Administration
Plan usage and packs
Locations, storage, text messages, fax pages, electronic claims, eligibility checks and mailed statements your plan includes, packs, overage and what happens at the limit.
Your plan includes a monthly allowance of the things that cost money each time your clinic uses them. You can see each one, buy more when you run low, and know ahead of time what happens when you reach the limit.
| Meter | What counts | Resets |
|---|---|---|
| Locations | Active locations in Setup | Never: it is what you hold |
| Storage | Every file the clinic keeps: chart documents, signed notes, faxes | Never: it is what you hold |
| Text messages | Segments of every text sent, including reminders and replies | First day of each month |
| Fax pages | Pages faxed out once delivered, plus every page received | First day of each month |
| Electronic claims | Claims the clearinghouse accepts, original and corrected | First day of each month |
| Eligibility checks | Every electronic eligibility check, on demand or in the nightly run | First day of each month |
| Mailed statements | Paper statements mailed to patients | First day of each month |
Click Storage details under the Storage meter to see what makes it up: the total and number of files, when it last changed (it updates as soon as a file is added or removed), and how much each area holds, such as patient documents and photos, faxes and signed clinical documents. Anything that fits no named area is grouped into a single Other files row. You need access to the clinic's organization settings to open it.
A text longer than one segment (about 160 plain characters) counts as more than one. A claim's remittance (ERA) and the clearinghouse and payer acknowledgments come with the claim at no extra charge, and claim status checks are not counted. Printed paper claims and statements sent by email are never counted. Months follow the calendar in Coordinated Universal Time (UTC), so the count can reset in the evening of the last day of the month in the United States.
What each plan includes#
| Meter | Free | Basic | Standard | Advanced |
|---|---|---|---|---|
| Locations | 1 | 1 | 2 | 5 |
| Storage | 2 GB | 50 GB | 200 GB | 500 GB |
| Mailed statements | None | None | None | None |
| Assistant credits | 100 | 500 | 1,000 | 2,500 |
Text message, fax page, electronic claim and eligibility check allowances come with their add-ons; see the add-on prices and allowances. Clinics with ABA also see an Active learners meter, the month's count the ABA price bills; see ABA pricing. Clinics with Payroll see a Payroll seats meter, the most billed seats held this month, which the Payroll seat price bills after the month ends.
Enterprise allowances are set in your agreement. Assistant credits have their own page: assistant credits.
Every plan, Free included, comes with dictation and read aloud, which run on each user's own computer and use no assistant credits, and with the security audit log and the PHI access log, kept at least six years. They are not metered.
See your usage#
Open Setup > Clinic > Subscription. The Plan Usage section shows each meter as used out of the allowance, for
example 420 segments of 1,000 segments, with a bar and a badge once it is near or past the limit. The line under
each meter says how much your plan includes and how much packs added this month. A meter your plan does not limit
says Unlimited on your plan.
When a meter needs attention, a box at the top of the section says which one and what it means for your clinic.
Buy a pack#
A pack adds units to the current month only. Unused pack units do not carry over.
| Pack | Sizes |
|---|---|
| Text messages | 1,000 segments for $25, 5,000 for $100 |
| Fax pages | 500 pages for $40, 2,000 for $140 |
- In the Plan Usage section, find Buy more.
- Click the pack you want. Checkout opens in the same tab.
- Pay with your card. You come back to the Subscription page, and the units appear as soon as the payment clears.
Only people who can change the plan, such as the Owner, see Buy more. Storage and locations have no packs; on a paid plan, use past the allowance bills as overage.
Overage#
On paid plans, usage past the allowance is billed per unit on your next invoice after the month ends:
| Meter | Price past the allowance |
|---|---|
| Locations | $29 per location per month |
| Storage | $0.25 per GB per month |
| Text messages | $0.03 per segment |
| Fax pages | $0.10 per page |
| Electronic claims | $0.35 per claim |
| Eligibility checks | $0.25 per check |
| Mailed statements | $1.50 per statement |
Billed per unit in the Plan Usage section shows what this month has added so far: the units past the allowance, the price per unit and the total. For locations and storage, the highest amount during the month counts, so a location you close mid-month still counts for that month. Your agreement may set other prices.
At the limit#
The Free plan stops each meter at its allowance instead of billing overage. When a stopped meter is used up:
- Text messages: reminders and other texts are not sent. In the reminder history they show as failed with the reason usage cap reached. Email reminders keep going. On Free, the allowance is zero, so reminders go by email only.
- Fax pages: sending a fax shows a message that the allowance is used up, and nothing is sent. Faxes you receive still arrive.
- Electronic claims: Submit shows a message that the allowance is used up, and no claim in the batch is sent. You can still print paper claims.
- Eligibility checks: a check on demand shows the same message, and the nightly run skips its checks.
- Locations: you cannot add or reactivate a location until the allowance is raised.
Buy a pack to keep texting or faxing this month, change to a paid plan, or wait for the next month. Clinical documentation, charts and patient files are never blocked by plan usage, and storage never stops uploads.
Alerts#
When a meter reaches 80 percent of its allowance, and again at 100 percent, the clinic's Owner and Admin users get a notification and an email. Each alert goes out once a month per meter, and only once something was used. For locations and mailed statements, an alert goes out only once you pass what the plan includes. Alerts never mention patients or the people you texted or faxed.
What gets recorded#
When NeatPractice support changes your clinic's allowance or grants extra units, the change appears in the security audit log with the reason.