This helps determine whether the cloud-based or on-premise version is more suitable.
Integration with third-party systems like DrFirst (e-prescribing), BillFlash (patient billing), and EMR platforms.
This step varies in complexity depending on the previous system and data format.
Training is typically delivered via live sessions, webinars, and documentation.
Real-time troubleshooting and workflow adjustments are provided.
Additional training or customization may be offered based on feedback.
TotalMD is highly customizable and designed to adapt to a variety of practice workflows and business needs. Key customization features include:
Custom Reports: Practices can request tailored reports to track specific metrics.
Template Flexibility: EHR templates can be customized to match clinical documentation preferences.
Workflow Matching: The software is designed to mirror the actual workflow of a practice, reducing the need for staff to adapt to rigid systems.
User-Defined Rules: Features like automatic write-offs can be configured with user-defined thresholds (e.g., balances under $5).
Task Management: Users can create tasks with due dates and priority levels, assign them to staff, and track progress.
Patient Journal Access: Notes can be added and accessed from any screen, improving documentation flexibility.
This level of customization makes TotalMD suitable for solo providers, multi-provider clinics, and billing services.
TotalMD’s pricing structure includes several optional and required costs depending on the deployment model:
Database fees: Additional charges apply beyond the first three databases.
Cloud/Online Users: Support is included at no extra cost.
$99/month for a network of 2–10 users.
Included in both cloud and on-premise plans if you’re on a current support plan.
TotalMD provides a comprehensive 5-step training plan designed to ensure that new users are fully equipped to use both the Practice Management and EHR systems effectively:
Day 2: Advanced charting techniques, clinical decision support, and encounter review.
$99/month for networks (2–10 users)
TotalMD employs several layers of data protection to ensure patient and practice information remains secure:
Best: Automated daily backups using tools like Carbonite, Acronis, or CrashPlan.
Practices are advised to store backups offsite to protect against fire, theft, or natural disasters.
Scheduled backups
TotalMD follows a structured and proactive update schedule to ensure system reliability and feature enhancements:
Weekly Minor Updates:
TotalMD performs weekly late-night maintenance (typically on Thursday evenings) to apply minor system or application upgrades.
Major Updates Several Times a Year:
These updates introduce significant new features and improvements. They are usually scheduled for Friday or Saturday evenings and may take several hours to complete.
Nights (10 p.m. – 7 a.m.): 95.0% uptime
This approach ensures that users benefit from continuous improvements without needing to manually install updates.
TotalMD has a clear and user-centric policy regarding data ownership and portability:
Full Ownership by the Healthcare Provider:
The healthcare provider retains complete ownership, access, and control over all patient data stored in TotalMD.
Regularly scheduled backups
This policy supports compliance with HIPAA and ensures that practices maintain autonomy over their patient records.
TotalMD offers flexible options for scaling based on practice size and operational needs:
On-premise version: $139/month per location (includes up to 10 licenses)
e-Rx licenses. These can be added or removed based on evolving needs.
Sliding Fee Scale Support:
TotalMD guides practices implementing sliding fee scales, which can help adjust billing strategies based on patient demographics and financial capacity.
TotalMD’s contract terms are outlined in its Terms of Service and support policies:
TotalMD reserves the right to modify terms with written notice to clients.
Support plans must be current to receive technical assistance.
TotalMD adheres to several key compliance standards relevant to healthcare software:
TotalMD complies with the Health Insurance Portability and Accountability Act (HIPAA), ensuring secure handling of patient data.
TotalMD provides a Business Associate Agreement to formalize its role in handling protected health information (PHI) on behalf of covered entities.
The platform complies with 45 C.F.R. parts 160 and 164, subparts A and E, which govern privacy standards under U.S. law.
These standards ensure that TotalMD is suitable for use in regulated healthcare environments.
