Pricing built around your verification volume. Not your headcount.

Because your rate depends on your monthly verification volume, your number of locations, and which plan tier you choose. Those three variables mean the right rates for a 2-location practice and a 40-location DSO are genuinely different numbers. What we do publish is the full structure of the model: a flat base fee per location and a per-verification rate that drops at volume breakpoints. That structure is on this page. Your exact rates come after one short call about your volume and setup, usually within two business days. Our own Buyer's Guide tells readers to demand per-verification pricing with volume breakpoints before contract negotiation. We hold ourselves to that standard: your written proposal shows the exact rate for every volume band before you sign anything.

Needletail prices on a simple two-part model: a flat monthly base fee for each location plus a per-verification rate that falls at volume breakpoints. Your exact cost depends on your monthly verification volume, number of locations, and plan tier (Basic, Premium, or Advanced). Book a short call and you will receive a written proposal with the exact rate for every volume band, usually within two business days.

Needletail uses a two-part model: a flat monthly base fee per location, plus a per-verification rate that decreases as your total monthly volume grows. There are no seat licenses, no per-user charges, and no module fees. You commit to a monthly verification volume with your account team, and that volume determines which rate band you land in. Verifications above your commitment bill at the same per-verification rate with no penalty. You are invoiced in arrears within 15 days after each calendar month closes.

No. Implementation is included at no cost for your initial deployment. That covers system configuration, payer automation setup, PMS integration, AI training, and initial verification runs. Billing does not start until day 31. The only fees that apply after go-live are the monthly base fee per location and the per-verification rate on your volume.

Yes. Every new customer receives a 30-day free pilot before billing begins. During that period, Needletail completes full implementation, integrates with your PMS, and runs live verifications on your real patient schedule. On day 31, if you want to continue, billing starts. If you decide not to continue, the agreement ends with no further obligation. You owe nothing unless you choose to go forward.

Yes. After billing starts, you can terminate for convenience with 30 days' written notice at any time, even inside the contract term. There is no early termination fee, and billing stops when the notice period ends. During the free pilot you can walk away with no obligation at all.

Each location carries a flat monthly base fee. For per-verification rates, volume is measured across your entire account rather than per location. A 15-location group pools all verifications to determine its rate band, so the per-verification rate reflects total group volume. Low-utilization satellite offices benefit from the group's band rather than being priced as standalone accounts. Your account executive will model the cost per verification at current and projected volume when preparing your proposal.

One physical address is one location, regardless of how many tax IDs or legal entities operate there. A multi-specialty office running two practices under separate TINs at the same address pays one base fee.

Yes. Each location can sit on the plan that fits its workflow, for example Premium for general dentistry locations and Basic for a location that needs less write-back. All locations still pool into one group volume band and one consolidated invoice.

Volume naturally fluctuates with schedule density and seasonal patterns. You set a monthly volume commitment with your account team, and verifications up to that commitment bill at your contracted rate. Verifications above your commitment bill at your contracted per-verification rate, never at a penalty rate. If your volume grows significantly and sustainably, your account team can adjust your commitment to move you into a more favorable rate band. If you run under your commitment in a month, the committed amount still applies. That is why your account team sizes the commitment conservatively against your real schedule volume.

Yes. Urgent same-day verification is available as an optional add-on on any plan. When elected, Needletail completes the verification within 4 business hours of the request. Urgent verifications carry a per-verification surcharge above your standard rate. Your account team will include the surcharge amount in your proposal if same-day volume is part of your typical schedule.

Needletail currently integrates with CareStack, Open Dental, Denticon, and Eaglesoft. PMS sync-in and write-back are available on Premium and Advanced plans. Basic plan customers receive verified results through the Needletail portal without requiring a PMS integration change. If your PMS is not on this list, contact your account team to discuss your setup.