Terms of Services

Effective Date: January 6, 2026

Welcome to HireGaynell.

These Terms of Service (“Terms”) govern your access to and use of hiregaynell.com, including any information, features, consultation requests, booking tools, forms, and services made available through the website.

The website is operated by The Rhema of Logos, LLC DBA HireGaynell (“HireGaynell,” “we,” “us,” or “our”).

By accessing this website, submitting an enquiry, scheduling a consultation, purchasing a service, or otherwise interacting with HireGaynell through the website, you agree to these Terms.

If you do not agree with these Terms, please do not use the website.

1. About HireGaynell

HireGaynell provides virtual administrative and business support primarily for mental health and behavioral health professionals, private practices, and related service providers.

Our services may include:

  • Virtual Assistant Services

  • SimplePractice Billing Support

  • Insurance Credentialing

  • Practice Administration

  • Practice Launch Support

  • Consulting

  • Mental Health Virtual Assistant Coaching

  • Related administrative and operational support

The exact scope of work provided to each client depends on the service purchased and any applicable proposal, invoice, service package, or signed agreement.

2. Website Terms and Individual Client Agreements

These Terms govern general use of the HireGaynell website and your general interaction with our business.

Certain services require a separate written agreement. Depending on the service, this may include a:

  • Virtual Administrative Services Agreement

  • Virtual Billing Services Agreement

  • Credentialing Services Agreement

  • Consulting Agreement

  • Coaching Agreement

  • Business Associate Agreement

  • Proposal

  • Invoice

  • Statement of Work

  • Other written agreement

Those agreements may contain service-specific terms relating to pricing, payment schedules, cancellation, termination, confidentiality, refunds, system access, responsibilities, and limitations of liability.

If these Terms conflict with a signed agreement covering a specific client engagement, the applicable signed agreement will control for that engagement.

Where HireGaynell enters into a Business Associate Agreement relating to Protected Health Information, the BAA will control with respect to the handling of PHI.

3. Eligibility to Use Our Services

You must be legally capable of entering into a binding agreement to purchase or use HireGaynell services.

If you use HireGaynell on behalf of a business, private practice, healthcare organisation, or other entity, you represent that you have the authority to act on behalf of that organisation.

You are responsible for providing accurate information when communicating with HireGaynell or purchasing services.

4. Nature of HireGaynell Services

HireGaynell provides administrative, operational, business support, consulting, and educational services.

HireGaynell does not become your physician, therapist, attorney, accountant, financial adviser, insurance company, payer, or other licensed professional merely because you use this website or purchase administrative services.

Information provided on the HireGaynell website is intended for general informational and business purposes.

It should not be considered medical, mental health, legal, tax, accounting, or financial advice.

You remain responsible for obtaining appropriate professional advice when your situation requires assistance from a licensed professional.

5. Healthcare and Mental Health Practice Support

HireGaynell works primarily with professionals and businesses operating within the mental health and behavioral health sectors.

Our role may involve administrative support associated with practice operations, insurance billing, credentialing, scheduling, intake processes, EHR administration, and other non-clinical activities.

HireGaynell does not make clinical decisions on behalf of healthcare providers.

Healthcare professionals remain responsible for their own:

  • Clinical decisions

  • Patient care

  • Diagnoses

  • Treatment plans

  • Clinical documentation

  • Professional licensing

  • Regulatory compliance

  • Coding decisions requiring professional judgement

  • Medical necessity decisions

  • Other duties reserved for licensed healthcare professionals

6. No Healthcare Provider-Patient Relationship

Use of this website does not create a healthcare provider-patient relationship between HireGaynell and any website visitor, client, or patient of a HireGaynell client.

HireGaynell does not diagnose, prescribe, provide psychotherapy, or provide medical treatment through this website.

Patients of practices supported by HireGaynell should contact their healthcare provider directly regarding treatment, medical records, diagnoses, appointments, emergencies, or other clinical matters.

If you are experiencing a medical or mental health emergency, do not rely on this website for assistance. Contact emergency services or an appropriate healthcare professional.

7. HIPAA and Protected Health Information

Some HireGaynell services may require access to Protected Health Information (“PHI”) on behalf of a healthcare provider.

When HireGaynell performs services for a HIPAA-covered entity and qualifies as a Business Associate, the parties may enter into a Business Associate Agreement before HireGaynell receives, creates, maintains, or transmits PHI.

Where a BAA applies, HireGaynell will handle PHI in accordance with the applicable BAA, HIPAA requirements, the underlying service agreement, and applicable law.

Submitting a website form, sending a general email, booking a consultation, or browsing hiregaynell.com does not by itself create a HIPAA Business Associate relationship.

Healthcare providers should not submit PHI through general website contact forms unless HireGaynell has specifically approved the method being used.

8. Virtual Assistant and Practice Administration Services

Virtual assistant and practice administration services may include administrative tasks associated with running a healthcare or mental health practice.

Services may include activities involving:

  • Appointment scheduling

  • Client intake administration

  • Insurance verification

  • EHR administration

  • Practice workflows

  • Claims administration

  • Credentialing support

  • Administrative correspondence

  • Payroll-related administration

  • Provider support

  • General practice management tasks

The exact responsibilities assigned to HireGaynell will be determined by the applicable service agreement.

Clients remain responsible for providing instructions, approvals, documentation, and access reasonably necessary for HireGaynell to perform the work.

9. Billing Support Services

HireGaynell may provide billing support involving administrative claims processing and related activities.

Depending on the service agreement, this may include:

  • Preparing or processing claims

  • Claims submission

  • Reviewing claim status

  • Researching rejected claims

  • Researching denied claims

  • Following up on unpaid claims

  • Insurance verification

  • EHR billing administration

HireGaynell does not control insurance carriers, benefit plans, clearinghouses, or other third parties involved in claim processing.

We therefore cannot guarantee that any claim will be:

  • Accepted

  • Approved

  • Paid

  • Paid within a particular period

  • Reimbursed at a particular amount

The healthcare provider remains responsible for ensuring that services, diagnoses, clinical documentation, coding information, and provider information supplied for billing purposes are accurate and appropriate.

Service-specific billing responsibilities are governed by the applicable Billing Services Agreement.

10. Credentialing Services

HireGaynell may assist healthcare providers with insurance credentialing, provider enrolment, EAP applications, CAQH administration, payer communications, application submission, and follow-up.

Credentialing decisions are made by insurance companies, EAPs, healthcare networks, government organisations, credentialing entities, and other third parties.

HireGaynell cannot guarantee:

  • Acceptance by a payer

  • Acceptance into a particular network

  • Approval of an application

  • Availability of an insurance panel

  • A specific credentialing completion date

  • Participation status with an insurance company

Credentialing timelines may vary significantly depending on the payer, application requirements, documentation, verification procedures, panel availability, and other factors outside HireGaynell’s control.

Any estimated completion period is an estimate only.

Clients are responsible for providing accurate and current documentation needed for credentialing.

11. Practice Launch Support

Practice Launch Support may include administrative guidance and assistance designed to help professionals establish or organise their practice.

Services may involve support with administrative systems, practice workflows, EHR setup, credentialing preparation, business processes, intake procedures, and related operational tasks.

HireGaynell does not guarantee that a practice will achieve a specific level of revenue, patient volume, profitability, insurance participation, or business growth.

Clients remain responsible for ensuring their practice complies with applicable licensing, business, professional, tax, employment, healthcare, and regulatory requirements.

12. Consulting Services

HireGaynell may provide consulting services related to business operations, administration, private practice systems, virtual assistance, and related professional matters.

Consulting is intended to provide information, recommendations, analysis, or professional guidance based on the scope agreed with the client.

Consulting provided by HireGaynell is not therapy, counselling, medical treatment, legal advice, or financial advice.

Clients remain responsible for deciding whether and how to implement any recommendations provided during consulting.

HireGaynell does not guarantee any particular outcome from consulting services.

13. Coaching Services

HireGaynell may provide coaching services under a separate Coaching Agreement.

Coaching is intended to provide guidance, accountability, professional development, goal setting, and support within the agreed coaching relationship.

Coaching is not:

  • Psychotherapy

  • Mental health treatment

  • Counselling

  • Medical treatment

  • Legal advice

  • A substitute for professional healthcare

The coaching relationship does not guarantee employment, income, business growth, career advancement, or another specific outcome.

The applicable Coaching Agreement will govern coaching-specific matters including payments, cancellations, confidentiality, and the scope of the coaching relationship.

14. Client Responsibilities

Clients agree to cooperate reasonably with HireGaynell in the delivery of purchased services.

You may be required to provide:

  • Complete and accurate information

  • Appropriate documentation

  • System access

  • Administrative permissions

  • Login credentials or individual staff access

  • Practice policies

  • Instructions

  • Timely approvals

  • Provider information

  • Credentialing documents

  • Billing information

  • Other information required for the service

Where possible, clients should provide HireGaynell with individual administrative or staff accounts instead of sharing primary account credentials.

HireGaynell is not responsible for delays caused by a client’s failure to provide required information, documentation, approvals, or access.

If required access is not provided, services may be delayed, suspended, or terminated according to the applicable service agreement.

15. Accuracy of Client Information

You are responsible for ensuring that information provided to HireGaynell is accurate, complete, current, and legally authorised for use.

HireGaynell may rely on information supplied by the client when performing administrative work.

HireGaynell is not responsible for losses, delays, rejections, claim issues, credentialing problems, or other consequences caused by inaccurate, incomplete, outdated, or misleading information supplied by the client or another authorised third party.

16. Pricing

Current service pricing may be displayed on the HireGaynell website.

Pricing may change as our services and packages evolve.

The final price for a client engagement will be the price shown at checkout or contained in the applicable invoice, proposal, package, or signed service agreement.

Where website pricing differs from a signed agreement covering an existing engagement, the signed agreement will control.

17. Payments

Certain HireGaynell services require payment before work begins.

Other services may involve recurring payments, monthly retainers, hourly packages, session fees, or project-based fees.

Payment requirements vary by service.

The applicable service agreement, invoice, proposal, or checkout terms will establish:

  • Amount due

  • Payment schedule

  • Due dates

  • Recurring payment terms

  • Late payment provisions

  • Service suspension provisions

HireGaynell may suspend services for unpaid invoices according to the terms of the applicable agreement.

18. Cancellations, Termination, and Refunds

Cancellation, termination, rescheduling, and refund policies vary according to the service purchased.

Some services may involve notice periods, cancellation fees, onboarding charges, non-refundable work already performed, or other service-specific requirements.

The applicable service agreement will govern these matters.

Where no separate service agreement exists, the cancellation or refund conditions presented during booking or purchase will apply.

19. No Guarantee of Results

HireGaynell will make reasonable efforts to perform agreed services professionally, but many outcomes depend on factors outside our control.

HireGaynell does not guarantee:

  • Insurance claim approval

  • Claim reimbursement

  • Credentialing approval

  • Insurance panel acceptance

  • Specific credentialing timelines

  • Business revenue

  • Practice growth

  • New clients or patients

  • Employment

  • Career results

  • Financial results

  • Specific coaching outcomes

  • Specific consulting outcomes

Testimonials, examples, case results, projected timelines, and descriptions of previous experiences do not guarantee that another client will receive the same results.

20. Confidentiality

HireGaynell recognizes that clients may provide confidential business and practice information during a service relationship.

Information obtained through client engagements will be handled in accordance with applicable confidentiality obligations and the relevant service agreement.

Where PHI is involved, additional protections may apply under HIPAA and the applicable BAA.

Confidentiality provisions contained in individual client agreements will control for those engagements.

21. Account Access and Security

Clients are responsible for ensuring that HireGaynell receives appropriate authorisation before accessing client-owned systems or third-party platforms.

HireGaynell will use authorised access only for purposes reasonably connected with providing agreed services.

Clients remain responsible for:

  • Managing user permissions

  • Maintaining secure account credentials

  • Revoking access when necessary

  • Informing HireGaynell about access changes

  • Complying with third-party platform requirements

22. Third-Party Platforms

HireGaynell may work with or through third-party platforms when providing services.

These may include:

  • SimplePractice

  • Insurance portals

  • CAQH

  • Availity

  • Scheduling services

  • Payment processors

  • Email platforms

  • Government portals

  • Credentialing platforms

  • Cloud-based business systems

Third-party platforms operate independently from HireGaynell.

HireGaynell cannot guarantee the availability, accuracy, security, performance, policies, or continued operation of third-party services.

We are not responsible for delays, outages, policy changes, application decisions, account restrictions, security incidents, or technical failures caused solely by a third-party provider outside our reasonable control.

23. Intellectual Property

Unless otherwise indicated, content available on hiregaynell.com belongs to or is licensed to HireGaynell.

This may include:

  • Website copy

  • Branding

  • Logos

  • Graphics

  • Educational materials

  • Training materials

  • Downloads

  • Templates

  • Service descriptions

  • Original written content

You may use the website for lawful personal or internal business purposes.

You may not copy, reproduce, republish, sell, commercially distribute, modify, or exploit HireGaynell-owned content without prior permission except where permitted by law.

Client-owned records, documents, trademarks, patient information, business materials, and data remain the property of the client or applicable owner.

24. Materials Provided by Clients

Clients retain ownership of materials they provide to HireGaynell.

By providing materials to HireGaynell, you authorise us to access, process, store, transmit, reproduce, or otherwise use those materials only as reasonably necessary to perform the agreed services, administer our relationship, protect legal rights, or comply with applicable law.

You represent that you have the necessary authority to provide such information to HireGaynell.

25. Acceptable Website Use

You agree not to use hiregaynell.com to:

  • Violate applicable law

  • Submit fraudulent information

  • Impersonate another person or organisation

  • Attempt unauthorised system access

  • Interfere with website security

  • Distribute malware

  • Scrape or harvest data without authorisation

  • Infringe intellectual property rights

  • Engage in abusive or deceptive conduct

  • Use the website for unlawful purposes

HireGaynell may restrict access where reasonably necessary to protect the website, the business, clients, systems, or other users.

26. Website Availability

We make reasonable efforts to keep hiregaynell.com available and functional.

We do not guarantee that the website will always operate without interruption, delay, technical errors, security issues, or downtime.

Maintenance, third-party outages, updates, internet failures, security measures, or other circumstances may temporarily affect availability.

27. Disclaimer of Warranties

To the fullest extent permitted by applicable law, the HireGaynell website and general website content are provided on an “as is” and “as available” basis.

We do not guarantee that all website information will always be complete, current, error-free, uninterrupted, or suitable for every user’s individual circumstances.

Specific obligations agreed to in a signed client agreement remain governed by that agreement.

28. Limitation of Liability

To the fullest extent permitted by applicable law, HireGaynell will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages arising solely from use of or inability to use the website.

Liability relating to paid client services will be subject to the limitation-of-liability provisions contained in the applicable service agreement.

Nothing in these Terms excludes or limits liability that cannot legally be excluded under applicable law.

29. Indemnification

To the extent permitted by law, you agree to indemnify and hold harmless The Rhema of Logos, LLC DBA HireGaynell and its owners, employees, contractors, and agents against third-party claims, liabilities, losses, or reasonable expenses arising from:

  • Your unlawful use of the website

  • Your material violation of these Terms

  • Information supplied without proper authority

  • Your violation of another person’s rights

Any different indemnification terms contained in a signed service agreement will apply to the services governed by that agreement.

30. Force Majeure

HireGaynell will not be responsible for delays or inability to perform obligations caused by circumstances outside our reasonable control.

These circumstances may include natural disasters, fires, floods, severe weather, war, civil unrest, government actions, widespread internet failures, major telecommunications outages, third-party system failures, public health emergencies, or similar disruptive events.

Any force majeure provision contained in a separate signed agreement will continue to apply to that engagement.

31. Privacy

Our collection and use of personal information through hiregaynell.com is governed by our Privacy Policy.

Where HireGaynell handles PHI as a Business Associate, the applicable BAA and HIPAA requirements will govern the handling of that information.

32. Electronic Communications

When you submit an enquiry, schedule a consultation, purchase a service, or communicate with HireGaynell electronically, you consent to receiving electronic communications reasonably related to your request or client relationship.

Electronic signatures and electronic acceptance may be used for agreements where permitted by law.

Transactional or service-related communications may be sent independently from promotional marketing communications.

33. Changes to Services

HireGaynell may add, discontinue, modify, or restructure website services, packages, pricing, or features.

Changes to future services will not automatically modify the terms of an already executed client agreement unless the agreement permits such changes or both parties agree to them.

34. Changes to These Terms

HireGaynell may update these Terms from time to time to reflect changes in our website, services, business operations, or legal requirements.

The latest version will be published on hiregaynell.com with an updated “Last Updated” date.

Changes will apply prospectively unless applicable law requires otherwise.

35. Governing Law

These website Terms are governed by the laws of the State of Louisiana, subject to applicable federal law and any mandatory legal requirements.

If a signed client agreement contains a different or more specific governing-law provision, that provision will apply to the engagement governed by that agreement.

36. Severability

If any provision of these Terms is determined to be invalid, unlawful, or unenforceable, the remaining provisions will continue to apply to the fullest extent permitted by law.

37. No Waiver

Failure by HireGaynell to enforce any provision of these Terms does not waive our right to enforce that provision later.

38. Entire Website Agreement

These Terms and the HireGaynell Privacy Policy govern general use of hiregaynell.com.

They do not replace any separate agreement entered into between HireGaynell and a client.

For paid services, the applicable service agreement, BAA, proposal, invoice, or other written agreement may contain additional terms.

If there is a conflict:

Service-specific matters: The signed Service Agreement controls.

PHI and HIPAA matters: The applicable Business Associate Agreement controls.

General website use: These Terms of Service control.

39. Contact Us

If you have questions about these Terms of Service, please contact:

The Rhema of Logos, LLC DBA HireGaynell

Website: hiregaynell.com
Email:admin@hiregaynell.com
Phone: 225-910-5023
Location: Baton Rouge, Louisiana, United States