Founding practices open · 2026 cohort
You didn’t open a clinic to run a clinic.
Sunday-night reconciliation. A $1,000 vial expiring in a drawer. The chart a board reads 18 months later. One record holds all three.
The operating system for modern med spas, weight-loss, hormone & longevity clinics — your patient data never sent to outside AI services.
Built for cash-pay clinical practices — and the clinical complexity generic clinic software ignores.
The friction
Booking says one thing, the POS another, the spreadsheet a third — so every Sunday night you reconcile three answers to one number by hand. A consent goes unsigned until you chase it down after the visit; a $1,000 semaglutide vial gets reordered from memory, or turns up expiring in a drawer.
The record underneath was built to bill insurance — forced onto a cash-pay clinic that never sends a claim. So five more apps and a Sunday spreadsheet grow up around it just to run the day, and nothing quite fits.
From one owner to another
I've spent about seven years running Zvia, my weight-loss and medspa practice in Lakewood, just outside Denver. Same no-shows, same staffing math, same Sunday-night reconciliation you know — I see patients, I record in the charts, I run it hands-on. None of this is written from a boardroom.
Before medicine I founded New Dawn Technologies and wrote its first code myself. I started alone and built the team that grew it into court-and-justice software used by 350-plus government agencies — from the U.S. to Australia, Africa, and the South Pacific — and named to the Inc. 5000 fastest-growing companies four separate years. Daily Journal Corporation acquired it in 2012; Charlie Munger chaired Daily Journal then, and later said they “liked the service and ethos of the place.” I tell you that for one reason: I build great software, and I build even better teams and companies.
My own EHR was built for insurance billing, and a cash-pay optimization clinic is a different business entirely — nothing fit. So I build ProtokolIQ myself and run Zvia on it every day: same builder, same playbook, new industry. I work this hard so the software does the work for you.
Tom Higgins — builds ProtokolIQ, runs Zvia in Lakewood, just outside Denver
Read the full story →What I've decided this software will never do
Your patient data is never sent to outside AI services.
Sensitive work runs on local models; the clinical perimeter never leaves.
How that works →AI drafts. You decide, and you sign.
A five-level autonomy ladder — you set the level, per workflow.
See the ladder →Your data is exportable, anytime. No long-term lock-in.
Export records, notes and photos; no 12-month contract to start.
Read the answer →No fabricated proof — no customer quote appears on this site until a real practice writes one, with their name on it.
This line is its own proof: there are no logos or testimonials here yet, because there is nobody to quote yet.
The plan
So ProtokolIQ runs the parts you shouldn’t have to — shown here on the real product, in three acts: the day frees you, the leaks stay visible, the record holds up.
Act 1 · Time Freedom
A 2:00 slot cancels at 1:50, and the next patient on the waitlist is surfaced, offered the chair with one tap, and confirmed on the card already on file — so the chair never goes cold. Reminders send themselves, the visit note drafts while you're still in the room, and month-end reconciles into the QuickBooks your accountant already trusts — not an 11pm spreadsheet. The clinic keeps itself running, so the only thing that still needs you is the patient in front of you.
Act 2 · Revenue
Cash-pay doesn't run on one big invoice — it runs on the membership that renews, the chair that stays full, and the vial used before it expires. Those leaks stay quiet: a $1,000 GLP-1 vial nearing its date in a drawer, a member whose card lapsed by accident, a lead that cooled while no one replied. ProtokolIQ puts every signal in one view — live expiry alerts, autopay that holds, text-first follow-up in seconds — so nothing leaks unseen.
Act 3 · Compliance
The chart you sign tonight is the one a board reads eighteen months from now, when a complaint lands — so nothing reaches a patient until it's documented. Before a dose is dispensed, ProtokolIQ gates the visit: a good-faith exam on file, a contraindication check that runs the same rules every time and shows its reasoning, and your medical director's sign-off captured as a time-stamped, per-patient record. The AI drafts the review packet and surfaces why a case flagged; the clinician reads the reasoning and signs — prescribing and dispensing stay human-only, and the whole trail is there to produce on demand.
The transformation
Here’s the after: the day runs itself, the quiet leaks surface before they spread, and the record holds — so the only thing that still needs you is the patient in the room, the reason you opened the doors. Because the whole practice lives on one record, you get back the room to grow on purpose: see which programs renew and which lines actually pay, then add a service line or open a second location on the same rails. You stop being the person who answers every question, and go back to being the owner who decides where it grows next.
One connected place
Booking, chart, labs, inventory, payment and follow-up on one connected record — so you enter a patient once and everything agrees. Thirteen modules replace the stack of point tools, with the clinical depth a med-spa CRM doesn’t have.
Turn every lab into trends your patient can see across years — so renewals show the value instead of arguing it. Results that match the review rules your medical director sets are surfaced and routed for sign-off. The clinical layer a med-spa CRM doesn’t have.
Get the visit note drafted before you leave the room — you review, edit and sign as the author. A local model does the drafting; audio and transcripts are never sent to outside AI services.
Interaction and eligibility checks that behave the same way every time and show their reasoning — they flag and surface; the clinician sets the rules and makes the call. No AI guesswork on anything that touches care. GLP-1, HRT and injectable pathways.
A documented good-faith exam captured for every patient — with intake, medical history, screening, versioned consents and e-signatures. The paperwork an inspector expects, done once and on the record.
Fill the chairs you’re already paying for — card-on-file at booking and reminders cut the no-show bleed, and one-tap waitlist backfill keeps providers, rooms and devices earning.
e-Prescribing and pharmacy ordering in the same record, under the delegation and supervision rules you configure — provider-agnostic, so you’re not locked to one network.
Know your true margin on every vial and never run out mid-treatment — each dose, down to a partial GLP-1 vial, is tied to a chart and a charge, with live expiry and reorder alerts so product gets used before it expires in a drawer.
One clean set of numbers that agree — connects to the QuickBooks your accountant already trusts (not a closed ledger to reconcile), so month-end isn’t an 11pm spreadsheet.
Follow up before leads go cold and keep the members you’ve earned — text-first follow-up in seconds (patients book the first provider who replies), reactivation for dormant leads, and nudges before a membership lapses. None of it sends patient data to outside AI services.
See where revenue is leaking — your busiest and deadest hours, membership churn and margin by service in one practice-pulse view. Your numbers stay in your record.
You can be named in a suit for a treatment you never saw — so nothing that touches care is left to a guess. The AI drafts and surfaces; you decide and sign. Anything touching care runs on clinical rules that behave the same way every time and show their reasoning, so when a case reaches you, you see why it surfaced, not just that it did. Every AI action sits on a five-level autonomy ratchet — you grant more only after it has demonstrated accuracy, any level is revoked automatically on error, and prescribing and dispensing stay human-only regardless of level.
Ingestion, scoring, notifications.
Recommendations, patient communications.
Prescribing and dispensing decisions.
Promotions are earned by demonstrated accuracy; demotions are automatic on error. Controls live inline — no settings screens.
The compliance specifics your counsel checks first, answered on the page: ProtokolIQ is built to the HIPAA Privacy and Security Rules and signs a Business Associate Agreement (SOC 2 is on the roadmap, never represented as held — no product is “HIPAA certified”). Your patient data is never sent to outside AI services; it is encrypted, tokenized and isolated per tenant, and every AI action is on the record.
Answer-first — the things you'd ask on the call, and the things you'd type into Google or an AI assistant.
Your data is yours: you can export your records, notes and photos anytime, and there’s no long-term lock-in — you start without signing a 12-month contract and stay because it works, not because you’re stuck. You’re not dark during the switch either; we move you over in phases so the clinic keeps running, and bringing your history across is available as a service we’ll scope on the call.
In most states, yes — aesthetic, IV and hormone services are the practice of medicine and need a supervising physician, and the rules vary by state. ProtokolIQ lets you configure who can do what under your license and logs the delegation, so your medical director’s oversight is documented and provable rather than nominal.
A good-faith exam is the clinical evaluation that has to happen before treatment so a qualified provider can approve the plan. Missing or undocumented GFEs are among the most-cited violations. ProtokolIQ captures a documented GFE as a step in the patient flow, so it’s on the record for every patient — the clinician still performs the exam and makes the call.
Card-on-file at booking, automated reminders, and one-tap waitlist backfill so an opening gets filled instead of sitting empty. You also see your busiest and deadest hours, so the chair and the payroll hour you’re already paying for actually earn.
Win on a program, not a prescription. ProtokolIQ keeps weight-loss patients engaged past the month-three plateau with check-ins at each stage and recurring membership, and keeps your highest-revenue line documented and defensible — supervised, in-clinic care a mail-order app can’t match.
The 503A/503B compounding rules keep shifting, and that’s a business risk — not a legal question we’re positioned to answer. ProtokolIQ keeps each protocol’s basis and each vial’s provenance on the record as a matter of course, so whichever way sourcing goes, your documentation — and your highest-margin line — stays defensible.
It gives you the visibility to decide and the rails to do it. Because booking, charts, labs, inventory and payment live on one connected record, you can see which programs renew and which lines actually pay — so a new cash-pay line or a second location runs on the same rails and the same documented oversight, not a fresh stack of logins. ProtokolIQ surfaces the numbers; the growth decisions stay yours.
We build to the HIPAA Privacy and Security Rules and we sign a Business Associate Agreement — from day one. No software can be “HIPAA certified”; only HHS OCR determines compliance for a covered entity. Your patient data is never sent to outside AI services.
Founding practices · Limited 2026 cohort
You left someone else's way of doing things to run the room your way. We're onboarding a small 2026 cohort of founding practices as design partners — you shape the modules for your clinic type, and pricing is built around what you're replacing and walked through together, not printed on a rate card.
A small 2026 cohort — we review every application by hand. No public pricing yet; we'll walk through it together on a short call.
Bring the stack you're re-typing into today and the leaks you already suspect. We'll walk your clinic — booking to billing — through one connected record, and show you exactly where the AI drafts and where you decide and sign. A guided walkthrough with our team, not a sign-up form.
What your walkthrough covers