Coral Springs office. Serving Broward, Miami-Dade and Palm Beach.Coral Springs, Florida
866-310-6011AI use and cost
Someone on your team may be pasting client or patient details into a free AI tool right now. You may also be paying for three tools that do the same job. We make a plain list of the AI your team uses, write a short rule for using it, set spending limits and alerts where the tools support them, and give you a dated record every quarter.
We write down which AI tools are in use, what they cost, and what was decided.
Example only, not a real client’s results.
Who it’s for
Law firms, accounting and tax offices, insurance agencies, and medical and dental offices. In short, any small office whose staff handle client or patient information and have started to use AI at work, with or without asking you first.
Why this matters
You can’t set a rule for tools you don’t know about.
STAFF USE IT QUIETLY
PagerDuty, which sells IT software, surveyed 1,250 workers at large companies in four countries in June 2026. Two-thirds said they had used AI tools at work even though they believed it was not permitted under company policy. And 88% said they had shared work-related information with public AI tools such as ChatGPT, Claude or Gemini. This was a vendor survey of large companies. A small office may look different.
ASK YOUR ADVISOR
The American Bar Association and the Florida Bar publish guidance for lawyers on AI use. We help you write a short rule in plain words, but we can’t tell you which duties apply to your office. Ask your attorney. Accountants and insurance agents should ask their professional body, their broker or their attorney.
We can’t see everything. Our list comes from what you and your staff tell us, from your bills and card statements, and from a short walk-through with your team. We don’t watch your computers. Staff can still use a tool we never heard about. We can’t promise that no client information was ever pasted into an AI tool, and we can’t undo what already happened. We don’t decide which tools are safe or allowed for your office. This page is not legal advice. Whether a particular AI tool is allowed under your license, your clients’ contracts or privacy law is a question for your attorney, your compliance advisor or your professional body.
How it works
We start with what is actually happening: which AI tools people use, which ones you pay for, and what kind of information goes into them. We don’t start by banning anything.
Already have an IT company? We can work alongside them. You don’t have to replace anyone.
We go through your card and bank charges, your software subscriptions and a short talk with your team. You get one list: each AI tool, who uses it, whether it is paid or free, and whether client information goes into it.
A short AI use policy in plain words. Which tools you have approved, which kinds of information stay out of a tool, and who to ask before adding a new one. Your attorney or compliance advisor should review it before you adopt it.
Spending limits and alerts where a tool or your card supports them. You or your admin set them with our guidance, or we do it with limited access agreed in writing. We record which controls are available and their limits. Every quarter we review the list and charges and write down what changed and what you decided.
What you can buy
Start with a one-time list and policy, then a quarterly update.
01 / LISTStart here
Find out what is really in use and what it costs.
You get: one plain list, possible duplicate charges, and questions for your attorney or advisor.
02 / RULEThe policy
A short rule in plain words.
You get: a draft for your attorney or advisor to review.
03 / WATCHEvery quarter
We keep the list current and the spending under control.
You get: a dated record of what you decided.
The price depends on how many people you have and how many tools we find. You get it in writing after the free check, before you pay anything.
Your quarterly record
A short, dated page in plain words, every quarter.
Sample layout, not a real client’s results.
Every entry is dated.
Free AI tools tally
Ask for a free AI tools tally. The free check takes us no more than 30 minutes in total, including a short call and the summary. You tell us which AI tools your team uses and what you pay for them. You can read us the vendor names from a card statement. We send you a one-page list of the tools you named, possible duplicate charges, and questions for your attorney or advisor. It is based only on what you tell us. No cost and no obligation. We reply within one business day.
If you want our help after that, you get what we’ll do, the timing and the price in writing before you pay anything.
Prefer to write directly? Email info@othexcorp.com.
Tell us your business name, how many people work there, and which AI tools you know about. Please don’t send passwords, card numbers or client information.
Get my free AI tools tally Talk about AI useStraight answers
Plain answers about what we do and what we don’t.
No. For the free check we need no passwords and no access to anything. If you hire us, we work from your bills, your subscription lists and a short talk with your team. We don’t watch what people type.
No. Many offices find AI useful. We list the tools you name and the charges, and help you write down which tools you approve and which kinds of information stay out of them. Your staff keep working.
We can’t tell you that, and this page is not legal advice. The American Bar Association and the Florida Bar publish guidance for lawyers on AI use (ABA Formal Opinion 512 (PDF, opens in a new tab), Florida Bar Opinion 24-1 (opens in a new tab)). Ask your attorney which duties apply to your office. Accountants and insurance agents should ask their professional body, their broker or their attorney.
Ask your attorney or compliance advisor before putting patient information into an AI tool. We can list the tools your staff report using.
We can’t know that. We can’t see what was typed into a tool in the past. What we can do is list the tools you tell us about now, so you and your attorney or advisor have something real to work from.
The list is shorter, so it is quicker to make. In a small office one person often handles billing, email and client files, so one habit can touch all of it. A short list and one page of rules still help.
The free check costs nothing. If you want our help after that, the price depends on how many people you have and how many tools we find. You get the price in writing before you pay anything.