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Plans & Pricing

Pricing Policy

Pricing & Billing Policies for your Kareo Account

General Terms

Billing Frequency and Methods

Billing Frequency and Method
Subscription fees Billed monthly, quarterly, or annually in advance
Transactional fees (electronic claims, eligibility checks, electronic remittance advice, paper claims, patient statements) Billed monthly in arrears
Data storage fees Billed monthly in arrears
Data import fees Billed monthly in arrears
Professional services (training, credentialing) Billed monthly in arrears
  • Adding or Removing Providers. New (activated) Providers will be charged on a pro-rata monthly basis (or quarterly basis if on a quarterly prepaid model), but removed (deactivated) Providers are charged for the last full month (or quarter) in advance.
  • Provider means any provider of billable medical services to patients who is an employee, customer, or has an employment, contractor, or agent relationship with a Customer, for which the Service organizes information and provides clinical, billing, marketing, and managed billing services.
  • Physician Provider means an individual Provider that is authorized to directly bill Medicare or commercial insurance companies for professional healthcare services rendered to patients, and holds a degree of, including but not limited to, DDS, DO, DMD, DPM, MD, ND, NMD, or OD.
  • Therapist means any physical therapists (PT), occupational therapists (OT), speech language pathologists (SLP), marriage and family therapists (MFT), social worker (LCSW, MSW), psychologists.
  • Non-Physician Provider means any individual Provider other than a Physician Provider or Therapist. This includes, but is not limited to, acupuncturists, audiologists, chiropractors, mid-wives, nurse practitioners, physician assistants or registered dieticians.
  • Facility Provider means an organization, facility, or lab that is authorized to directly bill Medicare or commercial insurance companies for institutional healthcare services rendered to patients.
  • Fees: All fees charged by Kareo are described in Kareo’s Pricing Policy page and are determined by the subscription level selected and specific provider characteristics (example, physician or non-physician provider, full-time or part-time, or specialty). All prices may change with 30 days electronic notice. You are responsible for keeping your email address updated with Kareo. Mailing fees (example, for mailings like paper insurance claims or paper patient statements), may be increased at any time to reflect a change in the USPS postage or processing costs.
  • Minimum Subscription Fee: There is a minimum monthly charge equal to one provider based on the subscription level selected during signup.
  • Sales Tax: Prices shown do not include any taxes that may apply. Kareo reserves the right to charge state sales tax to Customer if legally required to do so.

Discounts & Other Terms

  • Account Changes: Kareo bills on a calendar month or quarter basis. Except for account cancelations or terminations which are covered under the Kareo Terms of Service, changes must be made by the last day of each month (or quarter) in order for the changes to be reflected on your next invoice.
  • Refunds/Credits: Kareo does not refund or credit subscription fees for partial months, or any portion of a prepaid plan upon a deactivation of a Provider or account cancellation.
  • Practices: Must have at least one (active) Provider within a Practice for the Practice to remain active.
  • Non-Physician Provider Discount: Non-Physician Providers (NPP) receive a 50% discount on Suite, Flex and Open Partner plans as of March 1, 2015. We no longer require the first NPP to pay the first at regular price.
  • Excess Claims by Facility Provider: Kareo may modify the monthly (or quarterly) fee after 30 days’ notice if Customer exceeds 500 claims per month for any Facility Provider.

Customer Support Plans & Fees

Phone, Email and Live Chat Support

  • All subscription levels includes unlimited access to customer support by email, live chat and phone.

Assisted Enrollment Service

  • Assisted enrollment services include clearinghouse sign-up and setup of electronic services with insurance companies.
  • Unlimited number of payers on your initial enrollment. Subsequent payers are not included.
  • Available for all Kareo clearinghouse partners.
  • Pricing: Assisted enrollments are included for all customers.

Electronic Clearinghouse Services & Fees

Electronic Claims Submission (ANSI 837)

  • Electronic claims submission service includes sending electronic claims in the ANSI 837 format to Kareo's Clearinghouse Partners.
  • $0.49 per electronic claim, per provider, per month for Basic subscription plans. No charge for Plus, Complete, Max, Suite or Standard subscription levels.
  • $0.99 per electronic claim, per provider, per month for Low-Volume subscription plans beginning after the first 50 claims.

Electronic Remittance Advice (ANSI 835)

  • Electronic remittance advice service includes receiving electronic remittance advice messages from Kareo’s Clearinghouse Partners in the ANSI 835 format.
  • No charge for Plus, Complete, Max, Suite or Standard subscription levels.

Electronic Real-Time Insurance Eligibility Services (ANSI 270/271)

  • Electronic real-time insurance eligibility services include performing electronic verification of insurance benefits from Kareo’s Clearinghouse Partners in the ANSI 270/271 format.
  • No charge for Plus, Complete, Max, Suite or Standard subscription levels.
  • Termination of Remittance Services: In the event that Customer desires to discontinue electronic remittance services, then Customer must contact the insurance companies directly to request termination.

Paper Claims Mailing Services:

Jopari (Workers Compensation and Auto Only) Paper Claims Mailing Services

  • $0.90 for the first page, postage is included.
  • $0.20 for each additional page.
  • No fee for printing of paper claims to your own printer from Kareo.

Non-Jopari Clearinghouse Paper Claims Mailing Services

  • $0.68 per paper claim printed and mailed, postage is included.
  • No fee for printing paper claims to your own printer from Kareo.

Patient Payment Credit Card Services

In three minutes or less, you can set up a Stripe merchant account and patient payments can be collected with a credit card in Kareo Billing (Practice Management) and then will be deposited directly in your bank account.

Pricing

Method In Office vs. Online

Per Transaction Fee

Patient present in office credit card presented (requires CVV code).

2.3% + $0.30

Patient absent credit cards on file or paying online.

3.9% + $0.30

Instamed Credit Card Processing Device Option

Monthly Fee

  • $29.99 per practice per month plus Payment Card Transaction Fees and Electronic Statements Fees described below. Service is included in the Suite plan subscription levels.

Payment Card Transaction Fees

  • Processing debit, credit and other card payments through a Kareo-affiliated service, powered by InstaMed. InstaMed is registered with Visa and MasterCard.
  • Payment processing replaces your existing merchant account and all funds (net of credit card transaction fees) are deposited into your existing bank account.

Front Office Payments

Fees for transactions processed while the patient is in the office with the payment card:

  • Visa/MC Offline Debit: 1.49%
  • Visa/MC/Discover Qualified Card: 1.82%
  • Visa/MC/Discover Rewards Card: 2.09%
  • Visa/MC/Discover Mid Qualified Card: 2.59%
  • Visa/MC/Discover Non-Qualified Card: 3.49%
  • American Express: Contact Kareo for pricing (American Express does not allow publishing pricing information on our website).

Back Office Payments

Fees for transactions processed without the payment card present (e.g. payments made over the phone or by mail):

  • Visa/MC Offline Debit: 2.29%
  • Visa/MC/Discover Qualified Card: 2.49%
  • Visa/MC/Discover Non-Qualified Card: 3.59%
  • American Express: (Contact Kareo)

Electronic Authorization

  • $0.25 per authorization

Hardware

  • $79.00 for USB card reader

Electronic Statements

  • Electronically send patient statement notifications through a Kareo-affiliated service, powered by InstaMed.
  • Electronic Statement Fee: $0.25 per statement.
  • Electronic statement fee will be waived for statements meeting all the criteria below:
    • The electronic patient statement was distributed; and a threshold (ie. 5 days, 10 days, 15 days) is set to trigger print and mail statements; and print and mail statements are issued through Kareo’s Patient Statement Mailing Services and applicable fees are applied (See Patient Statement Mailing Service Fees).

Patient Statement Mailing Service Fees

  • Sending batches of patient statements to Kareo-affiliated processor for printing and mailing (postage is included).
  • First page: $0.76/statement.
  • Additional pages: $0.12/page.
  • Undeliverable Mail: Statements rejected by the USPS as undeliverable are charged at the normal rate. A report with each reject and an explanation of the error will be provided so that address can be updated for future mailings.
  • No fee for printing of patient statements to your own printer from Kareo.

Excess Data Storage Fees

  • Monthly Allowance: Each Practice is entitled to a monthly allowance of additional storage space each month in an amount of 100MB times the number of (active) Providers within the Practice.
  • Unused Allowance: Unused allowance in any given month cannot be carried forward. If there is more than one Practice in an account, the unused allowance for any Practice may not be applied to any other Practice.

Excess Data Storage Fees:

  • $15.00 per 100MB in additional storage space in a month.

Data Import & Migration Fees

Standard Patient Demographics Import

  • No limit to number of records per data import.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per Data Import per Practice. $100 for each additional practice.

Insurance List Import

  • No limit to number of records per insurance list import.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per Insurance List Import. $100 for each additional insurance list.

Standard Fee Schedule Import

  • No limit to number of fee schedule data records per data port.
  • Can be both Standard and Contract Rate Fee Schedules.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per Fee Schedule Import. $100 for each additional Fee Schedule Import.

Referring Physician Records

  • No limit to number of referring provider records.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per list import. $100 for each import.

Service Location Records

  • No limit to number of service location records.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per list import. $100 for each import.

Appointment Records

  • No limit to number of appointment records.
  • Currently supported source data formats include Microsoft Excel (.xls or .xlsx) or Comma Separated Value (.csv); Fixed Width Text (.txt); Microsoft Access Database (.mdb); SQL Server database files; Adobe PDF (Standard Format).
  • $250 per list import. $100 for each import.

Data Migration

  • Moving practice data from a multi-practice account (e.g. a billing company) into a new customer account.
  • May include all of the data within the practice, including but not limited to, patients, appointments, encounters, claims, payments, documents, and all settings.
  • Permission: Requires written permission from the company administrator whose account the data originates.
  • $500 for a single practice migration. $100 for each additional practice. All practices involved in the Migration must be coming from the same account, and must be migrated to the same destination account.

What types of files can we accept data in?

  • Excel (.xls or .xlsx) or Comma Separated Value (.csv) - Most common file type.
  • Fixed Width Text (.txt).
  • Access Database (.mdb) - Can be opened with Microsoft Access.
  • Database Files - Must be able to be opened with SQL Server.
  • Adobe PDF - Files must have a standard format.

Miscellaneous Fees

Co-Branding Fees

  • The Kareo BillCo edition is priced at a one time fee of $2,500 for the co-branding option. For any additional changes that are made to the customization later on, there is incremental fee of $1,000 charged each time.

Electronic Prescribing of Controlled Substances using Kareo EHR

  • Kareo charges a one-time application fee for e-prescribing of controlled substances of $75.00.

Last updated May 9, 2016
For terms effective for purchases prior to May 9, 2016, click here.