Procurement FAQ

What does the Program License include?

Unlimited contract analyses and Unlimited Q&A for every resident at your program, for a 12-month term. The default configuration covers 200 codes per batch issuance; additional batches are available on request. After purchase, you receive a Stripe-issued paid receipt and a reimbursement claim form automatically; a signed W-9 is available on request at chiefs@clauseline.com.

Is this tool specialty-specific?

Yes. ClauseLine supports 10 specialty configurations — Emergency Medicine, Internal Medicine/Hospitalist, Family Practice, General Surgery, Neurology, OB/GYN, Pediatrics, Psychiatry, Radiology, and Anesthesia. The specialty is auto-detected from the contract text at the time of analysis. Residents do not need to select a specialty manually.

What benchmark data does ClauseLine use?

ClauseLine uses 2025 national compensation benchmarks for each supported specialty, stratified by employment type. The underlying data sources are not named publicly. Benchmark outputs include percentile context and employer-type qualifiers — they are never presented as absolute figures without context.

Is this eligible for reimbursement through our GME operating budget?

Typically yes. The Program License at $2,495/yr falls below most program directors' discretionary spending threshold (commonly $3,000), which means no additional committee approval is required. The five most common funding paths are: (1) GME operating budget, (2) hospital wellness or transition-to-practice budget, (3) resident-benefits line item, (4) educational foundation grants, (5) AAMC GIR Grant funds.

Can we expense this to our CME budget?

That depends on your program's CME stipend policy. Many programs classify contract literacy tools as educational tools for professional development, which aligns with the standard educational-tool framing used for CME stipends and book allowances. We recommend framing the purchase as a professional development educational tool when submitting for CME reimbursement.

Do you provide a W-9?

Yes. A signed W-9 is available on request — email chiefs@clauseline.com and we send it the same business day. ClauseLine LLC EIN: 42-2327985 also appears on every receipt.

Do you provide an invoice with NET terms?

Yes. NET-30 is the default. NET-60 and NET-90 terms are available on request — email chiefs@clauseline.com. You can also pay immediately by credit card through Stripe Checkout, or by ACH bank transfer on an invoiced order.

How does the purchase work?

Go to clauseline.com/institutions, select the Program License, and click "Buy now." You will be directed to a Stripe Checkout page. After payment, your welcome packet (paid receipt, reimbursement claim form, and codes dashboard link) is emailed to the billing address within minutes; a signed W-9 is available on request at chiefs@clauseline.com.

Can we pay by ACH?

Yes — by ACH bank transfer on an invoiced order. Request an invoice at chiefs@clauseline.com and we will send a Stripe Invoice with ACH payment instructions. The instant "Buy now" checkout takes credit card.

Can we have multiple billing contacts?

Yes. During checkout or in the inquiry form, you can specify a billing_email (receives invoices and receipts) and a contact_email (receives operational communications). The two can be different addresses — useful if your department administrator handles billing but your coordinator manages resident access.

How do we look up our purchase later?

Go to clauseline.com/institutions/lookup and enter your billing email address. A passwordless link is sent to that address, which opens your codes dashboard — no account or password required.

Do you offer multi-program institutional discounts?

Yes. Programs purchasing as part of a multi-program group (3 or more programs) qualify for volume pricing. Email chiefs@clauseline.com with the number of programs and their specialties to receive a custom quote.

How do residents activate their seat?

The coordinator distributes codes from the dashboard (one code per resident). Each resident visits clauseline.com/redeem, enters their code and their expected graduation date, and receives immediate full access for 12 months or until their graduation date, whichever comes first. No account creation or password is required beyond the redemption step.

What happens if a resident graduates mid-year?

Access ends on the resident's graduation date. The license seat stays in the program's pool — the coordinator can redistribute it to the next incoming cohort or fellow.

Can the same code be used by multiple residents?

No. Each code is bound to the first resident email address that redeems it. Once redeemed, the code is tied to that resident's account and cannot be transferred or reused.

What if a resident's email changes (e.g., after matching to a new hospital system)?

Email chiefs@clauseline.com with the resident's original email and new email. We handle re-binding manually within one business day. There is no fee for this.

Where is contract data stored?

Contract text is encrypted at rest in a Neon Postgres database and is automatically deleted 90 days after the analysis is completed. Residents can also trigger immediate deletion from their dashboard at any time.

Who can see my residents' analyses?

Only the resident. The coordinator dashboard shows seat usage (which codes have been redeemed and by which email address) but never displays analysis content, contract text, or individual clause findings. ClauseLine employees cannot access analysis content in normal operations.

Are contract uploads HIPAA-protected?

Physician employment contracts are employment data, not protected health information (PHI), so HIPAA does not apply to this data type. We still treat contract content as sensitive: it is encrypted at rest, never shared with third parties, and auto-deleted at 90 days. De-identified benchmark contributions are opt-in only and involve aggregate data points — never contract text.