1. Why per-user pricing hurts clinics
Because staff grow faster than providers. A clinic with one prescriber can easily have a front desk, two nurses or MAs, a coach and a manager. Each of them needs a login, and in a per-user model each login is a monthly fee.
The cost is not only the fee. Clinics on per-user pricing start sharing logins to save money, which breaks the audit trail HIPAA expects: when three people use one account, the record cannot say who opened a chart. Unlimited users removes the incentive to do the wrong thing.
2. What “unlimited users” should actually mean
Unlimited is a word, and vendors draw the line in different places. Ask which of these roles is free:
| Role | Free on Aminova? | Ask your vendor |
|---|---|---|
| Front desk and reception | Yes | Is it free, or is admin capped? |
| Nurses and medical assistants | Yes | Are clinical staff counted as providers? |
| Coaches, dietitians, aestheticians | Yes | Are bookable staff charged as practitioners? |
| Non-prescribing providers | Yes | Does “provider” mean anyone with a calendar? |
| Managers and owners | Yes | Are there separate admin licences? |
| Prescribing providers | 1 included, then $99/mo each | What is the per-provider rate past the first? |
The trap is the third row. Several systems call anyone with bookable hours a practitioner and price them as one, so “unlimited staff” can mean unlimited people who do not see patients.
3. The arithmetic at 5 and 10 staff
Per-user pricing looks cheap at two people and expensive at ten. Here is Aminova’s published price at a few clinic shapes, billed monthly after the intro period:
| Clinic | Prescribers | Other staff | Aminova per month |
|---|---|---|---|
| Solo prescriber, small team | 1 | 4 | $199 |
| Solo prescriber, busy clinic | 1 | 9 | $199 |
| Two prescribers | 2 | 8 | $298 |
| Three prescribers | 3 | 15 | $397 |
Add-ons are separate: extra AI scribe seats at $49/mo, the Nova copilot at $49/mo per seat, a website at $99/mo and an app under your own name at $79/mo plus $750 once. None of them is charged per member of staff.
To compare a per-user vendor, multiply its seat price by the people you will have in twelve months, not today. Then add any separate clinical-seat or provider rate.
4. Which EMRs offer unlimited staff?
More than you might expect, which is why the definition matters more than the headline.
As published in October 2026: DrChrono’s pricing page lists staff accounts as unlimited on all three plans, with plan prices by quote. Jane’s pricing page says admin and support staff with no appointments booked are free. Boulevard’s pricing page caps its entry plan at five providers per location and lists unlimited professionals from its Premier plan up.
Each is a real policy, and each draws the line differently. For how the alternatives we have costed handle staff, see OptiMantra alternatives and Cerbo alternatives.
5. The fine print to check
Three questions settle whether unlimited stays unlimited.
First, are features gated by role, so that a free user cannot do the job? Second, are usage limits per user in disguise, such as texts, faxes or storage that run out as the team grows? Third, does the price change at renewal, and is the free-staff policy in the contract or only on the website?
On Aminova, staff accounts use role-based permissions so each person sees what their job needs, every action is logged to the person who took it, and the unlimited-staff policy is part of the plan on the pricing page.
6. Frequently asked questions
Is there an EMR with unlimited users?
Yes. Aminova includes unlimited staff on every plan and charges per prescribing provider: $199/mo with one included, $99/mo for each additional prescriber.
Does Aminova charge for nurses or front desk staff?
No. Front desk, nurses, medical assistants, coaches and non-prescribing providers are free.
Why do some EMRs charge per user?
Per-user pricing scales the vendor’s revenue with your headcount. It is simple to understand but grows quickly as a clinic hires support staff.
Is sharing an EMR login allowed?
It undermines the audit trail HIPAA expects, because the record can no longer show who did what. Unlimited users removes the reason to share.
What does unlimited users not include?
On Aminova, each prescribing provider past the first is $99/mo, and add-ons such as extra AI scribe seats are priced separately.