TotalMD

TotalMD is an integrated practice-management, EHR, billing and patient-communications platform for medical practices and billing teams. It is best suited to organizations that want administrative and revenue-cycle work in one system; the choice hinges on per-user costs and whether the Windows-based in-office version or TotalMD Cloud fits their setup.

Overview

TotalMD ties scheduling, patient records and billing workflows together, then extends that system into claims, insurance checks, payments and patient outreach. Practices needing both clinical administration and billing functions will find a broad operational package; a team looking for only one narrow billing task may be paying for more scope than it needs. The company was founded in 2008 and is headquartered in Mesa, Arizona.

Its billing toolkit covers eligibility verification, denial management, payment posting, coding support, claim scrubbing, patient payments and ERA auto-posting. A claim validator checks completeness and accuracy before electronic or paper submission. TriZetto and Apex EDI are named as partner clearinghouses, and TotalMD says it can work with just about any clearinghouse. Patient statements can be mailed, while secure online payments are handled through BillFlash. TotalMD says it takes reasonably necessary steps to protect personal data, while acknowledging it cannot guarantee absolute security.

Key features

Clinical and practice workflows

Practice management connects scheduling, patient records and billing, reducing the need to coordinate those workflows across separate products. The EHR supports charting, electronic prescribing, document signing, custom reports and patient education materials. This mix is useful for practices that want clinical documentation alongside day-to-day administration, though the value depends on needing that full combination.

Claims and patient communication

The claim validator checks claims before submission, and eligibility checks can verify live insurance coverage and benefits directly from scheduled appointments. These tools put common billing checks close to scheduling rather than treating them as a separate process. TotalMD Communicator handles texting, mass email, marketing campaigns, online scheduling, recalls, confirmations, reviews and reputation management. The Patient Portal supports HIPAA-compliant emails, texts, appointment reminders and intake forms. This is a substantial set of engagement tools for practices that want outreach and intake integrated with operations.

Pricing

TotalMD is paid, with no free plan and a free trial. The published starting price is $69 a month billed per user, for the Users 30-49 tier. Its price is volume-dependent, so the lowest per-user rate applies only to practices in that 30-49-user band.

PlanPrice and billing basisWhat it includesPatient Portal$35 a month, billed per providerPatient Portal; electronic faxing available for as low as $74/month plus a $50 setup feeUsers 30-49$69 a month, billed per userPractice management, electronic document storage and supportUsers 20-29$79 a month, billed per userPractice management, electronic document storage and supportUsers 10-19$89 a month, billed per userPractice management, electronic document storage and supportUsers 2-9$99 a month, billed per userPractice management, electronic document storage and supportFirst User$129 a month, billed for the first userPractice management, electronic document storage and supportTotalMD In-Office$139 a month, billed per locationUnlimited support, 3 hours of training and up to 10 software licenses per locationPremium Bundle Add-On$278 a month, billed per location for one providerTotalMD In-Office, one e-Rx provider license and Patient KioskThe user tiers include practice management, document storage and support, but not the broader feature lists attached to EHR and communication; the lower the user count, the higher the per-user price. The In-Office option is priced by location rather than seat and caps licenses at 10, while Premium Bundle adds an e-prescribing license and kiosk for one provider. The Patient Portal is a narrower entry point, with faxing an additional monthly cost and setup fee. Online customers receive support at no additional charge, Monday through Friday from 7 a.m. to 5 p.m. MST/GMT-7.

Platforms

TotalMD Cloud works on Mac and PC. The regular on-premise version supports Windows 10 and newer on workstations and dedicated servers; it does not run on macOS without dual boot or Parallels. Mac users should therefore choose Cloud or be prepared to rely on one of those workarounds.

Who it's for

TotalMD is aimed at medical practices and billing teams that need scheduling, patient records, claims work and patient communications to operate together. The per-user tiers suit practices whose user counts fit the published bands, while In-Office may suit a location needing up to 10 licenses with training and unlimited support. It is a weaker fit for Mac-first teams that require the regular version, or small groups for whom the higher per-user rates make the connected suite hard to justify.

Pros and cons

Pros: Clinical records, scheduling, billing checks, payments and patient communication share one platform, making it relevant to practices coordinating both care administration and revenue-cycle work.

Pros: Eligibility verification, claim validation, denial management, ERA auto-posting and other billing functions cover multiple steps around claim submission and payment.

Pros: The pricing menu offers both per-user and per-location structures, and In-Office includes up to 10 licenses, training and unlimited support.

Cons: The regular version is Windows-only; macOS users need Cloud, dual boot or Parallels.

Cons: Per-user pricing rises as the user band shrinks, reaching $99 a month for 2-9 users and $129 a month for the first user.

Cons: Patient Portal is a separate plan, and electronic faxing adds a monthly fee plus setup cost.

Cons: In-Office limits a location to 10 software licenses, while Premium Bundle is priced for one provider.

Alternatives

For a broader directory of options, see Medical Billing Software.

Choose Mirth Connect if a free plan for active studies affiliated with a non-profit institution is the priority; its platforms include API, Linux, macOS, self-hosted, web and Windows.

PracticeSuite Medical Billing is an alternative with custom medical billing software pricing, modular features, unlimited administrative users and per-provider or per-transaction pricing.

Nextech is another paid option, available on iOS, macOS, web and Windows.

Choose Office Ally Practice Mate if a free plan and web or Windows access matter most; its Practice Mate plan includes scheduling, patient billing, configurable superbills, a patient ledger and reports, though transactional fees may apply.

Tebra offers a paid alternative with a low-volume Practice Essentials tier starting at $199 a month per provider for 100 or fewer claims per month.

EZClaim is another paid option, available on Linux, macOS, web and Windows.

Oracle Health Revenue Cycle is a paid alternative available on Android, API, iOS and web.

CareCloud RCM is a paid, web-based alternative with custom solutions.

Verdict

TotalMD is a strong candidate for medical practices and billing teams that want clinical records, billing operations and patient communication connected rather than assembled from separate tools. Its broad workflow coverage is the main reason to choose it; the rising per-user cost at smaller team sizes and the Windows constraint on the regular version are the clearest reasons to look elsewhere.