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Multiple Clinics or Multiple Accounts, Which One Should I Choose?

Multiple Clinics or Multiple Accounts - How Do I Choose?

When you’re deciding how to set up your emily account, one thing that comes up quite often is whether you need multiple clinics within a single emily account or multiple accounts. This might be a question when you have:

  • Multiple providers sharing a single practice space but responsible for their own admin and data
  • One single owner with multiple clinics that do not share providers, branding or client list
  • One single owner with multiple clinics that do share practitioners, branding and client list (Chain)
  • One single owner with a mobile practice that works out of 2 or more different clinics (corporate, mobile or home based for example)

In the above 4 scenarios, we would usually recommend that the top two scenarios open multiple, unique accounts, while the bottom two use emily’s Multi-Clinic feature. Typically the top two would have separate bank accounts, financials, and admin staff. The bottom two would want aggregated reporting data as well as as a shared client and staff list.

Items to Consider

A few issues that should be addressed:

  • Patient Accessibility: Are the same clients seen across multiple clinics? If so, the Clinics feature allows for the same username and password to be used to book at both clinics.
  • Chart Accessibility: With a single account, you would see one single medical chart for clients that are seen across multiple clinics. Multiple accounts would have a separate chart for the client at each clinic.
  • Change in Ownership: If you sold your clinic, how would you want all the data to be divided? If you plan on selling one clinic and keeping another, then multiple accounts would make sense for a simple transition of data.
  • Access of Data: Emily offers many different access levels that allow you to limit the information available to everyone with administrative access to your Emily Account. Reports and Exports can be limited to individual information only, or can be set to allow for more shared access.
  • Admin Access and Reporting: Do you have shared admin across all practitioners? It can be hard for admin staff to manage multiple accounts if they are booking and receiving payment for your clients across multiple clinics. A single account makes it simpler for admin and also allows for aggregated data on reports across all practitioners.

Further Points to Consider

  • Logo and Branding: There is one logo and branding available per clinic. So a single shared account will be able to have the information required for each clinic.
  • Email communication: When Emily emails out the notifications and reminders to clients, the clients can respond back to those emails and Emily will redirect them to the clinic’s email address. However, there can only be one reply-to email address per Emily account or clinic. Every clinic will use this reply-to address.
  • Billing for the License Fee: We can only charge a single card per Account for the Emily license fee – so if you are sharing an account you would need to manage the splitting of the license fee outside of Emily.



One Account with Multiple Clinics

While emily’s pricing is license-based, and there is no cost to add a clinic to your existing Emily account, any additional practitioners working in this second clinic would be billed at the additional license fee per month.  Contact us for details.

Multiple Emily Accounts

If you have multiple Emily accounts they are quoted and priced totally separately. If 5 practitioners have 5 accounts then each account is priced individually.

This is for a few reasons:

  • Should the clinics or practitioners part ways or sell their practice, they would now be outside of any sort of pricing agreement. There’s no mechanism to link accounts within Emily.
  • The second point for us is that running additional accounts comes with extra costs to Emily around importing, training, and hosting.

Our price point is intended to be one that is very reasonalbe for small businesses, and we have many small or very small businesses working with Emily to run their clinic(s). We do not mark up Emily and then discount it on a regular basis. Our quoted fees are really our honest pricing, and we don’t add in fees or charges anywhere else.

This is important to us as we don’t like the game of over-charging some people to offset a possible discount.

If you are really unsure about whether it would be better for you to work with one account or multiple accounts for your practice, please don’t hesitate to contact us and describe your unique practice makeup. We do like to stress, that in most cases there’s pros and cons for BOTH set ups, so ultimately you will be the best one to decide which direction you’d like to go.

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