Healthcare Automation Pricing Comparison

Understanding Pricing Models

Healthcare automation platforms use different pricing structures. Understanding these models helps you predict costs as your practice grows. The three main approaches each favor different practice types.

Per-User (Per-Seat) Pricing

You pay a fixed monthly fee for each person who needs access. Healthie uses this model at $19-$149 per provider monthly. This works well for solo practitioners and small teams. Costs increase predictably with each new hire. A 5-person team on a $50/user plan pays $250/month regardless of usage.

Usage-Based Pricing

Platforms like Keragon charge based on how much you use the system. This includes factors like number of integrations, data volume, or automation runs. Usage pricing suits practices with variable workloads. Costs scale with activity rather than team size. This model makes budgeting harder since monthly charges fluctuate.

Flat-Rate Pricing

Some platforms charge one price regardless of users or usage. Vozo EHR's $25-$60/month plans include unlimited users. OhMD's $300/month covers the entire practice team. Flat pricing benefits growing practices since adding staff doesn't increase costs. It provides budget predictability but may cost more for very small teams.

Complete Cost Breakdown

Monthly subscription fees represent only part of your total investment. A complete cost analysis includes one-time expenses, ongoing fees, and soft costs that affect your bottom line.

One-Time Costs

Initial expenses include setup and implementation fees ($0-$2,000), data migration from your current system ($0-$1,000), and custom integration development ($500-$5,000). Training costs vary from free online resources to $500+ for on-site sessions. Most small practice platforms waive these fees. Enterprise solutions often include them in custom quotes.

Recurring Costs

Beyond the base subscription, watch for add-on module fees ($25-$100/month each), additional storage charges ($10-$50/month), premium support tiers ($50-$200/month), and API access fees ($25-$100/month). These extras can add 20-40% to your advertised monthly cost. Request a complete pricing sheet that lists all optional charges.

Soft Costs

Staff time spent learning new software reduces productivity. Budget 2-4 weeks at reduced efficiency during implementation. Workflow disruption during transition affects patient throughput. IT support for troubleshooting takes time from other tasks. These hidden costs often exceed the first year's subscription fees.

Hidden Costs to Watch For

Vendors don't always highlight every expense upfront. Knowing where hidden costs lurk helps you compare platforms accurately and avoid budget surprises.

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  Implementation fees: Enterprise platforms may charge $500-$2,000 for setup, configuration, and initial training that smaller platforms include free.
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  Data migration: Moving patient records from your old system costs $200-$1,000 depending on data volume and format complexity.
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  Integration charges: Connecting to your EHR or billing system may require custom work at $100-$500 per integration.
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  Storage overages: Base plans include limited storage. Exceeding limits triggers $10-$50/month in additional fees.
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  Contract termination: Early cancellation penalties range from 30 days' fees to the remaining contract balance.

Before signing, request a complete fee schedule. Ask specifically about each cost category listed above. Get answers in writing. Verbal promises about waived fees don't protect you if the invoice says otherwise.

Platform Price Comparison

This table compares published pricing for major healthcare automation platforms. Prices reflect standard rates as of January 2026. Enterprise and custom pricing may differ based on negotiation.

Keragon offers the most comprehensive integration capabilities but requires custom pricing for most practices. OhMD's higher base price reflects its specialized communication focus. Healthie provides strong value for wellness practitioners. Vozo EHR delivers the lowest entry point with unlimited users.

Per-User vs Flat Rate: Which Saves Money?

Your team size determines which pricing model costs less. Here's how to calculate the break-even point between per-user and flat-rate pricing.

The Math Behind Pricing Models

Consider a per-user platform at $79/month per provider versus a flat-rate platform at $300/month. For a solo practitioner, per-user costs $79/month. At 4 providers, per-user costs $316/month—more than the flat rate. The break-even point sits at 3.8 users. Practices with 4+ users save with flat-rate pricing.

Growth Considerations

Per-user pricing creates a financial barrier to hiring. Each new provider adds $50-$150/month to your software costs. Flat-rate eliminates this growth tax. If you plan to expand, factor future team size into your platform choice. A platform that seems expensive today may cost less at your 3-year team projection.

Usage vs Seats

Some staff members need full access while others check the system occasionally. Per-user pricing charges equally for power users and occasional viewers. Some platforms offer viewer-only licenses at reduced rates. Ask about role-based pricing if your team has mixed access needs.

How to Calculate ROI

Return on investment determines whether automation software pays for itself. Measuring ROI requires tracking time savings, error reduction, and revenue impact.

Time Savings Calculation

Track how many hours staff currently spend on tasks the software automates. Multiply hours saved by the hourly labor cost. If automation saves 10 hours/week at $25/hour, that's $1,000/month in labor value. A $300/month platform delivers $700/month net benefit before other savings.

Error Reduction Value

Manual data entry creates errors that require correction time. Billing mistakes cause claim denials and rework. Calculate your current error rate and the cost to fix each mistake. Even a 50% reduction in errors produces measurable savings. Track denied claims before and after implementation.

Revenue Impact

Better scheduling reduces no-shows. Faster check-in increases patient throughput. Automated reminders improve appointment attendance. Track these metrics monthly. A 5% reduction in no-shows at a practice seeing 100 patients/week could recover several thousand dollars annually in otherwise lost revenue.

Negotiation Strategies

Published prices aren't final. Vendors expect negotiation, especially for annual contracts and multi-year commitments. These strategies help you secure better terms.

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  Get competing quotes: Request proposals from 2-3 platforms. Share that you're evaluating alternatives. Vendors often match or beat competitor pricing to win your business.
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  Ask about end-of-quarter deals: Sales teams have quotas. Signing at quarter-end gives you leverage. Ask directly if better terms are available for a quick decision.
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  Negotiate implementation fees: Setup costs are often negotiable. Ask for waived fees in exchange for a longer contract term or case study participation.
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  Request price protection: Lock in current rates for 2-3 years. Get this in writing. Verbal agreements don't survive staff changes at the vendor.
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  Bundle for discounts: Adding modules or longer terms often unlocks better rates. Ask what combination provides the best overall value.

Document all negotiated terms in the contract. Email confirmations of verbal promises don't carry the same weight. Review the final agreement carefully before signing to ensure all discussed terms appear in writing.