Support
Frequently Asked Questions
Common questions about AIMS Clinical — pricing, deployment, compliance, and platform capabilities.
Pricing and Contracts
How is AIMS Clinical priced?
AIMS Clinical charges a fixed monthly rate per provider: $175/provider/month on an annual commitment or $210/provider/month month-to-month. There are no per-patient fees and no volume scaling — your cost stays flat as case volume grows.
Is there a discount for longer commitments?
Yes. 15% for 24 month commitment for a 24-month prepay. Annual commitment rates already reflect a discount over the month-to-month rate.
Are there migration or implementation fees?
No per patient fees. No volume scaling. No migration fees. There is no charge to migrate your data or onboard your team.
What does the BAA cost?
$0. The Business Associate Agreement Executes at account setup via Aptible.
Who owns the data?
Your organization owns all clinical records, billing output, and quality reports. There are no export fees, no format restrictions, and no lock-in. Your data is portable from day one.
Deployment and Rollout
How long does deployment take?
Deployment follows a phased approach: MVP in Month 1, Beta in Months 2–4, Production in Months 5–8, and ongoing Expansion. The exact timeline depends on your group size and current system.
Do you support parallel operation with our current system?
Yes. AIMS requires a minimum 90 day tandem validation period. Both systems run simultaneously. Your billing team validates parity before any cutover is considered.
What if we need to roll back?
A tested rollback plan is required and documented before any production cutover. If AIMS does not meet parity with your current system, you stay on your existing platform. There is no financial exposure during the validation period.
What training is required?
The iPhone interface is designed to minimize training requirements. The Two-Tap Rule means most intraoperative functions are discoverable. Formal onboarding covers preset configuration, billing workflow, and admin roles.
What are the hardware requirements?
iPhone for intraoperative charting (current-generation supported). iPad for supervision dashboard. Standard web browser for the billing and admin dashboard. No proprietary hardware required.
Compliance and Security
Who is responsible for HIPAA compliance?
AIMS splits compliance responsibility clearly. Aptible owns HIPAA certification, SOC 2 Type II, encryption at rest, breach notification infrastructure, and disaster recovery. AIMS owns app-level authentication, local device encryption via the iOS Secure Enclave, and FDA scope discipline.
How is data encrypted?
Local device data is encrypted using AES-256-GCM via iOS Secure Enclave (NSFileProtectionComplete). Data in transit uses TLS 1.3 minimum. Server-side encryption is managed by Aptible.
How does the audit log work?
Every event is appended to the audit log using HMAC-SHA256 hash chaining — an append-only structure where each event references the hash of the previous event. No event can be retroactively modified or deleted without breaking the chain. Records are retained for 7 years.
What happens if a medication log is entered incorrectly?
Medication logs display an undo banner for 8 seconds. During this window, the provider can reverse the action with no audit entry created. After 8 seconds, the event is permanent and corrections require FaceID authentication and a reason code. After the window closes, all corrections require FaceID authentication and a reason code. The original event is never altered — corrections create a new event with a reference to the original.
What is the session timeout policy?
Sessions time out after 15 minutes of inactivity. The Warm Clinical Hold feature locks the screen immediately when a case is in progress. FaceID is required to resume any locked active case.
Platform and Integrations
What platforms does AIMS support?
AIMS Clinical runs across three surfaces: iPhone (Intraoperative Capture), iPad (Pre-Op, Post-Op, Supervision), and Web Dashboard (Billing and Administration). One case record flows through all three.
Does AIMS integrate with our scheduling system?
AIMS integrates with QGenda via HL7 v2. Cases auto-populate from the OR schedule via HL7 v2 MLLP. Patient demographics and procedure assignments flow in with the case.
How are claims submitted?
AIMS generates 837P (SV2 loop) claim files. Claims route through Availity or Waystar for payer connectivity. Acknowledgments include 999 (structural), 277CA (payer accepted), and 835 (remittance).
Does AIMS work without WiFi?
Yes. All intraoperative features work fully offline. iPhone stores in-progress case data in a AES 256 encrypted local store via the iOS Secure Enclave. Events sync automatically when connectivity restores. No data loss is possible during offline operation.
Is Epic integration available?
Epic FHIR R4 — planned for v2. Phase 1: read patient demographics and write encounters. Phase 2: internal go-live with Epic connectivity. Phase 3: Epic App Orchard commercialization.
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