Business Operations Overview

CareLaunch is the launch platform for modern care businesses, replacing the need for multiple disconnected tools with one unified platform. This section covers how CareLaunch handles the operational aspects of running a care business — from a solo self-pay practice to an enterprise care program.

The Problem with Fragmented Tools

Traditional virtual care practices often rely on a patchwork of disconnected tools:

Function	Typical Tools	Problems
Scheduling	Calendly, Acuity	No patient context, separate login
Video Visits	Zoom, Doxy.me	Not integrated with records
Messaging	Email, text, patient portals	HIPAA concerns, fragmented conversations
Payments	Square, Stripe dashboard	Manual reconciliation
Forms	JotForm, Google Forms	Data re-entry required
EHR	Various	Expensive, complex, overkill for virtual care
Task Management	Asana, Trello	No clinical context
Marketing	Mailchimp, Constant Contact	Separate patient lists

This fragmentation leads to:

• Data silos: Patient information scattered across systems
• Manual work: Copying data between tools
• Compliance risk: PHI in non-compliant systems
• Poor patient experience: Multiple logins and interfaces
• High costs: Multiple subscriptions adding up
• Integration headaches: Trying to connect incompatible systems

How CareLaunch Replaces Multiple Tools

CareLaunch consolidates the functions below into one platform. An EHR is not one of them. Clinical records are FHIR resources, and a practice that already runs Epic can be connected as described under Cost Comparison.

Patient Management

Replaces: Spreadsheets, basic CRMs, paper records

• Comprehensive patient charts
• Medical history and documents
• Communication history
• Appointment history
• Payment records
• Custom fields and tags

Scheduling

Replaces: Calendly, Acuity, manual scheduling

• Online patient self-scheduling
• Provider availability management
• Appointment type configuration
• Buffer time and booking rules
• Automated reminders
• A Waitlisted appointment status that staff can set. Open slots are booked directly; CareLaunch does not move a waitlisted patient into a cancelled slot.

Telehealth

Replaces: Zoom, Doxy.me, other video platforms

• HIPAA-compliant video visits
• Integrated with patient records
• No separate login for patients
• Screen sharing and chat
• Visit documentation

Secure Messaging

Replaces: Email, text messaging, separate portals

• HIPAA-compliant messaging
• Threaded conversations on the patient record
• File attachments
• Care team participants on a conversation

Payments

Replaces: Square, Stripe dashboard, invoicing software

• Credit card processing
• HSA/FSA acceptance
• Automated receipts
• Recurring billing (memberships & subscriptions)
• Refund management
• Financial reporting

Forms & Documents

Replaces: JotForm, Google Forms, DocuSign

• Custom form builder
• Consent management
• E-signatures
• Document storage
• Automated workflows

Task Management

Replaces: Asana, Trello, sticky notes

• Patient-linked tasks
• Team assignments
• Due dates and priorities
• Kanban boards
• Automation triggers

Patient Outreach

Replaces: Mailchimp, Constant Contact, on plans that include campaigns

The email and SMS campaign builder is part of the Enterprise plan. Practice organizations have the earlier Campaigns page instead. The Solo plan does not include campaigns. On either plan, a CareLaunch platform administrator builds the campaigns, and organization admins can build patient segments and manage the addresses campaigns send from. See Campaigns.

The Enterprise campaign builder includes:

• Patient segments
• Email and SMS, including waits between messages
• A log of each run, including messages that were skipped or failed

Cost Comparison

Typical monthly costs for a small virtual care practice using separate tools. The subscription total below is scheduling, video, messaging, forms, and tasks. It does not include an EHR, and it does not include a discount on card rates.

Tool Category	Typical Cost	CareLaunch
Scheduling	$15-50/mo	Included
Video Platform	$15-50/mo	Included
Secure Messaging	$50-200/mo	Included
Payment collection	Your processor's rates	Included checkout through your Stripe account. CareLaunch adds no fee and does not change Stripe's rates.
Forms/E-Sign	$20-50/mo	Included
Task Management	$10-30/mo	Included
Email and SMS campaigns	$20-100/mo	Enterprise plan. Practice has the earlier Campaigns page. Not on Solo.
Tools in the subscription	$110-380/mo	One subscription

CareLaunch does not include an EHR. Clinical data is stored as FHIR resources, including patients, encounters, observations, and documents. Practices that already run Epic can be connected through CareLaunch's custom Epic integration: patient match and create, Epic schedule lookup, and reads of encounters, orders, and documents. That connection is set up with the CareLaunch team.

Email and SMS campaigns are not part of every subscription. On a plan that includes them, a separate marketing tool ($20-100/mo) is the additional subscription a practice can drop.

You also avoid re-entering the same patient details in each of the tools the subscription replaces.

Operational Workflows

CareLaunch supports end-to-end operational workflows:

New Patient Workflow

1. Patient finds your practice online
2. Registers through your branded portal
3. Completes intake forms and consents
4. Uploads required documents
5. Schedules first appointment
6. Receives confirmation and reminders
7. Joins video visit at appointment time
8. Pays for services
9. Receives follow-up communications

These steps run in one system. Reminders can be sent automatically. Intake, booking, and payment still depend on the steps you turn on.

Daily Operations Workflow

1. Review today's schedule and tasks
2. Prepare for appointments
3. Conduct video visits
4. Document encounters
5. Assign follow-up tasks
6. Respond to patient messages
7. Process payments
8. Review the day's appointments and any payment exceptions

The schedule, messages, tasks, and payments are in one system.

Care Coordination Workflow

1. Identify patients needing follow-up
2. Create and assign tasks
3. Message the patient, or have a campaign sent when your plan includes campaigns
4. Track task completion
5. Document outcomes
6. Measure results

Streamlined team collaboration.

Key Operational Features

Automation Engine

Reduce manual work with trigger-based automations:

• Send reminders automatically
• Create tasks based on events
• Update records when conditions are met
• Notify team members of important events

Reporting & Analytics

Make data-driven decisions from the reports that ship with CareLaunch. The Reports menu is hidden on the Solo plan.

• Counts and trends for patients, appointments, form responses, and tasks on the Dashboard
• Registration funnel
• Financial reconciliation: payments, refunds, discounts, and exceptions such as completed work with no payment
• Appointment reminder delivery
• Custom reports, created by a Platform Admin

Team Collaboration

Work efficiently as a team:

• Role-based access
• Task assignments
• Secure messages on the patient record
• Shared patient views
• A patient timeline of visits, messages, and other record events

Patient Self-Service

Empower patients to help themselves:

• Online scheduling
• Secure messaging
• Document uploads
• Payment management
• Appointment history

Getting Started with Operations

1. Set Up Your Practice: Configure organization settings, branding, and team
2. Configure Workflows: Set up registration, scheduling, and automation
3. Import Patients: Migrate existing patient data if applicable
4. Train Your Team: Ensure everyone knows how to use the platform
5. Go Live: Start seeing patients through CareLaunch
6. Optimize: Use analytics to improve operations over time

Related Documentation

• Launching Your Practice - Initial setup guide
• Scaling Operations - Growing your practice
• Workflow Automation - Automating repetitive tasks
• Reporting - Analytics and insights