Service after changes take effect constitutes acceptance.

Contact

Questions about these terms? Reach us through the contact form on our homepage.