DISCLOSURES

• Prior to implementation, all providers will sign a Contract with Zoobook authorizing implementation, outlining all fees and charges, and delineating provider and Zoobook responsibilities.
• Contracts will only have specified durations if the implementation fee is not paid in full at the conclusion of the implementation period. The Contract will specify a duration of service which will encompass the time needed to pay the implementation fee in full.

• Zoobook Systems strives to bundle costs within the implementation and monthly fees. However, there are circumstances in which providers will incur costs above and beyond the standard implementation and monthly fees. These circumstances are:
• 1. ePrescribe- “Annual Fee and Transaction Based” – The ePrescribing service used with Zoobook charges treatment providers a fee for each prescriber enrolled. This fee is due annually thereafter. Providers must notify Zoobook in writing to add additional ePrescibers or to remove an ePrescriber from their roster. The ePrescribing may also charge monthly fees or transactional fees which are passed on to the provider.
• 2. Integrated eFax- “Transaction Based” – Faxes sent through and received by Zoobook are individually charged at a nominal rate to cover the cost of transmission.
• 3. Integrated Encrypted Email- “Transaction Based” – Emails sent through Zoobook are individually charged at a nominal rate to cover the cost of transmission.
• 4. Integrated Text Messaging- “Transaction Based” – Text Messages sent through Zoobook are individually charged at a nominal rate to cover the cost of transmission.
• 5. Integrated Billing and Claims Remediation- “Transaction Based” – Claims submitted and managed through Zoobook are individually charged at a nominal rate to cover the cost of transmission and remediation.
• 6. Post-Implementation Support Fees- “Transaction Based” – Following Implementation providers will be charged for on-site support. Providers will also be charged for online training exceeding 6 hours during the 90 days following deployment.
• 7. External Integration Fee- “One Time and/or Transaction Based”- Zoobook may require a one time and/or monthly fee to establish interfaces for reporting to immunization registries, reporting cancer registries, sending data to public health agencies, integrating with additional provider software, or integrating with a health information exchange. Fees are dependent upon the nature of the interface and the volume of data being exchanged on a monthly basis.
• 8. Integrated Telemedicine Transmission Fees- “Transaction Based” – Video and/or audio telemedicine transmissions sent and received through Zoobook are charged per minute at a nominal rate to cover the cost of transmission.
• 9. Integrated Communication of PHI- “One Time and Transaction Based”- Integrated communication of PHI requires initial set-up of either or both user access level and external vendor configuration and is charged per connection implementation. Ongoing costs for use of the feature are transaction based.
• “Transaction Based” costs are charged in a separate statement on the first day of the month for the previous month’s usage.

Providers must utilize the third party providers contracted through Zoobook Systems LLC for ePrescribe, integrated faxing, integrated email, integrated text, integrated telemedicine, integrated direct messaging, and integrated billing and claims remediation. In the event additional third party providers are contracted for system enhancement, providers will be notified of their on-boarding and feature provision. General use of Zoobook Systems is not dependent upon use of services provided by a third party; only specific system features related to the third party.

Use of Zoobook is limited through concurrent user licensing purchased by the provider. On a semi-annual basis Zoobook Systems will evaluate the provider’s concurrent user utilization, and if the provider routinely exceeds their user limit Zoobook may renegotiate their contract to add additional concurrent users. Alternatively, restrictions on access may be imposed to limit the provider to the total number of concurrent users.

• API Documentation

  Full documentation for Zoobook EHR 2.0 can be found on the following link: Open API Documentation For Client Application

• API Mandatory Disclosure Statement and Terms of Use

  Zoobook utilizes EMRDirect’s phiMail and Interoperability Engine for integrated communication of PHI including but not limited to clinical datasets to and from other users of ONC certified health IT systems, and use of Zoobook implies provider consent to utilize EMRDirect with no additional external vendor contract needed. EMRDirect services are not medical records for storage of data; all provider data is stored within Zoobook, and transmitted from and to Zoobook. Data available for transmission may be limited to specific criteria as permitted through EMRDirect and host and receiving systems. Initial connection fees with each user and/or third party HISP will be assessed per requested connection; transaction based fees based on the volume of data transmitted will be required to maintain ongoing connections and will be charged monthly at a nominal rate to cover costs related to data transmission. Unless otherwise imposed by EMRDirect, there are no limitations to the number of user licenses who may utilize established connections for data transmission.

• Prior to contract termination, Zoobook customers may withdraw data from Zoobook by way of PDF file, various reports and excel spreadsheets, downloading of previously attached documentation, and export select file data through several additional means.Following Contract termination, Zoobook manages data access through the following procedures. Zoobook does not release any information without provider approval and payment for access. Access to any data is limited to the provider, and providers are limited to the data maintained in their environment.

• For Clinical data:

  Zoobook will store all clinical data after contract termination for a minimum of 7 years or the mandatory minimum required by a provider’s state or Federal law, whichever is longest.
  If providers need a bulk transfer of clinical data from Zoobook, a written request must be submitted to Zoobook. Zoobook will provide an invoice payable upon receipt. Upon payment, within 45 days Zoobook will extract all data in a SQL format for all clients, including any uploaded attachments, and save this data on an encrypted physical storage medium (hard drive or flash drive, depending on the data size). The drive will be mailed, return receipt, to the provider. Upon Zoobook receiving confirmation of the hard drive’s delivery, the decryption key will be emailed to the provider. Zoobook is not responsible for the data upon delivery of the decryption key to the provider. In the event the provider needs additional bulk transfers of clinical data, Zoobook will issue additional invoices. The cost of the clinical data extraction is $13,000, which includes the cost of the physical hardware, mailing, and all additional costs.
  If a provider needs individual clinical file access (such as in response to court orders, client requests, or audit purposes), a written request outlining the needed client file(s) must be submitted to Zoobook. Zoobook will provide an invoice payable upon receipt at a rate of $180 per service request for the work involved in activating the account, creation of a read-only user login, assignment of files to the login, and the termination of the login and account after 48 hours. Additional time may be permitted upon written request however additional fees will apply at $100 per 48 hours of access. Only one login will be permitted which may be shared between provider staff; if 10 or more files are requested for access additional fees will apply at $30 per file. Support services, training, materials, or educational videos are not available.
  After 7 years or the time determined by Federal or State data retention laws, clinical data will no longer be available for access or extraction.

• For Non-Clinical Data:

  Zoobook will store all non-clinical data after contract termination for 1 year. After 1 year, data is archived and unavailable for retrieval.
  If a provider needs individual employee file access (such as in response to court orders, client requests, or audit purposes), a written request outlining the needed employee file(s) must be submitted to Zoobook. Zoobook will provide an invoice payable upon receipt at a rate of $180 per service request for the work involved in activating the account, creation of a read-only user login, assignment of files to the login, and the termination of the login and account after 48 hours. Additional time may be permitted upon written request however additional fees will apply at $100 per 48 hours of access. Only one login will be permitted which may be shared between provider staff; if 10 or more files are requested for access additional fees will apply at $30 per file. Support services, training, materials, or educational videos are not available.
  If a provider needs access to any additional non-clinical data, a login will be created at a rate of $300 per hour for the work involved in activating the account, creation of a read-only user login, assignment of modules to the login, and the termination of the login and account after 48 hours. Additional time may be permitted upon written request however additional fees will apply at $100 per 48 hours of access. Only one login will be permitted which may be shared between provider staff. Support services, training, materials, or educational videos are not available.
  Bulk transfer of non-clinical data is not available.