NovoClinical
بواسطة NovoMedici, LLC
NovoClinical typical implementation process:
Initial Consultation and Needs Assessment: NovoMedici begins the process by analyzing the healthcare practice’s size, specialty, and workflow requirements to identify the ideal configuration of EHR, billing, and patient management modules.
Customization and System Configuration: The platform is tailored to the practice’s operational model, including custom templates, workflows, and specialty-specific forms. Since NovoClinical is modular and cloud-based, there is no heavy software installation or hardware dependency.
Data Migration: Existing patient records, billing information, and scheduling data are securely migrated to the NovoClinical cloud environment. This step typically takes place concurrently with setup and validation to avoid downtime.
Software Implementation: NovoClinical’s cloud-native architecture allows full system deployment within 48 hours, making it one of the industry’s fastest EHR implementations. The process includes security configuration, user account setup, and connectivity with labs and billing services.
Training and Onboarding: End-users—including providers, staff, and billing teams—receive structured training that can be completed within hours rather than weeks, focusing on using the interface, templates, and patient portal tools efficiently.
Testing and Go-Live: The software goes through a testing period to validate e-prescribing, billing, lab integrations, and clinical workflows before transitioning to full production use. Staff support and real-time troubleshooting accompany the go-live phase.
NovoClinical can be extensively customized to fit specific business and clinical needs, offering flexibility at both the workflow and systems levels.
Modular Architecture: NovoClinical’s foundation is built on a modular design that allows practices to add or remove features such as RCM, telemedicine, or CCM modules based on specific operational requirements without system overhaul. This “plug-and-play” adaptability supports scaling as the organization grows.
Workflow Customization: The platform enables full customization of appointment types, clinical templates, and form structures. Providers can tailor workflows for different specialties, such as OB/GYN, cardiology, pediatrics, or behavioral health to align with practice-specific processes.
Custom Templates and Reports: NovoClinical supports custom provider templates, configurable billing layouts, and report creation. Users can modify exam templates, diagnostic codes, and progress notes to reflect their documentation preferences.
Integration Customization via API/HL7: The system offers flexible HL7 and REST API interfaces, enabling integration with labs, EHRs, pharmacies, imaging centers, and third-party healthcare apps. This API-based structure allows seamless customization for interoperability and data flow automation.
Multi-Language and Specialty Support: Practices can enable multilingual interfaces for patient engagement and adapt the system to handle workflows across multiple specialties or multi-branch operations.
Customizable Patient Check-in and Portal Forms: Clinics can personalize patient intake questions, demographic sections, document upload options, and follow-up scheduling through the auto check-in and patient portal systems.
User Interface Flexibility: Providers can customize dashboards, shortcut menus, and quick-access panels, allowing different team members (physicians, billing staff, receptionists) to configure their screens for workflow efficiency.
NovoClinical’s pricing structure is transparent and flexible, minimizing hidden or additional charges for customers. Based on official documentation and verified vendor listings, the platform does not charge extra fees for implementation, configuration of interfaces, or health information exchange setup, which are commonly billed separately by competing EHR vendors.
Setup and Configuration Costs: NovoClinical has no additional setup or installation fees because it is a cloud-based system that can be deployed remotely. Practices can go live within 48 hours with guided onboarding included in the subscription package.
Customization Fees: The platform includes certain customizations—such as templates, forms, and reporting options—within standard subscription prices. Deep system-level customization (for multi-site or specialty-specific operations) may involve a negotiated one-time charge, depending on the project’s scope.
Maintenance Fees: All infrastructure, backups, hosting, and software maintenance are covered under the monthly provider fee. Subscribers do not pay separate hosting or server maintenance costs, as the system is SaaS-based on secure cloud architecture.
Support and Training Costs: NovoMedici provides 24/7 technical support and initial end-user training at no additional charge. Extended on-site training or advanced workflow reconfiguration, if required, may be billed separately but is rarely necessary due to the system’s ease of use.
Upgrade Fees: Continuous updates and compliance maintenance (such as ICD-10, CPT, or Meaningful Use revisions) are automatically applied without additional licensing charges or upgrade fees.
NovoClinical offers a user-centric training and support framework designed to ensure that new users can become proficient quickly while receiving continuous assistance throughout their software journey.
Training begins as soon as the software is deployed. NovoClinical’s intuitive, provider-friendly interface allows most users to complete training within a few hours, not days or weeks. The company provides structured remote onboarding sessions that walk healthcare providers and staff through essentials like navigation, EHR use, billing, scheduling, and telemedicine functions. For organizations that prefer in-person support, onsite training is available at a daily cost that includes travel expenses.
During onboarding, interactive demonstrations, workflow configuration guidance, and live Q&A modules ensure the platform is tailored to each clinic’s needs. NovoClinical’s training emphasizes minimal clicks and maximum automation, helping teams adopt digital workflows with little disruption to daily operations.
Support extends well beyond implementation. NovoMedici provides 24/7 live technical support, accessible via phone, chat, help desk, knowledge base, and an online forum, ensuring users can quickly resolve issues or get workflow advice at any time. Unlike traditional EHR ticket-based systems, NovoClinical uses responsive live support models, reducing delays and virtually eliminating downtime for practices.
NovoClinical employs a multi-layered security framework that ensures full compliance with federal healthcare data protection standards, safeguarding patient health information (PHI) from unauthorized access, alteration, or loss.
The platform is HIPAA- and HITECH-compliant, meeting ONC certification criteria for certified health IT systems. It implements end-to-end encryption for all data, both at rest and in transit, following NIST SP 800-111 and NIST SP 800-52 standards. This encryption ensures that electronic protected health information (ePHI) remains unreadable and indecipherable to unauthorized parties—even if transmission networks are compromised.
Data is hosted in secure, cloud-based environments that utilize SSL/TLS security layers and advanced firewall protection. NovoClinical’s servers are distributed across certified facilities with redundant backups and disaster recovery protocols, allowing continuous operation and rapid system recovery in the event of outages.
Access to information within NovoClinical is restricted through role-based permissions, two-factor authentication, and session timeouts, ensuring that only authorized personnel can view or modify data. Each action on the system is logged and auditable, promoting accountability and adherence to HIPAA’s administrative safeguard standards.
NovoMedici also employs intrusion detection and prevention systems (IDPS) to monitor unusual activity and actively respond to potential threats in real time. Additionally, users are protected by secure authentication APIs during lab, billing, and telehealth integrations, which comply with HL7 and FHIR communication standards.
NovoClinical releases updates on a regular quarterly basis, with supplementary security or feature hotfixes rolled out as needed between major versions. As a cloud-based platform built on modular technology, its release management approach emphasizes seamless transitions that require no downtime or user-side reinstallation.
Update Frequency: Core updates, including usability enhancements, compliance changes (such as CPT or ICD-10 revisions), and UI improvements, are scheduled every three to four months. These ensure alignment with evolving ONC and HIPAA standards, as well as industry regulations like Meaningful Use and MIPS.
Automatic Cloud Deployment: Because NovoClinical operates completely in the cloud, updates are deployed system-wide automatically. Users receive advance email or dashboard notifications outlining new features or maintenance window schedules. These updates run during low-traffic periods (typically overnight), maintaining continuous uptime for healthcare providers.
Modular Release Management: Thanks to NovoClinical’s proprietary modular engineering, new functions can be integrated without disrupting existing workflows or custom configurations. This plug-and-play structure allows selective updates—only the relevant module (for example, RCM, patient portal, or telemedicine) receives changes.
Security and Compliance Patches: Urgent patches or data protection enhancements are released immediately upon discovery of vulnerabilities or changes in HIPAA/NIST standards. The software includes an automated monitoring system that checks for compliance consistency across user accounts.
Version Control and Rollout Verification: Each update is tracked through version-coded identifiers, ensuring complete traceability. Post-deployment validation is conducted automatically to confirm all integrations, especially HL7 and API-based connections, remain functional.
NovoClinical’s policy is that healthcare organizations control and own their patients’ Protected Health Information (PHI) stored in the system, while NovoMedici serves as the service provider and custodian processing data under HIPAA and contract terms with each customer. PHI is expressly excluded from the platform’s general “Personal Information” definition and is governed by HIPAA and the customer’s Business Associate Agreement and service documents, meaning providers determine access, use, disclosure, and retention consistent with law and their policies.
For portability, NovoClinical supports secure disclosure and transfer of information at the customer’s request or direction. The policy states data may be disclosed “at your request” to third parties, and the platform provides HIPAA-compliant mechanisms and interfaces (such as HL7/API connections) to transmit records to other systems designated by the covered entity, consistent with the customer’s agreements and applicable law. Aggregated and de-identified data may be created and used only as authorized by the provider in the customer documents, preserving the provider’s control over identifiable PHI while allowing de-identified analytics use cases when permitted.
Retention is governed by purpose and legal requirements, with data kept as necessary to fulfill service obligations and compliance mandates; upon termination or request, providers can direct disposition consistent with HIPAA, including export or deletion where legally permissible. The policy underscores that disclosures to service providers or affiliates are limited to operating the service and are subject to contractual safeguards, while any cross-entity transfers (e.g., mergers or asset sales) must still honor applicable privacy and HIPAA obligations and customer agreements.
NovoClinical’s subscription model is built around scalability, allowing organizations to upgrade, downgrade, or adjust their plan as business or clinical requirements evolve. Its modular architecture and usage-based pricing structure make it easy for healthcare practices to expand services, add users, or reduce functions without changing systems.
Modular Design: NovoClinical’s architecture allows healthcare organizations to add or remove individual modules (like RCM, Telemedicine, or Chronic Care Management) in real time. This plug-and-play approach supports practices growing from a single provider to multi-specialty networks without needing a system replacement.
Flexible Subscription Tiers: Practices can start with a base EMR or billing plan and later scale up to the full practice management suite. Subscription upgrades or downgrades can be requested directly through the user’s online account or by contacting account services, with pricing automatically adjusted in the following billing cycle.
Pay-for-What-You-Need Model: NovoClinical’s billing system ensures practices only pay for active modules or the number of providers using the system. As a practice expands or contracts, charges scale accordingly—making it cost-effective for both small clinics and large enterprises.
Cloud Infrastructure: Because NovoClinical is fully cloud-based, scaling up does not require installing local servers or reconfiguring infrastructure. New users, departments, or satellite offices can be added instantly under the same corporate account, with shared security and compliance protocols.
Data and Performance Continuity: Expansions or reductions have no impact on stored EHR data or system uptime. NovoClinical preserves all existing patient records, templates, and analytics dashboards during transitions, ensuring continuity of workflows when scaling up or down.
NovoClinical’s contract renewal and cancellation terms are structured to provide flexibility for healthcare providers while maintaining continuity of service. Based on vendor documentation and verified third-party software listings, the following summarizes key data points:
Subscription Model: NovoClinical operates on monthly and annual subscription plans. Each subscription automatically renews at the end of the billing period unless the customer provides timely notice of termination.
Renewal Notice: Clients receive advance notifications via email or account dashboard before renewal—typically 30 days before the next billing date—allowing sufficient time to review, modify, or cancel their subscription.
Automatic Renewal Clause: Like most SaaS EHR contracts, NovoClinical renews automatically (“evergreen renewal”) for successive one-year or one-month terms unless notice of cancellation is received in writing at least 30 days prior to the renewal date.
Cancellation Policy: Users can cancel their plan anytime by logging into their account and submitting a cancellation request through the billing or account management menu. For annual plans, the cancellation becomes effective at the end of the billing cycle, and prorated refunds may apply depending on usage and service level agreements.
Refund Terms: Typically, monthly subscriptions are non-refundable once the billing cycle begins, while annual contracts may offer partial refunds if canceled early—up to 90% of the remaining term in certain cases, depending on the payment method and plan type.
Data Access upon Termination: After cancellation, clients maintain restricted access to their data for export or reference but lose active system functionality for creating new claims, appointments, or records. Data portability and retrieval remain available upon request in compliance with HIPAA data protection standards.
Non-Payment Termination: NovoMedici reserves the right to suspend or terminate access in cases of non-payment, unethical use, or HIPAA violations, with notice provided to the client’s administrative contact.
Contract Modification and Renewal Adjustments: NovoMedici may amend pricing or service terms at renewal, but these changes are communicated in advance. Existing contract rates remain fixed until the current term’s expiration.
NovoClinical meets core U.S. healthcare and privacy compliance frameworks required for certified EHRs and protected health information. The platform is a 2015 Edition ONC-certified Health IT Module, supporting certified criteria such as CPOE, clinical decision support, e-prescribing, demographics, and multiple CMS eCQMs; certification was issued on January 31, 2022, under ID 15.02.05.3015.Novo.01.01.1.220131.
As a Business Associate to covered entities, NovoMedici processes PHI strictly under HIPAA and HITECH, governed by Business Associate Agreements and customer service documents; PHI handling is explicitly outside the scope of the general site privacy terms and must comply with HIPAA’s privacy and security rules.
Industry listings and product documentation also reflect that NovoClinical’s security controls align with typical certified EHR expectations, including audit trails and two-factor authentication, and that it maintains HIPAA-compliant operations alongside its ONC certification and Meaningful Use/MIPS support.
