Agency Plan Overview
The Agency Plan is SOAP Note Buddy’s multi-seat subscription for healthcare practices, home health agencies, staffing companies, clinics, and any group with two or more clinicians.
Who it’s for
- Home health agencies with PTs, OTs, SLPs, PTAs, COTAs, RNs, NPs, SLPAs, or other clinicians on staff
- Outpatient clinics, SNFs, hospitals, and rehab departments
- Staffing companies placing clinicians at multiple client organizations
- Group practices and multi-location practices
- Any team where one admin manages billing for everyone
The minimum is 2 seats. There is no maximum.
What you get with the Agency Plan
- One invoice for the whole team. No more chasing reimbursement receipts from individual clinicians.
- Centralized seat management. Add or remove clinicians from the admin dashboard. Stripe prorates any change automatically.
- One Business Associate Agreement (BAA) signed by the admin on behalf of the entire agency. Covers every clinician on the plan.
- Domain auto-join. Optionally let clinicians at your work email domain (e.g.
@yourpractice.com) join automatically without needing an explicit invite. - Auto-Add Seats (optional). Toggle on to have new seats added automatically when a clinician auto-joins and you’re at capacity.
- Admin dashboard at soapnotebuddy.com/admin/agency. Manage members, BAA, seats, billing, and settings from one place.
- Per-seat pricing with automatic volume discounts. Each seat costs exactly the same as the matching individual plan, with no agency premium, plus an automatic discount (up to 20% off) once your seat count grows. No promo codes, no hidden fees, no contracts.
How pricing works
There are three seat types, named after our individual plans. A seat costs exactly what the same individual plan costs. There is no agency premium. You get the org management layer (one invoice, centralized seat management, one BAA, domain auto-join, admin usage visibility) and automatic volume discounts on top, at no extra cost per seat.
- AI Notes seat: $29 per seat per month, or $299 per seat per year. Unlimited AI notes, unlimited patients, custom note templates, AI chat, document and PDF uploads. No EHR Auto Fill, no Voice Scribe. Good for clinicians who write notes in the app and paste them into their EMR.
- Voice Scribe seat: $49 per seat per month, or $499 per seat per year. Everything in AI Notes, plus Voice Scribe (record visits, auto-transcribe to clinical notes), Patient Checklist, and Smart Image Analysis. Good for clinicians who dictate.
- EHR Fill seat: $79 per seat per month, or $799 per seat per year. Everything in Voice Scribe, plus one-click EHR Auto Fill, cross-device sync, and priority support. Good for clinicians who document directly in a web-based EMR.
Volume discounts apply automatically based on your total seat count:
- 2 to 9 seats: 0% (list rate)
- 10 to 24 seats: 5% off
- 25 to 49 seats: 10% off
- 50 to 99 seats: 15% off
- 100+ seats: 20% off
Annual billing uses the per-seat annual prices above (roughly 14% to 16% off the monthly rate), and your volume discount still applies on top.
Mix and match seat types within a single agency. Buy 5 Voice Scribe seats, 10 EHR Fill seats, and 3 AI Notes seats, and assign them as needed.
Already on the Agency Plan? Existing subscribers are grandfathered at the prices they signed up with. Nobody’s bill changes because of this pricing update.
How it differs from individual subscriptions
| Capability | Individual | Agency |
|---|---|---|
| Per-seat price | Standard plan price | Identical, no agency premium |
| BAA | Per-user click-to-accept | Org-level real signature, covers all clinicians |
| Billing | Each user’s own card | One card, one invoice for the whole team |
| Admin visibility | n/a | See who’s active, who’s invited, usage per clinician |
| Trial | 7-day free trial | 14-day free trial (card required, cancel anytime before being charged) |
| Onboarding | Individual signup → Stripe Checkout | Agency buyer signs up + invites team OR enables auto-join |
Common questions
Is there a free trial? Yes. Every new Agency Plan comes with a 14-day free trial. Your team gets full access during the trial. Sign the BAA, invite clinicians, set up domain auto-join, and run real visits. We collect your card upfront but you’re not charged until the trial ends. Cancel from the admin dashboard before then and you won’t be billed.
Can clinicians on my agency plan use Voice Scribe? Only those assigned Voice Scribe seats. Mix and match all three seat types within the same agency.
What happens if a clinician leaves the agency? The admin removes them from the dashboard. Their seat is freed and can be reassigned. Their account stays functional (paywalled like any non-subscriber) so they could subscribe individually if they want to continue using the product.
Is the Agency Plan HIPAA compliant? Yes. We’re built on HIPAA-compliant infrastructure (Google Cloud, Vertex AI, Firestore, all with BAAs in place) and the org-level BAA signed by the agency admin covers every clinician on the plan.
Get started
Set up an Agency Plan →. Build your seat count with the slider, complete checkout, then invite your team.