Carepatron
Carepatron is an all-in-one practice management and EHR platform for health practitioners. It brings scheduling, secure client messaging, telehealth, AI-drafted clinical notes, treatment plans and insurance billing into a single HIPAA and GDPR compliant workspace.
What is Carepatron?
Carepatron is a practice management and electronic health record platform for health practitioners, published by Care Patron Limited, a New Zealand company registered in Tauranga. Its promise is blunt: you handle the care, the software handles the back office. Everything a small practice does between the first enquiry and the final payment lives behind one login.
The product is organised as six modules across three moments. Connect covers Schedule and Message: a shareable booking link, online booking, automatic reminders credited with cutting no-shows by 40%, calendar sync, custom appointment statuses and tags, secure client messaging, SMS and email, a shared inbox and a HIPAA-encrypted email integration. Care covers Meet and Treat: HD telehealth built into the appointment with one-click join and in-session notes, group telehealth on paid plans, custom treatment plans, goal tracking and ePrescribe with full EPCS support to US pharmacies through Surescripts and the DoseSpot workflow. Complete covers Document and Bill: an AI medical scribe that drafts the note before the session ends, clinical notes, a template library, document signing and locking, paperless intakes, automated invoicing, online card payments, InstantPay, superbills, CMS-1500/HCFA forms, electronic claim filing, insurance status checks and automatic ERA recording.
Carepatron AI runs through all of it. Beyond the scribe there is AI summarize, grammar and spelling clean-up, prompts that generate goals from session data, and an AI Ask side panel that answers questions from the client record, past notes, completed forms and uploaded PDFs or images. AI automation credits and model tiers rise with the plan, from 1,000 credits and Basic models on the free tier to unlimited credits and Max models on Advanced.
Compliance is a selling point rather than an afterthought: HIPAA, GDPR, SOC 2, PIPEDA, PHIPA, APP and PDPA, a BAA included, 256-bit encryption at rest and in transit, timestamped audit trails, user-level access logging and role-based permissions. A REST API is documented for the Advanced plan. The vendor claims more than 100,000 clinicians across 120+ countries, a 4.8 rating on G2 and Capterra, and around eight hours of admin saved per week. Web, iOS and Android are all covered, and the site is published in 24 languages.
What it does
- Draft clinical notes automatically with an AI scribe that writes during the session
- Fill the calendar through a shareable booking link, online booking and automatic reminders
- Run telehealth sessions with the client record, past notes and history open alongside
- Send invoices, collect card payments and file insurance claims without leaving the platform
- Message clients securely and push intake forms, confirmations and payment nudges on their own
- Build treatment plans, track goals over time and ePrescribe to US pharmacies
- Ask the AI side panel questions about a client's history, notes and uploaded documents
When to use Carepatron / When not to
A quick filter to help you decide if Carepatron is the right fit.
When to use Carepatron
- Solo therapists, counsellors and psychologists who want scheduling, notes and payments behind one login
- Small allied health teams (physiotherapy, occupational therapy, speech therapy, dietetics) sharing a caseload
- Nurse practitioners, family physicians and psychiatrists running an outpatient practice outside a hospital system
- Health, life and fitness coaches who need client records, bookings and invoicing without clinical overkill
- Practice managers and front-desk staff who spend their week chasing reminders, intake forms and unpaid invoices
When not to use Carepatron
- Any business outside healthcare: the vocabulary, the compliance layer and the workflows are entirely clinical
- Practices that need electronic prescribing outside the United States, since ePrescribe routes through US pharmacies via Surescripts
- Teams that want API access or role-based permissions on a budget, as both sit only on the top Advanced plan
- Organisations that must contractually pin patient data to one country, since no data residency guarantee is offered
- Practitioners who expect a named support email address rather than a help centre and an in-app Help channel
How to use Carepatron
A typical end-to-end flow, from setup to results.
- Create a free account from the registration page, with no credit card required
- Start the 14-day free trial if you want every paid feature unlocked from the outset
- Import your existing clients and data, an option included even on the free plan
- Set up your services, availability and appointment types, then share your booking link
- Let clients book themselves in and let reminders, intake forms and confirmations go out automatically
- Run the session in person or over built-in telehealth, with the client record open alongside
- Let the AI scribe draft the note during the session, then review, sign and lock it
- Build or adjust the treatment plan, track goals, and ePrescribe where that applies
- Raise the invoice, collect payment online and file the insurance claim from the same screen
- Pull client, appointment, billing and compliance reports, or connect your own systems through the REST API on Advanced
Pros & Cons
Pros
- The AI scribe is included on every plan, free tier included, rather than sold as an add-on
- A permanent free plan offers unlimited clients, telehealth, a client portal and online payments
- Unusually broad coverage for the price: calendar, messaging, telehealth, notes, treatment plans and insurance billing under one login
- Serious, documented compliance posture with HIPAA, GDPR, SOC 2, PIPEDA, PHIPA, APP and PDPA, and a BAA included
- Subprocessors are named publicly with their country, with notification and an objection right
- EU and UK data processing addenda are published, Standard Contractual Clauses included
- No minimum contract, no upfront cost, and cancellation at any time
Cons
- Pricing is per user, so the bill grows in a straight line with the size of the team
- The prices displayed are promotional; the reference rate for the first paid tier is 31.00 USD per user monthly on annual billing, 39.00 USD monthly
- API access and role-based permissions are locked to the most expensive plan
- ePrescribe is billed separately at 39.00 USD per prescriber per month and only reaches US pharmacies
- Claims, superbills, insurance checks and extra SMS are charged per transaction on top of the subscription
- No data residency guarantee: subprocessors sit across the United States, Australia, Europe and Singapore
- The privacy policy still carries a September 2022 date while the terms were refreshed in June 2025
Pricing & Plans
Carepatron operates on a freemium model. A permanent free plan is available at no cost and includes unlimited clients, telehealth, a client portal, online payments and the AI scribe, capped at 1 GB of storage and 100 appointments. A 14-day free trial of the full feature set is offered without a credit card. The cheapest paid tier is Plus, whose reference price is 31.00 USD per user per month on annual billing, or 39.00 USD per user per month when billed monthly. At the time of review, a limited offer displayed both Plus and Advanced at 50% off for six months. Several capabilities are billed separately, including ePrescribe, revenue cycle management, electronic claim filing and insurance status checks.
- unlimited clients
- telehealth
- client portal
- automated online payments
- AI scribe and note taker
- 100 appointments
- 1 GB of storage
- 1
- everything in Free plus unlimited storage and appointments
- advanced workflows at 2
- 000 runs per user per month
- group telehealth
- group scheduling and notes
- shared inbox
- custom branding
- 50
- everything in Plus plus roles and permissions
- white labeling
- Google Analytics integration
- 90-day deleted data retention
- a 1:1 onboarding manager
- premium support
- unlimited AI credits and workflows
- Max AI models
- no public price
- handled through the Contact sales route
- ePrescribe at 39.00 USD per prescriber per month (31.00 USD annually)
- revenue cycle management at 3.9% plus a 99.00 USD monthly platform fee (79.00 USD annually) and 49.00 USD per additional seat (40.00 USD annually)
- electronic claim filing from 0.25 USD per claim
- manual insurance checks at 0.15 USD
- extra SMS at 0.05 USD
Data, GDPR & hosting
A consolidated view of how Carepatron handles your data.
GDPR overview
GDPR compliance is claimed explicitly and backed by published paperwork rather than a badge alone. The compliance page states that the platform is HIPAA and GDPR compliant as standard, and GDPR appears as a ticked line on all three plans. Carepatron publishes an EU Data Processing Addendum with the Standard Contractual Clauses annexed, plus a separate UK addendum; both are incorporated into the agreement by reference. The DPA names the customer as controller and Carepatron as processor, commits to assisting with access, rectification, erasure, portability and objection requests, publishes a subprocessor list with an objection window, and is governed by Irish law. A data protection officer is reachable by email. No Article 27 EU representative is designated, and the privacy policy itself still carries a 2022 date.
Who owns the data?
Clause 15.1 of the Terms of Service states that Care Patron owns the intellectual property in the Service, the software, the websites and the servers, but expressly not the User Data. Customers warrant that they hold the rights to whatever they upload, and under the EU Data Processing Addendum the customer is the controller while Carepatron acts as processor. In exchange, clause 12.1 grants Care Patron and its affiliates a non-exclusive, worldwide, royalty-free, sublicensable and transferable licence over User Data and Transaction Data, limited to providing the Service, which covers debugging, testing, support and future improvements. That licence survives account closure so server and backup copies can be kept.
Reuse rights
Customers keep full use of their own records and can pull them out at any time: clause 10.1 points to an export feature and makes retrieval the customer's responsibility before the account closes. Nothing in the Terms asks for the vendor's permission to reuse, print or migrate that material. On the vendor side, clause 13.1 allows Care Patron to use and disclose data from the Service to improve it, for data analytics, or for sale to third parties, on condition that any personal information is fully anonymised and aggregated first. Transaction data is shared with Stripe for payment processing. The Carepatron AI page states that no client data is used to train AI models, and AI features can be switched off in the workspace.
Data retention & training
Hosting summary
Carepatron publishes its infrastructure subprocessors by name and country. Amazon Web Services hosts customer data in the United States, Australia and Europe; Google Cloud in the United States and Singapore. Stripe, Claim.MD and Intercom, all United States based, complete the list, which is published with a notification mechanism and a ten-day objection window for new subprocessors. The privacy policy adds that the cloud storage provider, websites and systems may sit on servers outside New Zealand, and that transfers out of the European Economic Area are necessary and covered by European and UK data protection law through the published addenda. No choice of region and no residency guarantee is offered on any plan. Data is encrypted at rest and in transit with 256-bit encryption, and uptime is advertised at 99.9%. Note that the website's own DNS record resolves to a CloudFront edge node geolocated in Zurich, which reflects content delivery rather than where clinical records are stored.
Things to keep in mind
Risks and trade-offs to weigh before adopting Carepatron.
- The displayed price is a promotional rate; budget on the reference price of 31.00 USD per user per month before committing
- Terms clause 13.1 allows the vendor to sell fully anonymised and aggregated data to third parties, which some practices will want to weigh
- The licence granted over User Data is broad and survives account closure for backup, debugging and testing copies
- Exporting your records before termination is your responsibility; after ninety days the data is deleted for good
- Trusting an AI-drafted note without reading it is the real clinical risk here, and the vendor's own wording assumes you review and sign
- No data residency guarantee and no Article 27 EU representative, which matters if you are a European controller
- The Trust Center is presented as the authoritative source for certifications but is not freely browsable, so claims cannot be verified independently
Setup & Integrations
Technical difficulty
Low. There is nothing to install: Carepatron runs in the browser and as iOS and Android apps. An account is created free of charge without a credit card, and the homepage claims most clinicians are up and running in under an hour. Encryption, HIPAA, GDPR and the BAA are described as active from day one with zero configuration. Client and data import is included on every plan, a guided or instant demo is available beforehand, and the Advanced plan adds a 1:1 onboarding manager. Only the REST API, reserved for that top plan, calls for development skills.
Deployment
Apps stores
Integrations
Supported languages
Behind Carepatron
Fundraising
Social
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement Carepatron.
Frequently asked questions
Is there a free plan, or only a trial?
What does the first paid plan actually cost?
Is client data used to train AI models?
Which compliance standards does Carepatron claim?
Is a Data Processing Agreement available for European customers?
Where is the data hosted, and who else touches it?
How long is my data kept after I close the account?
Is there an API and are there mobile apps?
Can I cancel whenever I want?
Does Carepatron work outside the United States?
Should you pick Carepatron?
Carepatron makes an unusual bet for a healthcare platform at this price: it puts the AI scribe on every plan, including the free one, instead of holding it back as the upsell. Around it sits a genuinely complete practice stack, from the booking link a client clicks to the insurance claim that closes the file, and the compliance layer is documented rather than merely asserted, with published EU and UK processing addenda, a named subprocessor list and a BAA included as standard.
The caveats are mostly commercial. Pricing is per user, so a growing team feels every seat, and the figures on the pricing page are promotional rather than the reference rate. Several of the things that make the platform attractive to a busy practice are billed separately: electronic prescribing, revenue cycle management, claim filing, insurance checks, extra SMS. The API and role-based permissions sit only on the top tier, which is a real constraint for a clinic that wants to integrate its own systems without paying for white labeling it does not need.
Two points deserve a closer look before signing. There is no data residency guarantee: subprocessors span the United States, Australia, Europe and Singapore, which a European or Canadian practice may need to reconcile with its own obligations. And the privacy policy still carries a September 2022 date while the terms were refreshed in June 2025, a gap worth raising with the vendor.
For a solo practitioner or a small allied health team that wants fewer tabs and evenings back, Carepatron is a serious, well-documented option. For anyone with strict residency requirements or heavy non-US billing, the fit needs checking module by module.
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