Refund Policy
Effective October 28, 2026. Access Path Management, LLC, doing business as Provider Notes.
1. What you are paying for
You are paying for a licensed practitioner to evaluate your case and, if your condition meets your state's criteria, to complete the medical certification on your state's form. You are not paying for a particular outcome, and you are not paying for a permit. Permits are issued by your state, not by us.
2. When you are charged
The eligibility check is free and asks for no payment details. When you request an evaluation you provide a card, which is saved securely and not charged at that moment. It is charged once, at the fee shown to you before you confirm, when your evaluation begins: for a case review, when the practitioner begins reviewing your written answers; for a video visit, one hour before the visit. It is a single charge. There is no later charge, no subscription and no recurring authorization.
In every Service State the fee is $119.
3. Refund summary
| Situation | Refund |
|---|---|
| You saved a card but did not submit your request within 30 days | Nothing was charged |
| You submitted, and the practitioner certified | None |
| You submitted, and the practitioner did not certify | None |
| The practitioner declined to evaluate your case in writing and no alternative was available to you | Full refund |
| A technical failure on our side prevented your evaluation | Full refund, or a new evaluation at no charge, at your choice |
| Your state rejected the certification for a clinical reason attributable to the Practice, with documented proof | Full refund |
| Video visit: you canceled or moved it at least 24 hours before the visit | Full refund, or your fee carries to the new time |
| Video visit: you canceled or moved it with less than 24 hours’ notice, or missed it | None; we offer one new time at no extra charge |
| Video visit: completed, whatever the outcome | None |
| Your state rejected the form for an administrative reason that was ours | None; we reissue the form at no charge |
4. Which terms apply to you
Which ways of being evaluated are offered depends on the state you are in, and you are shown what is available before you pay. A case review is asynchronous: you answer in writing and a practitioner evaluates your case, with nothing to attend. A video visit is a short live appointment at a time you pick.
The rows above marked "case review" apply to the first; those marked "video visit" apply to the second.
5. The 30-day window
This applies to a case review. After saving a card you complete your evaluation request, and the practitioner cannot begin until you submit it. If you do not submit within 30 days, the request lapses; nothing was charged, and nothing is. We send reminders before that happens.
A video visit has a scheduled time instead, and the cancellation terms in the table apply.
6. A completed evaluation
A completed evaluation is not refundable, whatever the outcome. If the practitioner does not certify your condition, you paid for an evaluation and it was performed. The free eligibility check exists to identify, before you pay, conditions that clearly fall outside your state's criteria or our practitioners' scope. The final determination is always the practitioner's, made on the information you provide.
Practitioners are compensated identically whether or not they certify.
7. Rejection by your state
The Practice completes the medical certification only. Your permit is issued by your state's motor vehicle agency, or by a county office acting for it.
If your state rejects the certification we provided specifically because the certification itself is clinically insufficient, incomplete or unacceptable for a reason attributable to the Practice, you may request a full refund. Send documented proof of the rejection, including any written reason, to help@providernotes.com within 15 days of receiving it. We review within 5 business days and, if approved, refund within 5 to 10 business days.
This refund is not available where the rejection is for an administrative or patient-error reason, including a missing patient signature, an expired form, or submission to the wrong office or in the wrong format. We will reissue the form at no charge if the administrative error was ours.
8. How to request a refund
Write to help@providernotes.com or call (754) 233-0586. Tell us your name, the date of your payment, and what happened. Approved refunds are issued by Access Path Management, LLC to the card that was charged, within 5 to 10 business days of approval.
9. Chargebacks
If you believe a charge is wrong, please contact us before your bank. We can almost always resolve it faster, and a chargeback on a completed medical evaluation is disputed with the documentation you signed, which serves nobody well.
Questions about this document? Call (754) 233-0586 on a weekday, or write to help@providernotes.com. Please do not include health information in an email.