Medical practice software costs: what is included and what costs extra?
Start with the work you want to run, then price the people, locations and usage behind it. A low entry price can be useful without being the whole budget.
One quote says “per provider.” Another says “per clinic.” A third includes the receptionist but bills for call minutes. It is possible to read all three carefully and still have no idea which costs less for your practice.
The way through is to build the same small operating brief for every vendor: who will use the system, where they work and which jobs the software should complete. Then ask each vendor to price that brief, including the parts that sit outside its subscription.
This guide concerns the ongoing software bill. We cover migration and the overlap month separately in our EHR switching cost guide. Published prices below were reviewed on October 19, 2026; confirm the current written offer before buying.
What does medical practice software cost?
There is no single price for “practice software,” because an appointment tool, an EHR and a managed billing service cover different work. Use published prices as starting points with their units attached.
| Published offer | Billing unit | What to price alongside it |
|---|---|---|
| Moxcares Starter: $99 per month | Per clinic, on monthly billing | The chosen AI workflows, clinical seats and optional revenue modules. |
| Practice Fusion EHR: from $199 per month | Per provider, with an annual commitment; billed monthly | The full office workflow and any separately contracted services; published price excludes taxes. |
| Moxcares ambient scribe: $69 per month | Per provider, as an optional add-on | The clinic plan and any other modules; the same scribe provider is counted once across clinics. |
Sources: Moxcares pricing and Practice Fusion pricing. These are examples of different billing units, not equivalent packages or a market-wide price range. A starting plan should be judged by what it includes.
Choose the workflow before adding modules
If the main problem is missed calls and unfinished intake, begin with patient interaction. Your existing EHR may remain in place, subject to the scheduling connection and handoff you agree. Keep that EHR subscription in the total while you evaluate the new layer.
If staff also need payment collection and coverage checks, add the relevant revenue workflow and ask about transaction charges. Buying claim-submission software is another decision. Paying a team to work denials and receivables is a service decision, even if the quote bundles it with software.
A practice choosing the full platform should price clinical access, prescribing, scribing and the intended billing operations for the actual team. You can phase those choices. A useful quote identifies what you can start with and what can be activated later, without suggesting that every optional module is compulsory.
The Moxcares pricing page organizes these choices around patient interaction, patient interaction with payments and verification, and the wider platform. Those are workflow choices; the selected plan and add-ons determine the subscription.
Make every unit visible in the quote
Give vendors a roster with each person’s role and locations. A physician who visits two sites, an occasional prescriber and a non-clinical administrator may have different licensing needs. Ask how each is counted, including part-time staff.
| Cost line | Unit to record | Question to resolve |
|---|---|---|
| Base subscription | Clinic, location, organization or user | What changes when we add a site or exceed the staff allowance? |
| Clinical access | Practitioner or clinical seat | Who needs a paid seat, and does it follow a provider across locations? |
| Prescribing and scribing | Prescriber or provider | Are these separate modules, and are occasional users counted differently? |
| Calls, messages and AI | Minutes, messages, tokens or another stated unit | What is included, what counts toward usage and what happens at the limit? |
| Billing and payments | Clinic, transaction, claim or contracted service | Which software, processing charges and human billing tasks are included? |
| Connections and support | Connection, project or support tier | Who maintains the link and handles a failed handoff? |
Put “included,” “not needed” or a quoted amount against each line. A blank is an unanswered question. Keep it visible rather than treating it as zero in the budget.
Work through the arithmetic without mixing packages
Consider one clinic selecting Moxcares Growth at $199 per month and choosing the $69 ambient scribe add-on for two providers. Those selected subscription lines total $337 per month: $199 + (2 × $69). At unchanged monthly rates, that is $4,044 over twelve months.
This is an illustration of those three subscriptions, not an all-inclusive clinical-platform quote. EHR access, eRx, other modules, usage, processing and applicable partner charges must be evaluated separately. Check the current Moxcares plan details for the configuration you actually intend to run.
For a different unit example, three Practice Fusion EHR provider licenses at its published starting rate of $199 would total $597 per month before taxes and any additional services. Monthly billing still comes with the stated annual commitment. This does not establish that either example replaces the other; the scopes and licensing terms differ.
For your own comparison, use one total for the selected monthly subscriptions and another for the expected usage and services. Keep setup costs separate. That way a vendor can update a single rate without obscuring how the rest of the quote was assembled.
Test the bill in a busier month
Usage-based tools need a volume assumption. Bring the call minutes and message counts you can actually obtain from your current system. If you do not have them, agree on an initial measurement period instead of treating an arbitrary estimate as a forecast.
For example, Ona’s receptionist documentation lists an add-on starting at $100 per month for 400 call minutes, with $0.20 per minute in overage. On those stated terms, 100 extra minutes would add $20 to that add-on. The required platform subscription and other applicable charges still need to be included in a complete quote.
Ask what starts and stops the meter. Does transferred-call time count? Are failed messages charged? If the product uses AI tokens, ask the vendor to translate a realistic sample of your workflows into expected usage. Minutes, messages and tokens are different units; they cannot be compared directly.
Confirm spending limits, alerts and the service’s behavior at the cap. Moxcares base plans have a monthly AI allowance and allow an overage limit, including zero. Check that the selected allowance and any pause at its limit fit the workflow you are relying on.
Ask what the billing line actually buys
A claim can be submitted successfully and still need follow-up. Ask who handles a rejection, a denial, missing documentation and an unpaid patient balance. Request those tasks in the scope of work if you expect a service team to do them.
For percentage-based proposals, record the charge base, minimums, exclusions and the work included. For a flat software fee, record the staff or service costs still required to operate it. A percentage and a monthly software subscription may pay for different responsibilities.
Keep payment-processing charges distinct from subscription and billing-service fees. Ask about transaction types, refunds, disputes, terminals and any separate partner agreement. Our small-practice RCM guide maps the work from verification to payment so you can assign each task before comparing the bill.
Read the renewal and exit terms while the quote is open
Record the contract length, billing frequency, renewal mechanism and cancellation process as separate items. “Monthly” can describe how an annual commitment is invoiced. If a discount applies only to the base plan, keep full-rate add-ons in your arithmetic.
Ask about implementation, data export, training and connection support before comparing the first-year total. These details matter even when your immediate plan is to keep the current EHR. Save the written scope with the quote and identify who will handle a connection problem after activation.
Put data responsibilities beside the commercial terms. The HHS business-associate guidance explains the applicable written assurances when a service provider acts as a business associate. Ask which agreement covers each provider in your proposed workflow, rather than assuming all services sit under the same contract.
Questions practice owners often ask
Can a clinic get started with Moxcares for $99 per month? Starter is $99 per clinic per month on monthly billing. Review its listed scheduling, intake and communication inclusions, then select any advanced AI, clinical or revenue workflows separately. You do not have to buy every module at launch.
Does per-clinic pricing mean providers are always free? Read the module terms. A clinic plan may include staff accounts while clinical seats, prescribing or scribing have their own per-person charges.
How do we compare a platform with several separate tools? Price the same completed workflows, people and expected volume. Include the subscriptions you would keep, and have your team try the handoffs. Repeated entry and unresolved requests still require someone’s time even when they do not appear as a software invoice line.
Keep reading
Start with the work your clinic needs.
Choose a starting plan, then review optional workflows, clinical seats and usage with a clear scope for your team.
See Moxcares plans and options