PRICE LIST as of 1 st January 2011 all prices are subject to VAT @ 20% Purchasing Initial License Additional Licenses COv4 Startup Edition 150 n/a COv4 Professional Edition 450 150 COv4 Server Edition 900 150 5 User License Pack 650 10 User License Pack 1250 20 User License Pack 2400 30 User License Pack 3500 Subscription COv4 Hosted Edition 50 one-off setup fee 1 to 4 Users 30 per month per user 5 to 9 Users 27 per month per user 10+ Users 25 per month per user COv4 Startup Edition Designed for smaller clinics or those just starting out. Limited to 300 patients and 2 practitioners and is not networkable. COv4 Professional Edition No patient or practitioner limitations. Recommended for up to 5 network users. COv4 Server Edition No patient or practitioner limitations. Recommended for 5 or more network users. COv4 Hosted Edition Instead of buying ClinicOffice, you can subscribe to the Hosted Edition. Please see the Purchasing or Subscribing section of this document for more information. Addon Modules Addon Modules are optional extras which provide extra functionality that some customers may find desirable. Even if you don t purchase the modules, ClinicOffice will still allow you to use them in a limited capacity. Of course, you can easily buy modules at a later date and they can be activated for you instantly. MODULE Purchasing* 1 Subscription* 2 Clinical Forms 95 10 pm ClinicOffice allows you to enter comprehensive Clinical Notes as standard, but this module also allows you to design your own advanced Clinical Forms in order to add even more detail and structure to your clinical notes. Documents & Scanning 95 10 pm Allows you to save files & documents directly into your Patient records as well as using your scanner/digital camera to directly import images into ClinicOffice. (NOTE: Scanner functionality is not available in the COv4 Hosted Edition) Stock Control 95 10 pm Allows you to track the stock levels of items in your clinic. It also allows you to raise purchase orders and log deliveries into stock when they are received. Visual Notes 95 10 pm Allows you to select from a library of visual note templates and draw on/annotate the images which can be attached to clinical notes. You can also import your own visual note templates to work with. Outlook Sync 95 n/a Allows you to exchange appointment data between ClinicOffice and Microsoft Outlook. You can then use Outlook to synchronize with another device e.g. a PDA or mobile phone. (NOTE: This module is not available in the COv4 Hosted Edition) Email Manager 95 n/a ClinicOffice can be used as a full Email program so that your emails are tightly integrated with your patients and contacts. Also enables full HTML Emails for Newsletters, email-shots etc. (NOTE: This module is not available in the COv4 Hosted Edition) Scripting 95 10 pm Adds even more flexibility to ClinicOffice by enabling you to write scripts to enhance the behaviour of the program. Please note this requires a degree of technical ability and we recommend joining the Support Plan for assistance in writing scripts. * 1 You only purchase a module once as a one-off cost and all your ClinicOffice installations at the same site receive the upgrade. * 2 When you subscribe to a module, you only pay the monthly subscription fee once regardless of how many users you have.
ClinicOffice v4 Edition Comparison Core Features Startup Professional Server Hosted - Appointment Diary - Patient Database 300 records - Contact Database - Staff Database 2 practitioners - Patient Accounts (Invoices, Payments etc.) - Comprehensive Clinical Notes - Multi-Clinic Management - Send SMS & Email Reminders - Reports, Template and Charts - Integrated Word Processor - Network Ready - Client/Server Database Engine - Remote Access over the internet 1 1 Addon Modules - Clinical Forms - Documents & Scanning - Stock Control - Visual Notes - Outlook Sync - Email Manager - Scripting Included Not Available Optional 1 Optional but requires configuration Other Services Secure Online Backup Service This automated service takes a backup of your database every day or night (at a time chosen by you) and uploads the backup to a secure online server. NOTE: You must be on the ClinicOffice Support Plan to have this service. Onsite Training (including installation/setup) Our trainers can spend a day (or two) on-site with you in order to help setup the software and to train your staff in the use of the program. NOTE: For on-site visits, we cover a radius of 100 miles from our office (in Boston, Lincolnshire) free of charge, but we do have to charge additional travel expenses if travelling further. Online Telephone Training Sessions Using the TeamViewer remote access service, our trainers can connect in remotely to your computer to conduct remote training sessions with you and your staff. Telephone training is sometimes a more flexible and costeffective method of training rather than onsite training. Report Designing ClinicOffice comes with a built-in Report Designer which offers a lot of flexibility when it comes to designing reports. Complex reports however are often best done by our support staff team. Data Conversion If you already have your patient data in an open format (e.g. CSV or MS Excel) we can convert it to ClinicOffice for you. We may also be able to convert data from another program if you re switching to ClinicOffice. 20 one-off setup fee (Setup fee waived for COv4 Hosted Edition) Up to 1Gb of backup space as standard Additional space available at a surcharge 450 per day (normal cost) 350 per day (on Support Plan) 50 per hour (normal cost) 40 per hour (on Support Plan) From 50-100 per report depending on complexity 50% discount if on Support Plan From 100 depending on complexity 50% discount if on Support Plan
ClinicOffice Support Plan The Support Plan is what we call the backup service we offer to ClinicOffice users, ensuring that you have all the help you need to get the most out of your software. If you choose to subscribe to the ClinicOffice v4 Hosted Edition then you automatically receive the full Support Plan package. If you decide to purchase ClinicOffice then the Support Plan is optional, but we do highly recommend it especially in the first few months while you re starting out with ClinicOffice. Here are the benefits of joining the ClinicOffice Support Plan :- Unlimited Telephone, Email and Online Help Desk Support You receive unlimited telephone support from our technical staff, priority treatment for any email support and unrestricted use of our Online Helpdesk system. FREE Version Upgrades We usually release a MAJOR upgrade to ClinicOffice every 2-3 years or so. Customers on the Support Plan receive a completely FREE upgrade to the latest version (otherwise an upgrade fee has to be paid). Online Backup Service Support Plan customers have the option of an Online Backup account. We will configure an automatic backup schedule for you so that your ClinicOffice Database is uploaded to a secure server every night, giving extra peace of mind. Discounts on other Support Services Support Plan customers receive massive discounts on our other services such as Report Designing, Data Conversion and On-Site Installation & Training (see the Other Services section of this document for more information). Wishlist Implementation To continually improve the software, we operate a wishlist system so that users can make requests for new features or changes. Requests from customers on the Support Plan are given priority so that you can have an active role in the ongoing development of your clinic software. Purchasing Monthly Cost* The support offered by Pioneer software is world class and the remote log on facility ensures that I am never without crucial help Single User 25 2-5 Users 35 6-9 Users 45 10-19 Users 65 20+ Users 95 Subscription Support Plan is INCLUDED with the COv4 Hosted Edition FREE and always receive one-to-one support whenever I need it. Dr A M Bokhari Consultant Cardiologist, Harley Street The support team have been great. Whenever I ve had a problem they have talked me through each step at my level... so I really understand how to do each process. Becky Gavin Director, Davenport House Clinic As an existing ClinicOffice customer with a support contract we have been delighted at the response times to our problems, but more to the point the effective resolution of problems. Dr Amim Hasan MedCare * If you pay the Support Plan by monthly standing order then we include VAT in the above prices. Various other Terms & Conditions apply to the Support Plan please see the Support Plan application form for more details. Q. What if I decide not to join the Support Plan? You still have full access to the ClinicOffice Support Forum website which has dozens of helpful FAQ articles. You can also post questions on the forum and our support staff will usually reply within 24 hours. Obviously, you will miss out on many of the benefits listed above, but we recognise that some of our customers are very technically capable and therefore may not require our support services.
Frequently Asked Questions Q. How many User Licenses do I need? For the Startup and Professional Editions, licenses are on a per computer basis. If you have 3 computers which will require ClinicOffice then you need to purchase 3 licenses (1 initial license + 2 additional licenses). For the Server and Hosted Editions, licenses are on a per concurrent user basis. It doesn t matter how many computers or how many staff members you have, it s simply a question of how many people will be using the system simultaneously. If you have 4 computers and 8 staff members but only 3 people will use ClinicOffice at the same time, then you only need to purchase or subscribe to 3 licenses (1 initial license + 2 additional licenses). Of course, you can easily buy additional licenses at a later date and they can be activated for you instantly. Q. What if I have more than one clinic at different locations? The question is: Do you want each clinic to have its own database, or do you want your clinics to share one database? A shared database means that patient records are available across all your clinics and it also means that all clinics can access each other s appointment diary and can even book appointments for one another. If you require a shared database, we d recommend subscribing to the COv4 Hosted Edition. Example: Two clinics at different locations. Each clinic has one computer on the reception desk and you want to share the database between the clinics. We d recommend COv4 Hosted Edition (1 Initial User + 1 Additional User). Alternatively, if you d like to keep the databases separate then you could choose to purchase ClinicOffice. You would buy one Initial License for each clinic + however many Additional Licenses are required at each location. Q. I d prefer to purchase ClinicOffice (rather than subscribing) but can I spread the payments? For LARGER purchases, we re pleased to offer our 0% Interest Free option:- For purchases over 1000 we offer 6 months interest free For purchases over 2000 we offer either 6 months or 12 months interest free This is subject to an initial 20% deposit and also joining the ClinicOffice Support Plan through the duration of the payment term. Please see the 0% Interest Free Payment Plan Terms & Conditions document for more information. Q. I have an older version of ClinicOffice can I upgrade to ClinicOffice v4? Certainly! If you have ClinicOffice 2005 then you get a 50% discount when you upgrade to the equivalent COv4 software. Here are some examples :- CO2005 Startup -> COv4 Startup = 75 CO2005 Standard + 2 modules -> COv4 Professional + 2 modules = ( 225 + 170) = 395 CO2005 Server -> COv4 Server = 450 If you have ClinicOffice XP or older, then you get a 25% discount when you upgrade to the equivalent COv4 software. Here are some examples :- CLXP Lite+ -> COv4 Startup = 112.50 CLXP Professional -> COv4 Professional = 337.50 *** SPECIAL UPGRADE OFFER *** If you join the ClinicOffice Support Plan at the same time as upgrading, we ll give you an additional 50% discount on the upgrade price. Q. I still have questions what can I do? Please feel free to call our friendly sales team on 0845 388 6703. We ll be happy to help!
Q. PURCHASING or SUBSCRIBING which is best for me? PURCHASING You would prefer to make a one-off purchase and own the software for life. You want to host your database on your own computer(s) and be responsible for your own backups and program updates. You don t require Remote Access to ClinicOffice or you have the technical expertise to arrange this. Performance is important and you want the program to run as fast as possible. You don t have an internet connection or your internet connection is slow and/or unreliable. SUBSCRIBING You re happy to pay a monthly subscription for as long as you use the software. You would like us to host the database on our secure servers and manage your backups and program updates for you. You require Remote Access to ClinicOffice from different locations and want a hassle-free way of doing this. Flexibility and the ability to access your data from different locations is more important than performance. You have a reliable internet connection which has a reasonably good download speed. Q. What are the Key differences between PURCHASING and SUBSCRIBING? PURCHASING After purchasing, you own the software for life. There are no additional compulsory charges. The ClinicOffice Support Plan is an optional extra. If you don t join the Support Plan, you still have access to our support forum where you can post questions and get assistance. The program is installed locally on your computer(s) and you will need to periodically update the software (which is free). Your database is also stored on one of your computers (e.g. a server or reception PC) and you are responsible for backing up your data. If you join the Support Plan we can assist with this. You can only access your database from a Windows computer which has ClinicOffice installed on it and which is physically connected to your network. Remote access is still possible using a service like LogMeIn, Terminal Services or Citrix. As long as your computers are a decent specification then running on a single PC or over a fast Local Area Network is the fastest way to run ClinicOffice especially if you opt for the ClinicOffice SERVER Edition. When run locally on a computer, there are no limitations as to functionality. Please bear in mind that ClinicOffice is modular so you may need to purchase additional modules to use specific features. (Please see Addon Modules for more information.) COST SUPPORT CONFIGURATION ACCESSIBILITY PERFORMANCE FUNCTIONALITY SUBSCRIBING No large up-front payment, but you do pay a monthly subscription for as long as you wish to use the software. The ClinicOffice Support Plan is INCLUDED in the monthly subscription. ClinicOffice requires no installation, but it does require an always-on internet connection. If your internet goes down, you will lose access. We host your database for you on our secure servers and perform regular backups and maintenance on your behalf. ClinicOffice is accessible from any computer which has an internet connection. We recommend a Windows PC but you could also use an Apple Mac or Linux computer. All you have to do is go to our website and login with your username and password credentials. Running the Hosted Edition is always going to be a bit slower, but we use VERY fast servers so as long as your internet connection is reasonably good, the performance will certainly be acceptable. A hosted program runs on a remote server, so there are one or two features which aren t available in the Hosted Edition (see Addon Modules for more information). For example, it s not possible to scan documents directly into ClinicOffice from a local scanning device (although documents can be scanned locally and then uploaded).