e-MDs Renewal Page 2

P.O. Box 2889

Cedar Park, TX 78630
T: 512.257.5200
F: 512.257.5225
April 29, 2014

RE: Annual Maintenance Renewal for e-MDs software

Dear Valued Customer:
Our records indicate that your Annual Maintenance Agreement for Upgrades and Support will expire soon. A
Renewal Agreement is enclosed. To ensure uninterrupted Upgrades and Support, please sign and return it right
away. If you would like to pay via credit card please complete the credit card payment section of the renewal
agreement and fax it back to 512-257-5225, Attn: Maintenance Renewal Department.

Renewal Fees for Maintenance and Support

The annual maintenance and support fee is equal to a percentage of the current initial license fees, determined
at the time of renewal. The maintenance plan insures that you will get the latest reference data and the latest
technology. On a regular basis e-MDs will update information included in the Software, such as codes or
medical libraries. The cost of these updates is covered by the Maintenance and Support Fee.
e-MDs may elect to release additional software enhancements or features that offer additional functionality not
included in the e-MDs Solution Series at the time of your initial license. These upgrades will also be mde
available to existing users of the Software as part of the Maintenance and Support Fee. The cost, if any, of
upgrading 3rd party software (i.e. Microsoft SQL) is not included in e-MDs Maintenance Fee and will be borne by
the end-user.
From time to time e-MDs may query your server remotely, or you will be asked to certify to us the number of
providers currently using the e-MDs Solution Series applications at your site. Maintenance and Support fees will
be pro-rated monthly for providers or applications added during the reporting year, to adjust all annual fees to the
end-user's license anniversary date.
Please review the attached renewal form for accuracy. If you have any changes and need to get an updated
renewal form or if you have any other questions concerning your maintenance agreement, please email
licensing@e-mds.com. If all information is accurate, complete the provider list, sign and fax to 512-257-5225 or
send to PO Box 2889, Cedar Park, TX 78630, attn: Maintenance Renewal. If you are paying by check,
please note that the maintenance renewal agreement does not include applicable sales tax. Once you
return your signed maintenance agreement, we will create a formal invoice with sales tax and mail to
your office. If you need the invoice expedited, please let us know where to fax or email it to when you
send in your completed maintenance renewal. If you are paying by credit card, complete the credit card
section of the renewal. We will add sales tax and charge the credit card once we receive the completed
renewal.

All renewal amounts are due prior to the commencement date of the renewal period. Maintenance must be
continuous; in the event of renewal after a period of lapse, Licensee will be responsible for retroactive payments
for the lapse period. Maintenance fees delinquent beyond 180 days may not be brought current and will require
the customer to repurchase the current version of our software.
Licensing
Upon the renewal of your maintenance, e-MDs will email you an activation key. Requesting and installing the
new key will prevent and/or resolve any warning messages that your license will expire. Please complete the
bottom of the maintenance agreement so we can automatically email you the activation key. If you have any
questions, please email licensing@e-mds.com.
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Thank you for choosing e-MDs software and we look forward to serving you.
Maintenance Renewal - e-MDs

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e-MDs Renewal Page 3

e-MDs
Annual Maintenance Renewal Agreement
Please complete the provider list and the version that you are currently running. In addition, please review the information
below for accuracy. Any changes should be reported by emailing licensing@e-mds.com

Customer Profile
Annual Maintenance Renewal Period:

Customer Name:

to

5/1/2014

4/30/2015

Cass County Pediatric & Adolescents

Provider List (if you need additional space, please attach list):
Includes but is not limited to MD, PA and NPs

Solution Series
-

Products:

Electronic Filing
Software License*

Patient Portal (Live), RxHub (Live)

Gateway
3

MS SQL Workstation License**

14

AMA User Licenses***

14

***Last year, e-MDs reported 14 AMA user licenses to the American Medical Association. Please see the
note on page 5 of the renewal for the AMA definition of a user. Please confirm your user count on the line to
the right.
Please write the Solution Series version you are currently using on the line to the right.

Annual Maintenance Fee

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Annual Upgrade Maintenance and Support Maintenance:

5,276.70

AMA CPT Codes ($20 per user per year)

280.00

RxHub (Formulary Benefits) ($300 per provider per year)

900.00

Patient Portal ($900 per provider per year)

2,700.00

ElectronicFilingMaintenance

250.00

Amount Due Annual (sales tax will be added at time of invoice, as

applicable)

9,406.70

Customers are required to have a software license for each provider to be compliant with our licensing policies

**

Customers are required to have a workstation license for each workstation to be compliant with our licensing policies

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e-MDs Renewal Page 4

e-MDs strongly encourages the Customer to develop and follow: (1) a Software back-up plan (at
least weekly a full system backup, in addition to performing a full system database backup
immediately prior to installing any upgrade (including enhancements or modifications of any
kind) to the Software and each such pre-upgrade backup should be maintained until the date that
is the later of: twelve full months from the date of the installation of the upgrade to the
Customers Software or six months after the next such upgrade) and (2) a disaster recovery plan
for the Customers use of the Software and related operations. To the extent Customer does not
have and maintain at least such minimum recommended full database backups, Customer
understands e-MDs is not in any way responsible for: any damages and inconveniences
resulting from such failure; and, including any damages or inconveniences that would have been
mitigated with such recommended minimum back-ups. Although e-MDs does not provide such
services, Customer should consult with Customers own IT staff or contractors and consultants
to develop an appropriate back-up plan and disaster recovery options for the Customers
operations related to the Software. e-MDs agrees that Customer may copy and image the
applicable e-MDs Software database(s) as reasonable and appropriate for such backup and
recovery purposes. Customer agrees to keep an accurate accounting of all copies and backups
of the Software made and to provide e-MDs with such accounting upon request. Customer is
responsible to require that any third party providing such services to Customer abides by and
complies with the Customers obligations under the Agreement.
On behalf of the named Customer, I certify that I am an authorized representative to approve this
Renewal Agreement and that Customer has read and agrees to and understands the terms and
conditions: (1) stated on this Renewal Agreement; (2) those listed in the Annual Maintenance
and Support Renewal Agreement, the End User License Agreement, Website Terms of Use, (all as
currently listed on the e-MDs Customer support website); and, (3) to the extent not inconsistent
or modified by the above referenced newer terms and conditions, such other terms and
conditions of the Customers existing Agreement with e-MDs will continue and remain in full
force and effect. Customer may request (via email from an authorized customer representative)
copies of Customers current Renewal Agreement as well as any other parts of Customers
existing Agreement with e-MDs. In addition, to the best of my knowledge the above information
is accurate and the named Customer is in material compliance with all such existing terms and
conditions of the Customers Agreement with e-MDs.

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e-MDs Renewal Page 5

Customer confirms that: (1) the number of Users (defined below) being reported by Customer related
to the AMA CPT Code [CPT copyright 2012 American Medical Association. All rights reserved; CPT is
a registered trademark of the American Medical Association] content is accurate, along with the current
number of such Users confirmed by Customer on this annual renewal agreement; (2) Customer has only
accessed and will only use and access the AMA CPT Code content designated as being in the same
calendar and subsequent years of consecutive annual renewals (as may be applicable to Customer) year
that Customer first obtained the Software from e-MDs; and (3) Customer understands and agrees that
will be obligated to pay additional charges if Customer or its Users uses or accesses the AMA CPT Code
content designated for any calendar years prior to the calendar year in which Customer initially became
an authorized user of e-MDs Software and customer of e-MDs or for any year during which Customer
may have not consecutively renewed the Customers account with e-MDs.
Currently, the AMA provides the following written guidance related to how you as the Customer must
comply with and confirm related to the AMA CPT Code content embedded in the e-MDs Software:
According to the terms of the AMA CPT Code licensing Agreement, User means an individual who:
(a) accesses, uses, or manipulates CPT Editorial Content contained in the Electronic Licensed Product;
or
(b) accesses, uses, or manipulates the Electronic Licensed Product to produce or enable an output (data,
reports, or the like) that could not have been created without the CPT embedded in the Electronic
Licensed Product even though CPT Editorial Content may not be visible or directly accessible; or
(c) makes use of an output of the Electronic Licensed Product that relies on or could not have been
created without the CPT Editorial Content embedded in the Electronic Licensed Product even though
CPT Editorial Content may not be visible or directly accessible.
Customer confirms that __________ are the total number of Users per the above stated definition from
the AMA for AMA CPT Code purposes on Customers database(s) for the Customers annual renewal
period covered by this renewal agreement.
The undersigned is an authorized representative of the Customer and on behalf of the Customer certifies
the information submitted in this renewal agreement (and all attachments, if any, submitted with this
form by Customer) is true and correct. The Customer agrees and understands that as a condition to the
Customers Agreement with e-MDs, the information provided in this Customer renewal agreement and all
other Customer account information must be kept current, and the Customer agrees to notify e-MDs in
writing (via electronic mail to licensing@e-mds.com) at least sixty (60) days in advance of any changes,
or as soon as possible before or after such a change occurs or Customer becomes aware such a change
is likely to occur related to the information submitted on this form.

Customer Signature:

Date:

ONCE YOU RENEW YOUR MAINTENANCE, YOU WILL NEED AN UPDATED ACTIVATION KEY. PLEASE PROVIDE AN EMAIL ADDRESS
SO WE CAN SEND YOU THE UPDATED ACTIVATION KEY AUTOMATICALLY. ACTIVATION KEYS CAN ONLY BE SENT VIA EMAIL,
THEREFORE, THERE IS NO NEED TO CALL CUSTOMER SUPPORT. IF YOU HAVE QUESTIONS CONCERING YOUR LICENSE,
PLEASE EMAIL LICENSING@E-MDS.COM.

Please email my license to :

__________________________________________________________@ ___________________________________________ . __________________

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e-MDs Renewal Page 6

Customer Name:

Cass County Pediatric & Adolescents

Renewal - Payments by Credit Card

*Credit Card Number:

Expiration Date:

Billing Address

City

State

Zip Code

*Name as it Appears on the Card:

*Signature of Card Holder:

ONCE YOU RENEW YOUR MAINTENANCE, YOU WILL NEED AN UPDATED ACTIVATION KEY. PLEASE PROVIDE AN EMAIL
ADDRESS SO WE CAN SEND YOU THE UPDATED ACTIVATION KEY AUTOMATICALLY. ACTIVATION KEYS CAN ONLY BE
SENT VIA EMAIL, THEREFORE, THERE IS NO NEED TO CALL CUSTOMER SUPPORT. IF YOU HAVE QUESTIONS
CONCERING YOUR LICENSE, PLEASE EMAIL LICENSING@E-MDS.COM.

Please email my license to :

__________________________________________________________@ ___________________________________________ . __________________

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