Clearwave Pricing: What the Per Agent Subscription Costs

As a monthly subscription, customised, built from the agents you select. The homepage describes eight agents covering scheduling, registration and check in, eligibility verification, patient payments, reminders and engagement, and says you can start with one agent or all eight. Price therefore moves on three axes: how many agents, how many locations and providers, and how much patient volume passes through them.

That modular structure has an advantage and a trap. The advantage is that a practice with one acute problem, say eligibility denials, can buy one agent and price it against the denial write offs it prevents. The trap is that the agents are designed to work together, the demo will show them together, and the quote for all eight is a different order of magnitude from the quote for one. Decide the module set from your own front desk data before the demo, using the intake agent use case as the checklist.

Clearwave sells mainly to specialty practices and multi site groups, including ophthalmology, orthopaedics and dermatology, where high volume and complex insurance make eligibility and collections the money problems. That is the buyer the pricing is calibrated for. The Clearwave vendor page covers the product in more depth.

• Agents. Each is a priced module. Ask for the per agent price and the bundle price so you can see what the bundle discount is buying.
• Implementation. Reported by Software Finder at 1,000 to 5,000 US dollars or more as a one time charge. Ask what it covers and what go live means.
• EHR and practice management integration. Reported as a separate one time fee of 1,000 to 5,000 or more. Your EHR vendor may charge separately for the interface on its side; ask both.
• Training. Reported at 500 to 3,000 per engagement for enhanced or tailored onboarding.
• Hardware. Kiosks, tablets and stands for check in. Purchased, leased or bundled; ask which and what replacement costs.
• Payments processing. Card processing rates are separate from subscription fees. Ask for the rate and whether you may keep your existing processor.
• Messaging volume. Ask whether reminders and text messages are metered or included.

Ask for the quote as subscription by agent, implementation, integration, training, hardware and processing on separate lines. The reported subscription range is the smallest of those numbers in year one for most practices.

On reported starting figures Clearwave sits slightly above the other two, and it is the only one of the three with implementation and integration fees reported as separate four figure charges. Against that, Phreesia's free period through the end of 2026 changes the year one comparison entirely, and Luma's reported scaling with patient volume can make it the most expensive of the three for a high volume specialty group.

The comparison that decides it is three quotes for the same module set at your locations, providers and patient volume, with one time fees, hardware, processing and messaging itemised, over three years. The intake software comparison sets out the specification to send all three.

Work it from your own collections and denial data, not the vendor's headline. Take a reported subscription at the upper end, 800 US dollars per month, plus 5,000 in one time implementation and integration, for a year one cost of about 14,600. A ten provider specialty practice collecting 6 million dollars a year with a 4 percent eligibility related denial rate is writing off or reworking about 240,000 dollars of claims. If automated eligibility verification prevents a quarter of those denials, that is 60,000 dollars a year, and point of service collections rising by even one percentage point on the patient responsibility share adds more. The subscription is small against either figure.

The case weakens where the practice already has eligibility checking inside its practice management system, where patient volume is low, or where the front desk problem is scheduling rather than registration. And every vendor in this category shows ROI in year one that depends on staff time actually being redeployed rather than simply freed, which is a management decision, not a software feature.

The denial rate benchmark and days in accounts receivable benchmark give you the baseline figures to put into the business case, and the intake agent use case covers what to measure at the front desk before the demo.

1. Per agent pricing alongside the bundle, and the right to add agents later at the quoted rate.
2. Implementation and integration as fixed fees with go live criteria and a holdback, since the reported ranges are wide.
3. Term and renewal. Ask for the term, the notice period and a cap on renewal increases.
4. Payments processing on its own line, with the option to keep your processor.
5. Hardware ownership and replacement terms.
6. Outcome commitments. If the sale rests on denial prevention and collections figures, ask for a service credit tied to agreed metrics measured from your baseline.
7. BAA and data terms. The public site does not state a BAA position; obtain the BAA, retention terms and subprocessor list before signing. The HIPAA and AI compliance page lists the clauses.

Arrive with your denial and collections baseline and a competing quote. A vendor that sells on outcomes should be willing to price against yours.

Clearwave's pricing is modular, its public record is a directory estimate, and its sales case rests on outcome figures from other practices. An independent review replaces all three with your numbers: the module set your front desk data justifies, three quotes on that specification, and a business case built from your own denial and collections baseline rather than the vendor's.

It also settles whether the eligibility and payments problem is best solved by an intake platform at all, or by your practice management system, clearinghouse or a revenue cycle vendor you already pay. Our vendor selection service covers that comparison and the negotiation, and you can book a call to talk it through.

Clunic takes no commissions or referral fees from Clearwave or any other vendor.