Ambiki
By Ambiki
Ambiki typical implementation process:
Account Creation: Clinics sign up on the Ambiki website and choose a subscription plan; this process takes only a few minutes.
Initial Setup: Administrators configure practice settings, user roles, provider information, and billing preferences, which can be completed the same day.
Data Import: Existing client records, forms, and schedules are imported manually or with Ambiki support; for practices transitioning from other EMRs, this phase depends on data complexity but often takes a few days.
Customization: Users create or adapt custom forms, templates, resource libraries, and teletherapy activities according to clinical workflows, which may be ongoing but are generally is ready in one to three days.
Onboarding and Training: Ambiki provides access to training videos, live support, and documentation for clinicians; most practices complete full onboarding within a week.
Ambiki is highly customizable across documentation, workflows, permissions, billing, and teletherapy, so clinics can tailor the platform to their exact processes.
Custom form builder: Create practice‑specific evaluation forms, intake packets, consents, and onboarding docs with branding, headers, tables, default text, checkboxes, dropdowns, and phonetic symbols; publish templates and set practice‑wide defaults.
Smart components: Insert discipline pickers, document dates, linked Evaluations/POCs, goal editors, diagnosis codes, and patient demographic fields into custom forms; map components to EMR data.
Template control: Clone, edit, publish, and assign default templates per discipline; switch templates at the patient record level when creating an evaluation or note.
Tenalog linkage options: Configure visibility and access for Tenalog® links and custom form access by plan/role to align with documentation policies.
Quick Phrases and note styles: Build reusable Quick Phrases; use premade or custom documentation templates; adopt SOAP/DAP/free‑text note formats to match clinical preferences.
Role‑based permissions: Define granular permission groups for admins, clinicians, billers, and support staff; assign and fine‑tune specific permissions per teammate.
Scheduling settings: Configure multi‑location calendars, provider availability, reminder policies, and group vs individual sessions to reflect clinic operations.
Teletherapy controls: Customize session tools (whiteboard, timers, green screen), visual schedules, observer mode, and safety controls like Emergency Brake and Click Beacon to your clinical protocols.
Resource workflows: Curate and attach 500+ activities/resources to sessions, home programs, and reports; build organization‑specific libraries aligned to goals and diagnoses.
Billing configuration: Set default vs insurance‑specific service rates, billing modifiers, automated insurance billing, claims send mode (auto/manual), and posting behaviors; tailor payer setups and authorizations.
Payment methods: Configure private pay, copays, and multi‑payer workflows; generate patient and insurer invoices automatically based on EMR automation settings.
NPI and supervision policies: Apply supervisor/supervisee overrides for billing NPIs and optionally disable co‑signatures at the organization level.
Data migration and export: Utilize custom migration support and export options to structure data exactly as needed for onboarding or offboarding.
Ambiki does not charge additional setup fees, ongoing maintenance fees, or hidden support charges beyond its standard monthly subscription. All core features, including implementation assistance, updates, and customer support, are included in the subscription price. Practices can import data, access onboarding help, and receive regular platform improvements without extra costs. Support is provided through live chat, email, and an extensive help center at no additional charge. Any extra costs would be limited to optional premium integrations, advanced billing services, or enterprise customizations that go beyond the standard package, but for the typical clinic or therapist, Ambiki’s pricing remains transparent and all-inclusive with no surprise fees.
Ambiki offers guided onboarding, human-first support, and extensive self-serve resources to help new users get productive quickly. New customers receive dedicated onboarding with a customer success contact, plus step-by-step setup guides that cover organization info, locations, provider data, NPI/supervision settings, and billing defaults to ensure a smooth launch. A comprehensive help center provides General Onboarding, Onboarding Videos, EMR, Billing, and Teletherapy user guides, along with searchable FAQs and how-tos for common tasks and configurations. For day-to-day assistance, Ambiki runs a human-only support desk—no chatbots—staffed by clinicians and developers who provide real responses and quick resolutions via live support channels. In-app and email support are complemented by notification management tips and support message assignment workflows so teams can track tickets internally and stay on top of issues. Overall, training spans demos, a one-month free trial with full features, onboarding checklists, detailed user guides, and responsive human support to ensure clinics ramp efficiently and confidently.
Ambiki protects patient data with HIPAA-compliant controls spanning encryption, access management, auditing, and contractual safeguards, along with clear retention and breach-notification practices.
HIPAA compliance and BAA: Ambiki states its EMR, Tenalog, and teletherapy are HIPAA compliant, and access to PHI requires an active subscription plus a signed Business Associate Agreement, establishing permitted uses/disclosures and security obligations.
Encryption: Ambiki uses encryption to protect PHI, covering data in transit and at rest as part of its security posture and Tenalog workflows, aligning with HIPAA Security Rule technical safeguards.
Access controls and auditing: Platform access is gated by authentication and role-based permissions, with audit capabilities to monitor PHI access and activity in line with HIPAA requirements for access and audit controls.
Secure teletherapy: Teletherapy features are delivered within the HIPAA-compliant platform with security-focused controls and safe sharing mechanisms designed for protected sessions.
Data retention and deletion: Ambiki retains personal data only as long as necessary to deliver services and meet legal obligations; on account termination, data is retained for 90 days, after which it may be archived for a fee, and inactive profiles may be deleted or suspended after one year.
Breach response and notifications: If a security incident occurs, Ambiki commits to notifying users to the extent required by law and provides a direct security contact channel for reporting suspected breaches or credential loss.
Ambiki releases updates frequently, with new features, enhancements, and security improvements rolled out on a regular—often monthly or even weekly—basis. Updates are managed directly by Ambiki’s team and deployed to the cloud-based platform, ensuring users always have access to the latest tools and fixes without requiring any manual installations or IT intervention. Notifications regarding significant updates, new releases, and improvements are communicated through release notes, help center articles, and in-app announcements. This agile approach allows Ambiki to quickly incorporate user feedback and rapidly address bugs or compliance changes, maintaining a continually evolving, responsive, and secure platform for its therapy practice customers.
Ambiki’s policy states that customers own their data and can export it, with clear offboarding timelines and options that avoid vendor lock‑in.
Data ownership: Customer data remains the property of the account holder; Ambiki uses it only to deliver the contracted services and for lawful purposes defined in its policy.
Data portability/export: Ambiki explicitly notes it “does not keep data captive or force vendor lock in,” and customers can export their data at any time while the paid account is active by contacting Ambiki.
Access and control rights: Users can access, update, correct, and request copies of personal information; Ambiki verifies identity before releasing data and may charge a fee for copies where permitted by local law.
Retention and offboarding: After paid account termination or cancellation, Ambiki retains customer-provided data for 90 days; beyond that window, data can be archived for a fee upon request.
International transfers: Data is processed and stored in the United States under the posted privacy policy; Ambiki commits to safeguarding privacy and complying with applicable cross-border data disclosure laws.
Ambiki supports flexible, user-based scaling with self-serve plan changes, add‑ons you can toggle per user, and clear rules for upgrades, downgrades, and renewals.
Plan tiers: Three options—Free Trial (1 user, 30 days), Professional Plan (full features at $59/user/month), and Professional Plan (Limited) for lighter caseloads at $25/user/month—so organizations can move up or down as utilization changes.
Per‑user scaling: Add or remove users any time; pricing is per active user, which lets clinics expand or contract seat counts without switching products.
Add‑ons by user: Enable or disable add‑ons per user, including Therapy Tools ($5/user/month), Teletherapy ($20/user/month), Tenalog® ($1/session), Insurance Claims ($0.25/claim), Faxing ($0.08/page), and SMS reminders ($12/month + $0.04/text after a $250 setup fee), allowing granular cost control as needs evolve.
Mid‑cycle upgrades: Plan or add‑on upgrades take effect immediately through the subscription UI; Ambiki has released an improved plans/pricing management experience to simplify these changes.
Downgrades timing: Moving to a lower-cost tier or removing add‑ons typically takes effect at the next renewal to avoid service interruption; cancellations are initiated via support per the terms.
Renewal notices: Ambiki emails a reminder in advance of subscription renewal, providing time to adjust plan levels or cancel before the card on file is charged.
Enterprise scaling: For 20+ users, Ambiki offers custom onboarding and pricing, supporting larger rollouts and specialized configurations as organizations grow.
No lock‑in for data: If scaling down to exit or consolidate systems, customer data is portable and can be exported during the active subscription, reducing switching risk.
Ambiki’s contract renewal and cancellation terms are built around monthly subscriptions, flexible self-service management, and clear, auto-renewal policies.
Auto-renewal: Ambiki subscriptions renew automatically every month unless cancelled by the user before the renewal date; the credit card on file is charged for the next period at renewal.
User control and management: Customers can add or remove users, make plan changes, or cancel add-ons at any time directly through their account dashboard, allowing real-time control over subscription scope.
Cancellation process: To cancel, the primary account holder must request cancellation before the next billing cycle; cancellation takes effect at the end of the paid subscription period, ensuring access until that time.
No refunds policy: Payments for subscription fees are non-refundable, including for mid-cycle downgrades or cancellations; services remain accessible through the end of the paid period, but are not refunded for unused time.
Renewal notifications: Ambiki typically sends email reminders in advance of upcoming renewals, giving users time to change, downgrade, or cancel before being charged again.
Admin rights: Only owners or admins can initiate account cancellation or request changes that affect billing; all data export and offboarding options should be completed while the account is active.
Service termination: Ambiki reserves the right to terminate accounts for violations of the terms, prohibited conduct, or non-payment, with or without prior notice as specified in their policy.
Post-cancellation access: After cancellation, client data is retained for 90 days for possible retrieval or export before permanent deletion or archiving (a fee may apply for extended storage), supporting compliance and portability needs.
Add-ons and scaling: Add-on features, like teletherapy or SMS, follow the same auto-renew and cancellation timelines as the main plan; charges cease on the next renewal unless removed beforehand.
Ambiki meets HIPAA requirements for handling Protected Health Information (PHI) and contracts as a Business Associate under a signed BAA, with privacy obligations also covering FERPA contexts in education settings. The company states its EMR, Tenalog, and Teletherapy platforms are fully HIPAA compliant and protected by encryption, access controls, and auditing aligned to the HIPAA Security Rule. Ambiki’s Privacy Policy explicitly notes that PHI processing is governed by HIPAA and FERPA, and access to PHI requires an active subscription plus a current BAA, reinforcing covered-entity and business-associate roles. The Terms and Privacy Policy further commit to using PHI only as needed to deliver and improve Ambiki, limiting use and disclosure consistent with HIPAA and BAA terms.
