Licenses and seats

Each active user in your clinic takes one seat. There are two kinds:

• Full: for staff who work regularly. No limits.
• PRN: for as-needed clinicians. A provider on a PRN seat can document up to 25 visits per calendar month.

Front desk staff and billers take Full seats. Clinics with ABA also have free Technician seats; see technician seats.

Seats included with your plan#

Every plan includes a number of Full seats in its price. That number is the fewest Full seats your clinic holds, not a limit: you can hold more, and each Full seat above the included number is billed at the Full seat price. PRN seats are never part of the plan; each one is billed at the PRN seat price.

Enterprise plans include the number agreed in your contract. Until you buy seats, your clinic holds the included Full seats and no PRN seats.

Your bill has the plan price, plus one line for the Full seats above the included number and one line for your PRN seats. For example, on a plan that includes 5 Full seats, holding 8 Full seats and 2 PRN seats adds 3 Full seats and 2 PRN seats to the plan price.

When you change plans, the included number changes with it:

• Moving to a plan that includes more seats raises your Full seats to its included number if you held fewer. Seats you held above it stay, and stay billed.
• Moving to a plan that includes fewer seats keeps every Full seat you hold. The ones above the new included number are billed from the next invoice. Remove seats you no longer need as described below.

To change plans, click Change Plan at the top of Setup > Clinic > Subscription and pick the plan you want. A clinic that has never subscribed sees Subscribe instead, which opens the same plan picker. Enterprise plans are changed through NeatPractice support.

Review a plan change#

On a paid plan, clicking Upgrade or Downgrade in the plan picker opens a review before anything changes:

• Billing shows what the change costs. An upgrade is charged today for the rest of the billing period, with the credit for unused time on your old plan shown as proration lines. A downgrade charges nothing today; the review shows your next invoice at the new price.
• Your clinic loses appears on a downgrade when the lower plan gives less: modules and features it does not include, and allowances it lowers (for example included seats). Modules and add-ons you pay for separately, and the discipline your plan includes, are kept.

Click Confirm Upgrade or Confirm Downgrade to make the change, or Close to keep your plan. If the billing preview is unavailable for a moment, the review says so and you can still change the plan.

Next invoice#

On a paid plan, the Next Invoice section of Setup > Clinic > Subscription previews your next invoice: the date it is due, each line (the plan, seats above the included number, add-ons and any proration from changes this period) and the subtotal, total and amount due. Only people who can see the plan, such as the Owner, see it. If the preview cannot be loaded, the section says so; try again later.

To return to Free from a paid plan, open the plan picker and click Manage Subscription on the Free plan. It opens the billing portal, where you cancel the paid plan. Manage Subscription at the top of Setup > Clinic > Subscription opens the same portal; it appears once your clinic has checked out a paid plan, since a clinic that has only used Free has no billing account yet.

Payment method and invoices#

Click Manage Subscription at the top of Setup > Clinic > Subscription to open the billing portal. There you can:

• Update the card your clinic pays with.
• See every invoice, with what each line charged (plan, seats, add-ons and usage past your allowance), and download it as a receipt for your records.

Only people who can change the plan see Manage Subscription. When a payment fails, the Subscription page shows a notice with a button to update the card.

Add or remove seats#

Open Setup > Clinic > Subscription. The Licenses section shows, for Full seats and PRN seats, how many are in use out of how many you hold, for example 7 of 10 in use, and how many Full seats your plan includes. Under Billed per seat it lists the Full seats above the included number and your PRN seats, each with its count and, when it is known, the price per seat and the total. When a reduction is waiting for the end of the billing period, the section shows the new number and the date it applies.

The Owner and the Billing Manager can change the number of seats:

1. In the Licenses section, click Adjust Seats next to Billed per seat.
2. Enter the new Full seats and PRN seats counts. Billed per seat updates as you type.
3. Click Save Seats.

• Adding seats takes effect right away. Your card is charged for the rest of the current billing period.
• Removing seats takes effect at the end of the billing period. You keep the seats, and pay for them, until then; the next invoice uses the lower number.

You cannot hold fewer Full seats than your plan includes; the dialog asks for at least that many. You cannot remove seats that people are using. Deactivate members or move them to the other seat type first. If a change cannot be made, the Adjust Seats dialog says why and nothing is charged.

Choose a user's seat#

When you invite someone, choose Full or PRN under Seat in the Invite User dialog. The seat is held for them while the invitation is pending, so pending invitations count toward your seats.

To change a person's seat later, open Setup > People and access > Users, open the menu on their row, choose Edit, pick the other option under Seat and click Save Changes. The Seat column shows each user's seat. Reactivating a deactivated user also takes a seat. If every seat of that type is in use, the dialog shows Seat not available; add a seat first. The number of people you can invite is set only by the seats you hold, so adding Full seats above your plan's included number lets you invite more people.

Locations, storage, text messages, fax pages, electronic claims, eligibility checks and mailed statements have their own allowances; see plan usage and packs.

Technician seats#

While your clinic holds the ABA module, a member whose only role is Behavior Technician can take a Technician seat. Technician seats are free. Your clinic can hold up to four per active learner last month, never fewer than ten; the Licenses section shows them in use out of that number. Choose Technician under Seat when you invite or edit the person. A member with any other role, or a clinic's own copy of the role, needs a Full or PRN seat. See modules.

What gets recorded#

Seat changes, and every move of a user between Full and PRN, appear in the security audit log.

Pausing or cancelling#

To pause billing for a while or end the plan, see Pausing or cancelling your plan.

Referral credits#

To earn credits by referring another practice, see Referring another clinic.