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Portal Seats and Storage

Patient records are unlimited at every paid tier — you only pay for portal seats and storage when you actually need more of either. We replaced the old “Monthly Active Patients” framing with this page because the previous model conflated three different things — adding a chart, giving a patient a login, and uploading files — and the bill never quite explained itself. The new model is plain: records are free, seats are counted, storage is metered.

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What you get on each plan

  • Pro: 100 portal seats included. Unlimited patient records. 50 GB storage included.
  • Pro+: 250 portal seats included. Unlimited patient records. 200 GB storage included.
A portal seat is consumed only when you tick Provide portal access on a patient record. Adding a patient to the chart never consumes a seat.

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Why we built this

The old “MAP” framing measured activity in a way that did not match how clinics actually work. A receptionist adding a walk-in to the chart was charged the same as inviting a long-term patient to log in monthly. Storage was a separate concept stuffed inside the same number. We split the three: records are free, seats are the real cost driver, and storage is its own line.

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How to add more seats

If your clinic grows past the included number of portal seats:
  1. Open Settings → My Billing.
  2. Scroll to the Portal seats row. You will see “used vs. included” — for example, “92 of 100 used”.
  3. Click Request more seats. The Marketplace opens to the Portal Seat pack listing.
  4. Pick the size you need. Seat packs come as 3-seat bundles with a Pro+ discount.
  5. Submit the request. You will receive an invoice. Pay it; the new seats activate.

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How to add more storage

If your storage bar fills up:
  1. Open Settings → My Billing.
  2. Scroll to the Storage row. The progress bar shows how much of your included storage you have used.
  3. Click Request more storage. The Marketplace opens to the Storage pack listing.
  4. Pick a tier: 50 GB, 200 GB, 500 GB or 1 TB. Each tier is a flat monthly rate. The listing spells out what is included — HIPAA-compliant encryption, daily backups, role-based access, audit log for every file action.
  5. Submit the request. The pack activates as soon as the invoice is paid.

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How the “Provide portal access” checkbox works

  • Open any patient record. The form has a Provide portal access checkbox.
  • Leave it unticked: the patient is on your chart but cannot log in. Zero seats consumed.
  • Tick it: the patient receives an invitation email and consumes one seat.
  • Untick it later: the patient loses portal access and the seat is freed.
Patients who never need a login — walk-ins, dependent children, one-off visitors — should stay unticked. Patients on recall, on long treatment plans, or on payment installments are usually worth giving a login because they will use the portal to manage their own bookings and bills.

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How to use it

  1. Audit your current seat usage in Settings → My Billing.
  2. If you are above 80% of your included seats, open the patient list and filter to portal users — sort by last login. Untick portal access for any patient who has not logged in for six months and is not on an active treatment plan. The seat returns to your pool immediately.
  3. If you are still tight, request a seat pack from the Marketplace.
  4. Repeat the same audit for storage. Old films can be archived to a Storage pack tier; new films keep the included storage tidy.

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What changed since the last revision

  • The “Monthly Active Patients” page is retired. This is its replacement.
  • Records are now unlimited at every paid tier.
  • Seats and storage are separate concepts with separate add-on packs.
  • The Provide portal access checkbox is the only thing that consumes a seat.

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Need help?

If anything is unclear, write to [email protected] or open a ticket from Settings → Support.