How a medical practice decides between one license per clinician and a shared pool of concurrent clinical licenses, why non-overlapping shifts matter, and how to read an accepted rate schedule, commitment and cancellation terms.

Individual or Group licensing for a medical practice EMR: how to choose and how to read the terms

Most EMR quotes are read as a single monthly number, but the number only means something once you know what it counts. Copergrine EMR licenses its Medical Practice EMR line in two ways — Individual and Group — and the right one depends on how your clinicians actually work across the week, not on how many of them you employ. This guide explains both models, walks through the shift pattern that makes Group worthwhile, and shows how to read the schedule and terms that sit behind any price you accept.

When is Individual licensing the right fit?

Individual licensing gives each clinician who documents their own provider license. It suits a practice whose clinicians see patients at the same time — a solo physician, or a small team that works the same clinic hours in person, by video, or both. Every clinician who starts, leads, signs or closes encounters needs a license; front-desk, billing, nursing and administrative staff do not, within the plan's headcount cap.

The Individual rate has two phases. An introductory rate applies for the first months of a new subscription, then the standard rate applies. Both phases, the one-time setup fee and the length of the introductory period are published together on the pricing page, so the step from introductory to standard is part of what you accept rather than a surprise later.

One license per clinician who documents
Staff seats included within the headcount cap
Introductory rate first, then the standard rate, both published before you start

When does concurrent Group licensing make sense?

Group licensing is for medical groups whose clinicians share clinical time rather than overlap it. Instead of one license per person, the practice licenses a pool of concurrent clinical licenses — at least five — that every clinician draws on across unlimited locations. Every clinician still has their own individual account; the pool limits how many people can use licensed clinical features at the same moment.

The pattern that makes Group worthwhile is non-overlapping shifts. Five concurrent licenses can cover ten clinicians when they work two separate shifts — for example, a morning team and an evening team — and no more than five of them are using clinical features at once. If shifts overlap, count the most clinicians who are ever working clinically at the same time; that peak, not your headcount, is the number of licenses you need.

Group is billed monthly with no introductory rate. Its base price, the price of each additional concurrent license and a worked shift example are on the pricing page.

List every clinician who documents.
Map when each one is working clinically across the week.
Find the busiest overlap — that is your license count.
Compare that count with one license per clinician.

How should you read the rate schedule and the terms?

The schedule you accept is the one you are billed on. For Medical Practice EMR, your accepted rate schedule — including the step from introductory to standard — is protected for 24 calendar months. Protection is not a commitment: monthly plans have no minimum term, and a cancellation takes effect at the end of the current billing period. Adding or removing licenses still changes your total, and when the protection period ends your rates do not rise on their own. The Master Subscription Agreement and Business Associate Agreement continue to govern the relationship.

If you prepay annually and later cancel, you are entitled to a prorated refund of unused full months. You claim it by submitting a support request in the app and choosing Billing; scheduling the cancellation does not by itself process a refund.

Moving from Individual to Group is an explicit confirmation that takes effect at a supported billing boundary. It starts a new protection period from that date, with no new trial, setup fee or proration. Adding Group licenses later keeps the accepted additional-license rate and the original protection end date. Special, legacy and already-issued offers keep their own terms.

Three documents answer every pricing question precisely: the pricing page for current figures, the terms for how billing works, and the dated price schedule for the rates published on the day this guide was written.

To see how Individual and Group licensing fit your own clinic hours, explore Copergrine EMR.