Software for direct primary care and cash-pay doctors

A direct primary care doctor trades insurance billing for a monthly fee per member and a panel of a few hundred people. The admin work moves with it: enrolling households and getting the agreement signed, collecting every month and chasing whoever didn't pay, selling the practice to local employers, and pricing the visits and labs that non-members pay cash for. SoloWOS covers that business side. Charts, prescriptions, lab orders and anything else clinical stay in your EMR.

From meet-and-greet to the monthly membership invoice

1. A prospective member finds your Link in Bio page from your Google Business Profile or a neighborhood Facebook group: membership prices by age, what's included, a link to book a free meet-and-greet and an email signup for your practice newsletter.
2. The meet-and-greet is a free 15-minute meeting type on your booking page with a 5-minute buffer, in person or by video. The booking questions stay administrative: how they heard about you, how many people in the household, whether they pay from an HSA. Nothing about symptoms.
3. If they join, the membership agreement goes out for e-signature: the monthly fee, what's included, what isn't (outside labs, imaging, specialists), the cancellation terms and any wording your state requires. Each adult signs from a phone, and you keep the certificate with the audit trail.
4. Create the first invoice with the enrollment fee and the first month, and set it to repeat every month. Each one is emailed with a pay link (card through your Stripe account) and your ACH or Zelle details, plus reminders 3 days before and 3 and 7 days after the due date. The member pays each invoice; SoloWOS doesn't charge a saved card.
5. Non-members book a paid visit, for example a $120 acute visit with a $40 deposit charged at booking and refunded automatically if they cancel at least 24 hours ahead (example prices).
6. Members book on a free "Member visit" meeting type whose link you only send to members, or on a single-use link when you want one specific follow-up booked.
7. For an employer, send a proposal priced per enrolled employee per month, then the services agreement for signature, then a monthly invoice to the company for the headcount total. Keep the list of which employees enrolled off the invoice.

A typical week

• Monday: four meet-and-greets booked themselves over the weekend from the Link in Bio page. Two households sign their agreements by Tuesday night.
• Tuesday: the membership invoices dated the 1st went out on their own. Six are still unpaid, and the reminder 3 days past due already reached them.
• Wednesday: a non-member books Thursday morning's acute slot at 7 p.m. The deposit is in your Stripe account before you see them.
• Thursday: lunch with the HR manager of a 40-person machine shop. The employer proposal goes out that afternoon and you see it opened twice by Friday.
• Friday: the reference lab bill, the vaccine order and the EMR subscription go into Expenses with receipts, and you check what the month of memberships left after costs.

All 13 tools, one by one

How a direct primary care practice can use each tool. A few carry most of the work, and for the others the line says where the one real use is.

• Link in Bio: membership prices by age group, what the fee covers, your meet-and-greet booking link and a newsletter signup, on one page linked from your Google Business Profile.
• Short Links: a QR code on the flyer you leave at the gym and the chamber of commerce that opens the meet-and-greet page; change where it points later without reprinting.
• Forms: an employer interest form (company, headcount, when their health plan renews) and a household enrollment form with names and contact details only, never medical history.
• Scheduling: free meet-and-greets, member visits on a link only members get, and paid non-member visits with a deposit, calendar sync and 24-hour and 1-hour email reminders.
• Proposals: employer proposals priced per enrolled employee per month, and cash-price quotes for in-office procedures, accepted online with a deposit percentage.
• E-Signatures: the membership agreement each adult signs, the employer services agreement and, if you opted out of Medicare, the private contract, each with a certificate and audit trail.
• Document Tracking: your employer pitch deck or cash price list as a tracked PDF link, so you see which pages the HR manager read before your follow-up call.
• Screen Recording: a 5-minute screen walkthrough of how to book a member visit and pay an invoice, linked in the welcome email. It isn't a telehealth tool.
• Notes & Boards: a board for launch tasks and employer deals, and a page with your membership pricing notes. Patient names and anything clinical stay off it.
• Time Tracking: barely matters for a membership practice. It helps if you also bill a company or a school district by the hour as its medical director.
• Invoicing: membership invoices that repeat monthly, employer invoices for the headcount total and one-off invoices for labs at cost, each with a pay link and reminders.
• Expenses: lab bills, vaccine and supply orders, malpractice coverage and the EMR subscription with receipts, so you see what each month of memberships really clears.
• Automations: a welcome email when a membership agreement is signed, a nudge 3 days after an employer proposal if it's still unanswered, and a rebook email after a no-show.

US rules a direct primary care practice runs into

Three federal rules shape how a cash-pay practice prices and bills. Each one is summarized from the agency's own page, listed under Sources.

• HSAs and DPC fees: starting January 1, 2026, a person in a direct primary care arrangement can still contribute to an HSA when the arrangement's fees total $150 a month or less ($300 when it covers more than one person), and can pay those fees from the HSA tax-free, per IRS guidance. Above the cap, the fees can still be reimbursed from the HSA, but the person can't contribute to it while enrolled. The rule's definition of primary care leaves out procedures that need general anesthesia, prescription drugs other than vaccines, and lab work not usually done in a primary care setting.
• Good Faith Estimates: under the No Surprises Act, providers must give uninsured or self-pay patients a written Good Faith Estimate when they schedule care at least 3 business days ahead or ask what it will cost, on paper or electronically as the patient prefers. If the bill comes in at least $400 above the estimate, the patient can use the federal dispute process.
• Medicare: to see Medicare patients privately, a physician files an opt-out affidavit and signs a private contract with each Medicare patient. Opt-out lasts two years and, for affidavits signed on or after June 16, 2015, renews automatically unless you cancel in writing at least 30 days before the next period starts.

A SoloWOS proposal is a price quote, not a Good Faith Estimate: CMS sets what the estimate must contain and publishes a model notice. Use your EHR or the CMS model, and count the 3 business days with the business days calculator. Ask your lawyer how the estimate applies to services the membership fee already covers.

Many DPC practices never bill insurance, which is why the HIPAA question matters more here than for most doctors. Billing any insurer electronically, even for one service, changes the answer.

HIPAA: who can use SoloWOS and for what

HIPAA applies to health care providers who send health information electronically in standard transactions, such as billing insurance. A cloud service that stores protected health information for a covered provider is a business associate and needs a Business Associate Agreement (BAA). SoloWOS doesn't sign BAAs and isn't HIPAA compliant.

• If you bill insurance electronically, you're a covered entity: don't put your patients' health information in SoloWOS. Keep using your EHR or practice-management system for anything clinical.
• If your practice is cash-pay only and never bills insurance electronically, HIPAA may not cover you, but state health-privacy laws can still apply. Ask your lawyer before you rely on that.
• Either way, keep intake forms and booking questions administrative (name, email, preferred time, reason for the visit in general terms) and leave clinical questions for the visit and your records system.

This is general information, not legal advice. Rules vary by state; check yours with a lawyer or your licensing board.

SoloWOS or Hint: which fits

Hint and Atlas.md are built for direct primary care: membership billing that charges cards on its own and an EMR in the same product. SoloWOS is a cheaper admin layer, and the honest comparison mostly shows what it leaves out.

• Choose Hint or Atlas.md if you want cards charged every month without anyone clicking a link, failed payments retried, and charts in the same system. Past a few dozen members, chasing each invoice by hand gets old.
• Choose SoloWOS if you're pre-launch or small, already have an EMR you like, and mostly need the signed agreement, employer proposals and invoices that go out on their own. It also works next to a DPC platform for the employer sales side.

Prices and features checked on October 23, 2026 on each company's site.

Start with these three

E-Signatures for the membership agreement, Invoicing with the monthly repeat turned on, and Scheduling with a free meet-and-greet and a paid non-member visit. Proposals come next, the week you start calling on employers.

Free tools that help

• Customer lifetime value calculator to see what a member is worth if they stay three years at your monthly fee.
• Break-even calculator for how many members cover rent, your medical assistant and the EMR.
• Payment fee calculator to compare what card and ACH payments cost you on one membership fee.
• Business days calculator to count the 3 business days that trigger a Good Faith Estimate.

What SoloWOS won't do for a doctor

• No automatic card charging, failed-payment retries or payment plans. A repeating invoice goes out each month and the member pays it.
• No EMR, charting, e-prescribing, lab orders or insurance claims, and no Business Associate Agreement.
• Reminders go by email only, not SMS. Patient texting belongs in a HIPAA-capable messaging tool.
• No group visits or classes: each booking slot takes one person.
• No member portal with visit history or lab results.
• SoloWOS doesn't file taxes, issue 1099s or collect sales tax for you. Invoicing sends the invoice with a pay link (card through your Stripe account) and your other payment details; your accountant or tax software handles the rest.