Same-Day Conversion Service Policy

Please read and agree to the following policy before proceeding.

At ITX Pros, we understand the critical nature of your surgical timeline and the importance of receiving high-quality prosthetic conversions promptly. This policy has been established to ensure we can serve all clients efficiently, adhere to surgical schedules, and contribute to excellent surgical outcomes through clear expectations and procedures.

• Scheduling & Confirmation:
• The clinician or their administrative staff must schedule Same-Day conversion services with ITXPROS at least 2 business days before the scheduled surgical procedure date.

• Data Submission Deadline:
• The cut-off time for submitting photogrammetry/grammetry data is 1 hour after the scheduled conversion time of the surgical procedure
• Timely Data Submission:
  ○ The client must submit all required data within 1 hour of the originally scheduled appointment time.
  ○ If the data is submitted more than 1 hour and 1 minute after the scheduled appointment time, an additional fee of $50 will apply.
• Delayed Data Submission:
  ○ If the data is received more than 2 hours and 1 minute from the scheduled appointment time, the case will be processed and delivered within 1 business day.
  ○ The standard fees for immediate conversion will still apply in such cases.
• This deadline ensures the team has sufficient time to process the data and deliver the converted files within the same business day. Any adjustments required after the case is processed will be accommodated based on availability.

• Data Format and Transmission:
• All data must be submitted in the designated format (STL or Binary OBJ) via the designated secure platform, the ITXPROS Online Portal.
• The submitting party must ensure the data is complete, accurate, and adequately transmitted.
• Submitted data must be of diagnostic quality and free from artifacts or errors. Detailed specifications are outlined in the attached PDF document.
• Delayed Data Submission:
  ○ If the data is received more than 2 hours and 1 minute from the scheduled appointment time, the case will be processed and delivered within 1 business day.
  ○ The standard fees for immediate conversion will still apply in such cases.

• Data Quality & Incomplete Submissions:
• If submitted data is incomplete, inaccurate, or of poor quality, it will NOT be considered a "no-show."
• If the submitted data is incomplete, inaccurate, or of poor quality, and the clinician chooses to proceed with such data, ITXPROS cannot guarantee the success of the case.
• The clinician will be informed of the potential risks associated with proceeding under these circumstances.
• ITXPROS will not proceed with processing the case unless explicit consent is provided by the clinician or the client's administrative staff to continue working with the incomplete or inaccurate data.
• If new records are to be sent or adjustments are required, they have to be sent within the 2-hour window from the original scheduled appointment
• The Prosthetic Team will not be able to accommodate corrections beyond the 2-hour window. Instead, the case will be processed within 1 business day
• Delayed Data Submission:
  ○ If the data is received more than 2 hours and 1 minute from the scheduled appointment time, the case will be processed and delivered within 1 business day.
  ○ The standard fees for immediate conversion will still apply in such cases.

• No-Show Fee:
• A $100 cancellation fee will apply if:
  ○ No records are received on the day of the scheduled appointment, and until 2 hours have passed after the scheduled appointment time, and
  ○ No prior notification of cancellation is provided to ITXPROS before the scheduled appointment time.
• If prior notification of cancellation is made to ITXPROS before the scheduled appointment time, the cancellation fee will not apply.
• Notification should be made by contacting the ITX support team by phone at 833-448-9776 or by email at support@itxpros.com

• Confirmation of Data Receipt:
• Upon receipt of submitted data, ITXPROS will conduct a thorough review and apply quality checks to confirm the validity, accuracy, and completeness of the data
• The client will be promptly notified of the results of the data review and quality checks as soon as the evaluation is completed.

• Data Retention:
• Photogrammetry/grammetry data submitted to ITXPROS will be retained for five years following the procedure.
• After this period, the data may be securely deleted. Anonymized data might also be used for research and studies.