ClearCopay

ClearCopay is an insurance verification and patient cost estimation micro-SaaS built for independent dental and physical therapy practices. Independent practices currently verify insurance eligibility by phone — a process that takes 15-30 minutes per patient, produces inconsistent data, and still requires manual math to translate raw benefit information into a dollar amount the patient can understand.

ClearCopay automates the full workflow: a real-time eligibility check returns live deductible, coinsurance, and copay data in under 10 seconds, then applies the practice's own fee schedule and procedure codes to calculate the specific patient responsibility before treatment begins. No ranges. No guesswork. A concrete number — logged, timestamped, and ready to hand to the patient.

The Problem

At 10-20 verifications per week, phone-based insurance verification consumes 2-7 hours of front-desk staff time — and the estimates are still often wrong. Surprise bills, claim denials, and payment disputes are the result.

Enterprise RCM platforms like Waystar and Athenahealth solve this at the hospital system level for $500-2,000+/month with multi-month implementation timelines. Direct competitors like Aarogram and InstantVOB provide real-time eligibility checks but stop at raw benefit data — they don't perform procedure-specific cost calculation. For a 1-5 provider independent practice, no purpose-built, affordable solution currently exists.

Core Workflow

1. Staff enters patient member ID, date of birth, and insurance payer
2. Real-time eligibility check returns deductible remaining, coinsurance, copay, and out-of-pocket maximum — in under 10 seconds
3. Staff selects the procedure from the practice's fee schedule
4. System applies coverage logic, calculates patient responsibility, and flags prior authorization requirements automatically
5. Staff prints or emails a plain-language patient estimate before treatment begins

All estimates are logged with timestamp and payer response data for dispute resolution. A practice dashboard surfaces pending verifications, expiring estimates, and upcoming prior auth renewals.

Designed with Industry Standards and Security from the Beginning

Built for HIPAA compliance from day one. Every layer was chosen to minimize operational burden while meeting healthcare data requirements.

Pricing and Support

Subscription SaaS with no per-transaction fees — a deliberate advantage against API-passthrough competitors who charge per verification. Predictable monthly cost makes budgeting straightforward for independent practice owners.

Beta recruitment is underway.

Independent dental practices in the Portland metro area are being onboarded at clearcopay.com/beta-program. Beta participants receive discounted lifetime pricing in exchange for early feedback and workflow input.

Photos by DC Studio Magnific.com