CIMS Terms of Use

These Terms of Use ("Terms") govern your access to and use of the CIMS (Consolidated Information Management System) application, the CIMS Reports application, the CIMS help pages, and related notifications (together, "CIMS"), provided by TWINSIS, LLC ("TWINSIS," "we," "our," or "us"). By signing in to or using CIMS, you agree to these Terms.

Your Agency's Agreement

CIMS is provided to human services agencies ("agencies") under a written agreement between the agency and TWINSIS, which may include subscription terms, a statement of work, and a Business Associate Agreement (BAA). That agreement governs the relationship between your agency and TWINSIS. These Terms set the rules for individual users. If these Terms conflict with your agency's agreement, the agreement controls. Your agency's own policies also apply to your use of CIMS. Use of our public website is governed by the TWINSIS, LLC Terms of Use.

Who May Use CIMS

Only people your agency authorizes, such as its employees and contractors, may use CIMS. You must sign in with a Microsoft work account from an organization approved for your agency. Use CIMS only for your agency's business and only within the role your agency assigned to you. Your access ends when your agency removes it.

Your Account

• Keep your sign-in credentials private, and never let anyone else use your account.
• Follow your agency's sign-in rules, including multi-factor authentication.
• Sign out when you finish, especially on a shared device, and keep your devices locked and up to date.
• Don't approve Microsoft sign-in or permission prompts you don't recognize.
• Tell your agency right away if you think someone else has used your account.

You are responsible for activity that happens under your account.

Protecting Health and Personal Information

CIMS contains protected health information (PHI) and other sensitive personal information. You must follow HIPAA, other applicable privacy laws, and your agency's privacy policies. In particular:

• Open and use only the information you need for your job.
• Don't share information from CIMS through personal email, personal text messages, social media, or personal apps.
• Downloads, exports, and printouts from CIMS and CIMS Reports can contain PHI. Store them as your agency's policy requires, and delete local copies you no longer need.
• Links to documents in CIMS work without signing in for up to 7 days. Don't share these links. Point coworkers to the record in CIMS instead.
• If you share information with the wrong person or notice a privacy or security problem, report it to your agency right away.

Accurate Records

Enter information that is accurate and complete. Service documentation, clock-in and clock-out records, medication records, signatures, and billing information must reflect what actually happened. Correct mistakes; don't delete records to hide them. When you use clock-in and clock-out features, CIMS may record your device's location and, if your agency uses this feature, take a photo with your device's camera, as described in the CIMS Privacy Policy.

Prohibited Use

You agree not to:

• Access or try to access CIMS, an agency, or records you are not authorized to use.
• Look at records without a work reason, or use information from CIMS for personal purposes.
• Try to bypass, disable, or test security features, roles, or permissions, or scan, probe, overload, or disrupt CIMS.
• Copy, scrape, or bulk export information beyond the features your role provides.
• Upload malicious software, or content you have no right to use.
• Enter false information, falsify records or signatures, or use CIMS for fraudulent billing or any other unlawful purpose.
• Copy, modify, reverse engineer, or resell CIMS, or use it to build a competing product.
• Remove copyright, license, or other notices from CIMS.

AI Features

Your agency may turn on optional AI features, such as service log reviews, shift briefings, and plan suggestions. AI output can be incomplete or wrong. It is advisory only: check it against the records and use your professional judgment before relying on it. You remain responsible for your decisions and your documentation.

Clinical, Billing, and Compliance Responsibility

CIMS is a tool that helps your agency manage its work. It does not provide medical, clinical, legal, or billing advice. Your agency and its staff are responsible for care decisions, medication administration, the accuracy of claims and billing, and compliance with the rules that apply to them. Reports reflect the information entered into CIMS.

Notifications and Text Messages

CIMS may send you in-app messages and emails about your work. CIMS sends text messages only if you have agreed to the Mobile text messages policy. Standard message and data rates may apply. You can withdraw consent at any time in My Profile → My Consents.

Activity Records and Monitoring

CIMS records sign-ins, sign-outs, changes to records, and technical information about your use of CIMS. Your agency, and TWINSIS when your agency asks or when needed to secure and support CIMS, may review these records for security, compliance, quality, and support.

Availability and Changes

We regularly update CIMS and may add, change, or remove features. CIMS may be unavailable during planned maintenance or unexpected outages. Service availability commitments, if any, are in your agency's agreement. Follow your agency's plan for keeping paper backups of critical information, such as medication schedules.

Intellectual Property

CIMS, including its software, design, reports, and documentation, is owned by TWINSIS or its licensors and is protected by intellectual property laws. These Terms give you no rights in CIMS beyond using it for your agency as described here. Third-party software notices are available on the CIMS About page. Rights in the information your agency enters into CIMS are described in your agency's agreement with TWINSIS.

Feedback

If you send feedback or suggestions, TWINSIS may use them to improve CIMS without any obligation to you. Don't include PHI in feedback.

Suspension and Termination

Your agency may change or end your access at any time. TWINSIS may suspend access when needed to protect the security or integrity of CIMS or the information in it, or to comply with the law, and will notify your agency.

Disclaimer of Warranties

Any warranties for CIMS are those, if any, stated in your agency's agreement with TWINSIS. Otherwise, to the fullest extent permitted by law, CIMS is provided to you "as is" and "as available," and TWINSIS disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

Limitation of Liability

To the fullest extent permitted by law, TWINSIS and its owners, employees, contractors, and representatives will not be liable to you for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for lost profits, lost data, or business interruption, arising from or related to your use of CIMS. TWINSIS's responsibilities to your agency are set by your agency's agreement.

Governing Law

These Terms are governed by the same law that governs your agency's agreement with TWINSIS, and disputes are resolved as that agreement provides.

Privacy

How TWINSIS handles information in CIMS is described in the CIMS Privacy Policy.

Changes to these Terms

We may update these Terms from time to time. When we make changes, we will update the effective date above. Your continued use of CIMS after changes are posted means you accept the updated Terms.

Contact Us

If you have questions about these Terms, contact your agency's CIMS administrator first. You or your administrator can also reach TWINSIS Support at support@twinsis.net. Please do not include protected health information in your message.