PRICING · STRAIGHTFORWARD

One plan. Every feature.

No per-user tiers for the “advanced” module. No up-charge for electronic billing. No surprise when your sixth clinician starts Monday. Just one price, every feature, every user.

KeyNotes · All-Inclusive
$99/ user / month
Billed monthly · No per-feature tiers
$1,495 one-time setup per agency
  • ✓ Full clinical suite — notes, treatment plans, documents
  • ✓ Accounting & electronic billing
  • ✓ KeyCal scheduler with automated tasks
  • ✓ Secure messaging & internal blog
  • ✓ BHO reporting (WA / King County ready)
  • ✓ Nightly backups, HIPAA-grade encryption
  • ✓ Phone & email support, knowledge base access
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Custom work · data imports · custom forms billed separately

PRICING EXPLAINED

What’s Included vs Quoted Separately.

Included in the base price

  • Full clinical documentation suite

  • Treatment plans, progress notes, group notes

  • Patient ledgers and electronic billing

  • KeyCal integrated scheduling

  • Secure internal messaging

  • WA State / King County BHO reporting

  • Standard report library

  • Nightly off-site backups

  • HIPAA-grade encryption at rest and in transit

Quoted Separately

  • Data import from prior EHR

  • Custom form development

  • Custom report development

  • On-site training (beyond standard onboarding)

  • Custom integrations (lab, pharmacy, billing clearinghouse)

  • Phone support time (see below)

SUPPORT · BILLED TRANSPARENTLY

Talk to us anytime. Pay only for the minutes you use.

When you need help — beyond what’s covered in the knowledge base or quick email support — pick up the phone. Real humans, often the same engineer who shipped the feature you’re asking about.

Phone and screen-share support is billed at $129 per hour, by the minute. No retainer, no minimums. A 7-minute call costs you $15.05. A 90-minute training session costs $193.50. We track it cleanly and invoice monthly with itemized line items.

Most agencies average less than one hour of paid support per month after the first 90 days. Onboarding and your first month tend to be heavier — that’s normal, and we’ll work efficiently to minimize it.

Why per-minute?

Because most “unlimited support” plans either price the support into the license (which means light users subsidize heavy users) or quietly throttle it. We’d rather you only pay for what you use.

PRICING · EXAMPLE

What you’ll actually pay.

KeyNotes · Single User
$99 / month

Billed monthly or annually

$1,495 one-time setup
  • Full clinical suite — notes, treatment plans, documents
  • Electronic billing & patient ledger
  • KeyCal scheduler with automated note reminders
  • BHO reporting (WA / King County)
  • NPI & taxonomy code integration
  • Nightly backups, HIPAA-grade encryption
  • 2 hours of monthly support included
  • 60 days of onboarding support included
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Most Common
KeyNotes · Agency
$99 / user / month

2–20 users · billed monthly or annually

$1,495 one-time setup
  • Full clinical suite — notes, treatment plans, documents
  • Accounting & electronic billing
  • KeyCal scheduler with automated tasks
  • Multi-user permissions & roles
  • Group sessions & group documentation
  • Secure messaging & internal blog
  • BHO reporting (WA / King County)
  • Admin reporting suite
  • 2 hours of monthly support included
  • 60 days of onboarding support included
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KeyNotes · Enterprise
CustomVolume pricing

20+ users · tailored to your organization

Setup & onboarding scoped per deployment
  • Everything in the Agency plan
  • Volume discount on user licenses
  • Custom support tier & SLA
  • Priority response & dedicated success contact
  • Multi-site & multi-agency configuration
  • Custom integration scoping (lab, pharmacy, clearinghouse)
  • Advanced reporting & data export
  • On-site training available
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FAQ

Questions we hear Often.

Don’t see yours? Get in touch and we’ll answer it.

Month-to-month after the one-time setup fee. Cancel anytime with 30 days notice. No long-term commitment, no early termination penalty.

Your agency configuration in KeyNotes, initial user provisioning, reporting document setup, billing code setup, and 60 days of dedicated onboarding support.

Anything beyond that — custom forms, data imports, additional training — is quoted separately.

Standard onboarding is included in your setup fee, with full support for your first 60 days. After that, your monthly plan includes 2 hours of any kind of support — training, troubleshooting, workflow questions. Beyond those 2 hours, support is billed at $129 per hour, by the minute.

We count active users with login access. If a part-timer has their own login, they count. If two part-timers share a login (which we don’t recommend for HIPAA reasons), they count as one user. We bill on the active user count as of the first of each month.

Our pricing is already structured for behavioral health budgets — there isn’t a separate nonprofit tier. If your organization has specific budget constraints, mention it during your demo and we’ll work with you.

30 days notice via email or letter. We deliver a final database export in your format of choice — CSV, SQL, or JSON. Your data is yours, and we don’t hold it hostage.

No free trial — instead, we offer a tailored demo. A 30-minute walkthrough on your actual workflows is more useful than a sandbox you have to figure out yourself. Demos are free, no obligation, no sales pressure.

Yes. Hosting, SSL, backups, and security maintenance are all part of the per-user license. You don’t need to provide servers or manage infrastructure — we run it all on our side.

Ready to see it in action?

A 30-minute walkthrough is all it takes to see how KeyNotes fits your agency's workflow.

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