PatientNotes is priced per seat — each active user on your organisation occupies one seat and contributes to your monthly cost. Here's exactly how it works.

For current plan pricing and a full feature comparison, visit: patientnotes.app/pricing

Every active member who has access to your PatientNotes organisation occupies a paid seat — regardless of their role. This includes:

If someone needs to log in to PatientNotes — for any reason — they need a paid seat. There is no free admin or view-only tier.

Pending invites (users who haven't accepted yet) do not count as a seat until they accept. Members you remove are no longer billed from the next billing cycle.

The charge is prorated — if you add someone mid-billing cycle, you'll only be charged for the remaining days in that period, then the full seat rate from the next cycle onwards.

Yes. If a member leaves or no longer needs access, go to Settings → Clinic Setup, open the Members tab, find the member, and remove them. You can also manage your overall seat count from Settings → Subscription → Manage Plan. Changes take effect at the next billing cycle — you won't receive a refund for the current period.

If you cancel your subscription, you keep full access to PatientNotes until the end of your current billing period. Nothing is cut off immediately.

For monthly plans, no refund is issued — access continues until the period ends, then stops.

For annual plans, a prorated refund may be available on some plans depending on when you cancel. This isn't available on all annual plans. Contact support if you're on an annual plan and want to understand your options before cancelling.

Go to Settings → Subscription to see your current plan, number of active seats, and next invoice amount. You can also download past invoices from this page.

Chat with us via the help widget inside PatientNotes or email [email protected].