Sarasota Medical Pregnancy Center
A connected, compliant system: the plan
Your programs in one view. Compliant communication. Less manual work, not more.
What we heard on our visit
Strong programs running on systems that do not talk to each other
One client, three records
A client is set up and documented separately in eClinicalWorks, SimplePractice, and eKYROS. No single place to see the whole journey.
The billable-hours gap
Roughly 2 of 8 hours a day are billable, driven by duplicate documentation. The board wants a capacity number leadership cannot readily produce.
Communication that is not compliant where it counts
No clean, HIPAA-safe way to text reminders, due-date follow-ups, or class nudges.
Journey drop-off
About 80% of medical clients reach behavioral health; about 30% of those reach education. Clients do not see everything available to them.
The goal
One central place that wraps your existing systems
A case manager sees the whole client journey, communication is automated and compliant, and the work gets removed, not duplicated.
SimplePractice
Behavioral health
eKYROS + BrightCourse
Education + points
One central client-management view
The whole journey in one place - automated, compliant communication
The one rule that governs everything: it has to eliminate tasks, not add them - and it has to be HIPAA compliant.
The recommended setup
Your own system, set up the right way
We recommend standing up SMPC with its own dedicated platform account, then activating the HIPAA compliance module on it. Your account, your data.
SMPC's own platform account - HIPAA module activated
Your secure client sub-account
All client data lives here, inside your compliant environment
You own it
The account is SMPC's. Your data stays yours and stays portable - you are never locked in.
We administer it
Jess and Michael's team work as admins to build and support it, with least-privilege access and required MFA.
Compliant by design
The HIPAA module plus signed agreements (BAAs) keep client data protected from day one.
How it stays compliant
Built to meet your security and HIPAA requirements
HIPAA module + agreements
The platform's HIPAA module is activated and a BAA is signed, so client data, messaging, and call records are covered. We also sign a BAA with SMPC.
Controlled access
Least-privilege admin roles, required MFA (multi-factor login), and a clear list of who has access. You and your security partner control it.
Compliant communication channels
Text, email, and calls run on the platform's compliant channels, with minimum-necessary content and opt-out built in.
Safe data movement
Data moves between systems by scheduled, controlled export and import - not risky live connections. No clinical detail where it does not belong.
Ryan stays in the loop. We build to the encryption, access, and logging standards your security partner sets, and confirm vendor agreements before any data moves.
The plan
Four phases - migration first, then your choice
1
Foundation + migration
Stand up your account, activate HIPAA, and migrate. The required first step.
Start here2
Client journey design
Map your full client journey into a designed, buildable plan.
Next3
System data discovery
Confirm how we get data out of each system. Choose which and how many.
Selective4
Implementation
Build the journeys, automations, and processes.
Scoped after 2-3
Each phase stands on its own. You are never committed beyond the step you approve.
Phase 1 - start here
Foundation and migration
What we do
Set up SMPC's own platform account and secure sub-account, activate the HIPAA module, sign the agreements, switch on compliant communication channels, then migrate the work already built and verify everything runs.
Why first
Until this is in place, no client-identifying data can live in the system or move by text or email. Once it is on, you can immediately run compliant intakes and post-visit messaging.
This is the foundation everything else sits on. It is also the one step we can price firmly today.
Phase 2
Design the client journey
A working session, on site, that turns your journey into a designed system.
What we do
Sit with your team and case managers and map the full journey - from a client's first touch through medical, behavioral health, education, and ongoing support, to the point they graduate. Who does what, what each role needs to see, what triggers communication at each step.
What you get
A documented, case-manager-centered client journey plus the plan that implements it. We can begin building the parts that use data you already have (non-clinical: web forms, class registration).
Phase 2 - the deliverable
What a designed client journey looks like
Illustrative example - we design yours with your team, in your words
First contact
Inquiry & intake
CommunicationWelcome text, intake form, first appointment booked
→
CommunicationAppointment reminders, post-visit follow-up, next-step nudge
→
Behavioral health
Counseling
CommunicationWarm handoff, session reminders, check-ins
→
Education
Classes & points
CommunicationClass invites, attendance nudges, points and rewards updates
→
Ongoing support
Stay connected
CommunicationMilestone check-ins, resources, graduation celebration
Every step visible to the case manager in one place - every message automated, on-brand, and compliant
Phase 3 - selective
System-by-system data discovery
Each system holds part of the picture and gives up its data differently. Each gets a short, focused session - about a day with the person who lives in it.
| System | Area | What we confirm |
|---|
| eClinicalWorks | Medical | How to export the data we need and feed it in cleanly |
| SimplePractice | Behavioral health | The periodic export path (no live connection available) |
| eKYROS + BrightCourse | Education + points | What can be exported and how points and attendance flow |
Pick one system to bring in first, or just one, period. Each is independent and sequenced by what matters most to you.
Phase 4
Implementation
What we build
The pipelines, automations, communication sequences, point tracking, and the written processes for each type of care - using the designed journey and the confirmed data paths from the earlier phases.
Why last
We can only build what we have designed and confirmed we can feed. Scope and price come directly out of Phases 2 and 3, so we do those first to price this honestly.
End state: a compliant system, a designed client journey, written processes for each type of care, and the automations that run them - with data flowing in as efficiently as each system allows.
Investment
What each phase runs
| Phase | What it covers | Estimated cost |
|---|
| 1. Foundation + migration Fixed fee | Your account + HIPAA module + migrate your work | $3,500 |
| 2. Client journey design Fixed fee | On-site session + designed client journey | $2,500 |
| 3. System data discovery Fixed fee | ~1 day per system - choose which and how many | $1,800 each |
| 4. Build-out Est. - fixed after discovery | Implement the journey + automations - up to 6 months | $12,000 - $30,000 |
| Discovery, all three systems (Phases 1-3) | $11,400 fixed |
Your platform subscription: about $594/month (your own HIPAA-enabled account), billed to SMPC. This is what keeps your environment compliant long term.
Phases 1-3 are fixed fees. Build-out is a planning estimate, fixed-quoted once discovery is done, delivered over up to six months. You can phase the work or include fewer systems to fit the budget. For board review and approval of approach - a detailed statement of work follows as discovery confirms scope.
Timeline
A phased rollout over up to six months
Month 1
Month 2
Month 3
Month 4
Month 5
Month 6
Phase 1 - Foundation + migrationFixed fee
Phase 2 - Journey designFixed fee
Phase 3 - System discoveryFixed fee, per system
Phase 4 - Build-outEstimate, fixed after discovery
iterative, up to ~4-5 months
Your compliant platform is live from week one - value starts early, and each phase builds on the last
Before we begin
What we need from your team to start
From SMPC leadership
- Share your current HIPAA documentation we can work from - your Security Risk Assessment, written privacy and security policies, and breach-response plan
- Provide your BAA for us to sign, so we are covered for this work
- A list of points of contact for the key areas - leadership, privacy and security, and each system
- Tell us if you are evaluating a new EMR, so we design for portability
From Ryan (your security partner)
- The encryption, login, access, logging, and hosting standards we must meet to connect
- Which vendor agreements (BAAs) you already hold
- Who owns breach notification once we are in the data path
On patient communication: share any communication policy or legal guidance you already have, so we build within it. Where messaging touches Florida minor-consent or reproductive-health rules, we confirm your attorney's sign-off before it goes live.
If we move forward
How we start
1
Short questionnaire
We send a quick questionnaire to confirm covered-entity status, agreements, and system access - so nothing stalls later.
2
Schedule the work
We set dates. Migration is the first step, then journey design, then the systems you choose - in priority order.
3
Go, one step at a time
Each phase delivers something usable. You approve and pay phase by phase, never ahead of where you are.
Your data, your account, your pace. We administer and build; you stay in control.
Next step
Approve the start and we begin with migration
From there, every phase is your choice, sequenced by what matters most to you.
- Confirm you want to move forward
- We send the questionnaire and schedule the migration
- You get a compliant system you own, one step at a time