The Process

From first call to go-live.
In 30 days.

A proven, repeatable process that replaces your entire SaaS stack with one custom-built platform. You see your actual platform before you pay a dollar.

From discovery call to go-live in 30 days.

Every build follows the same proven process. Here's exactly what happens at each stage. No surprises, no scope creep.

Days 1–3

Discovery & Architecture

  • 60-minute discovery call covering your workflow, tools, pain points, and goals
  • Full practice audit of every tool you use and every integration you need
  • We build a working framework of your platform. You see it live before committing.
  • Revisions and additions based on your feedback until it's exactly right
  • You approve the scope before the full build begins. No surprises.
Deliverable: You've seen your platform live. You approve before we go further.
Days 4–14

Core Platform Build

  • Core EHR module covering patient records, clinical notes, and intake forms
  • Scheduling engine built for multi-provider, multi-location, and custom rules
  • Patient portal with secure messaging, document upload, and appointment booking
  • CRM layer for lead tracking, referral management, and patient lifecycle
  • User roles and permissions for admin, provider, staff, and front desk
Deliverable: Staging environment with core platform live
Days 12–20

Integrations & Billing

  • Google Calendar and Outlook sync, two-way and real-time
  • Billing and insurance covering claims submission, ERA posting, and collections
  • Lab and ordering systems connected directly to your existing vendors
  • Telehealth integration via Zoom, Google Meet, or a custom video solution
  • Payment processing through Stripe with card-on-file and payment plan support
Deliverable: All integrations tested and live on staging
Days 18–24

HIPAA Compliance & Security

  • End-to-end encryption covering data at rest and in transit
  • Access control audit with role-based permissions reviewed
  • Audit log implementation with every action tracked and timestamped
  • Business Associate Agreement prepared and signed
  • Third-party penetration testing run on the staging environment
Deliverable: HIPAA compliance checklist signed off
Days 22–28

Training & Data Migration

  • Live staff training walkthroughs for each role in your practice
  • Recorded video training library for onboarding new staff after launch
  • Full data migration of patient records, history, and documents from old systems
  • Parallel run period where both systems are live simultaneously for safety
  • Go-live readiness checklist reviewed together. Nothing launches until you're confident.
Deliverable: Team trained, data migrated, go-live approved
Day 30

Go-Live & Handoff

  • Production deployment with your platform live on your own domain
  • DNS and SSL configuration, fully secured and branded
  • 48-hour active post-launch monitoring period
  • Dedicated support contact established for your practice
  • Full access to your codebase and infrastructure. You own it.
Deliverable: Your platform is live. You own it.

Everything included. Nothing extra.

Every module below is built into your platform. Not an add-on. Not an upgrade. Included.

EHR / Clinical Notes

Customized to your specialty's workflow, not a generic template.

Scheduling Engine

Multi-provider, multi-location, custom rules, automated reminders.

Patient CRM

Full lifecycle tracking — leads, active patients, follow-ups, referrals.

Billing & Insurance

Claims, ERA posting, patient billing, collections — all unified.

Patient Portal

Secure messaging, intake forms, documents, appointment booking.

Telehealth

Built-in video visits or integrated with your existing platform.

Ordering & Labs

Direct connections to your lab and supply ordering systems.

Reporting Dashboard

Revenue, patient volume, staff productivity — your KPIs, your way.

Communications

Automated SMS, email reminders, recall campaigns, patient messaging.

HIPAA Infrastructure

Encrypted, access-controlled, audit-logged, BAA-ready.

AI Automation

Smart scheduling, documentation assistance, workflow triggers.

Payroll & HR

Time tracking, payroll integration, staff management — built in.

Ownership Model

You pay once.
You own it forever.

Every other EHR vendor charges you monthly, forever, for software you'll never own. CareStackOS is different. You see your platform before you pay anything. Once you approve it, you pay a one-time build fee. After that, a low monthly cost covers hosting and support. The platform is yours.

Start Your Build

You own the code

Full access to your codebase. Host it anywhere. We don't hold it hostage.

You own the data

Your patient data lives on your infrastructure. No vendor lock-in, ever.

You own the domain

Your platform runs on your domain. Branded to your practice.

You own the relationship

We're your technology partner, not your software landlord.

Frequently asked questions.

Everything you need to know before you start.

Ready to replace your entire stack?

Tell us about your practice and we'll show you exactly what we'd build for you — no commitment required.

Start Your Discovery Call