The software that runs your practice is your EHR. Everything else your staff use should be cheap, simple and yours, not another monthly bill that grows every time you hire.
Walk through a small practice’s subscriptions and the same pattern shows up. The EHR does the clinical work, the scheduling and the billing. Then, on top of it, every staff member has a Google Workspace or Microsoft 365 seat, maybe a chat app, maybe a file-sharing service, each billed per person per month. Hire a front-desk assistant and three bills go up.
Most of those seats exist for a handful of things: an email address, a way to message each other, and the occasional Word document. That doesn’t need a big-tech subscription for every person.
Not everybody needs the whole suite
Look at what each person actually uses. The front desk lives in the EHR and the browser. The medical assistants mostly need to reach each other quickly. A few people write letters and policies. Very few need a full cloud office suite, and almost nobody needs the storage, video conferencing and admin consoles that come bundled into every seat.
So we split it into the parts people use, and run them for the practice as one set.
What we set up instead
- Email that doesn’t cost per mailbox. We host practice email with a small, independent provider priced by usage rather than by user. Staff who need an address get one; adding a person doesn’t add a subscription. We already run our own email this way.
- Staff chat, encrypted end to end. Instead of texting each other or paying for a chat app, staff get an encrypted chat app: channels, direct messages and file sharing, encrypted end to end, on a server we run. One of our practices already uses it day to day.
- Word documents without Word. Our managed computers come with office software that opens and saves Word, Excel and PowerPoint files the way people expect. Letters, forms and spreadsheets keep working, and files you send outside the practice look right on the other end.
- A staff wiki for policies and how-tos. One place for the HIPAA policies, the front-desk procedures, the phone script and “how do I…” pages, so a policy change reaches everyone instead of living in someone’s inbox. New staff get one link on their first day.
- AI tools, without sending your data to a stranger. Where it helps, we can set up AI tools for drafting letters, summarising long documents or searching your own policies, run on infrastructure we control instead of a consumer chatbot.
All of it signs in with the same staff account as the practice’s computers, and all of it is managed by us: accounts, backups, updates and the “I can’t get in” calls.
One base price, not a per-user meter
We charge a flat base price for the set, not a fee per person. Grow from six staff to ten and the bill doesn’t move. The money that was going to per-seat licences stays in the practice.
What stays where it belongs
A word of honesty, because this is healthcare. Patient information belongs in the EHR, in Huginn for calls and texts, and in secure intake forms, not in everyday email or chat. We set the practice up so staff don’t need to put patient details in email at all, and we’ll tell you plainly which tool is right for what.
And not every practice should drop Microsoft or Google entirely. If someone genuinely needs Excel macros or a payer only takes a certain file, we keep a seat where it earns its place, just not one for everybody by default.
Is this for your practice?
If you’re paying per user for email and office tools your staff barely use, it’s worth a look. Tell us what you pay today and what people actually use, and we’ll show you what a flat set would look like.