The “MedSchool OS” Proposal
Dr. Johnson, running a school requires managing three things: Education, Administration, and Finance. You are the expert in Education. This system handles the Administration and Finance for you.
The Financial Reality
Most schools hire staff to manage billing and files. We replace that overhead with automation.
- Part-Time Admin Asst. $2,500
- Web Hosting/Maintenance $300
- CRM Software $150
- Storage/File Fees $100
- TOTAL LIABILITY ~$3,100/mo
- “Digital Bursar” Automation INCLUDED
- Web Hosting/Security INCLUDED
- Secure Portal Licenses INCLUDED
- Priority Tech Support INCLUDED
- NET SAVINGS ~$2,651/mo
Dr. Johnson, Here’s the Decision You’re Really Making
You’re not choosing between software options.
You’re choosing between starting your school with infrastructure that scales
or patching together tools that will break under pressure.
The $449/month isn’t an expense. It’s insurance against the mistakes that close 40% of vocational schools in Year 1.
It’s the difference between you teaching phlebotomy and you manually creating invoices in QuickBooks at midnight.
The “Digital Bursar”
Your #1 priority is collecting tuition efficiently. Because GMI does not accept financial aid, cash flow is critical. This dashboard replaces the need for a hired bookkeeper.
This is the first screen you check. It connects directly to Stripe to track your Winter 2026 revenue.
| Student | Plan | Status | Next Action |
|---|---|---|---|
| Jessica M. | Weekly | Auto-Pay Active | Charge: Friday |
| Michael T. | Full Tuition | Failed | Portal Locked |
In a manual system, you might not notice Michael didn’t pay until 3 weeks later. In this system, his name turns RED immediately.
You never have to create a PDF invoice again. When a student applies, the system generates this professional invoice and emails it to them instantly.
Due Date: Jan 01, 2026
| Tuition Deposit (Winter 2026) | $500.00 |
| Tech Fee | $0.00 |
| TOTAL DUE | $500.00 |
The system enforces your 50% pre-payment rule.
Your Admin Command Center
You need to know what is happening in your school at a glance. This is your “Morning Coffee” screen—it highlights risks before they become problems.
This dashboard specifically tracks your strict attendance policy. You stated that being >30 minutes late counts as an absence, and 2 absences = dismissal.
Class Schedule (Today)
Quick Actions
No more Excel spreadsheets. This is a live database of every student.
| Name | Cohort | Attendance | Standing |
|---|---|---|---|
| Sarah J. | Winter ’26 | 98% | Good |
| Mike T. | Winter ’26 | 85% | At-Risk |
| Emily R. | Spring ’26 | — | Enrolled |
The “Standing” column saves you during an audit. You can instantly show the board which students are in good standing versus those on probation.
The Student Experience
Students paying $3,300 expect a premium experience. If GMI relies on paper handouts and emails, it feels outdated. This portal gives them a modern app to manage their education.
Students live on their phones. This dashboard lets them check their schedule and progress without emailing you.
Because they can see their Clock Hour progress (80/135) live on their phone, they stop asking you if they are on track to graduate.
| Subject | Score | Status |
|---|---|---|
| PHB 101: History | 95/100 | Passed |
| PHB 102: Infection Control | 88/100 | Passed |
| PHB 103: Terminology | — | Upcoming |
Audit-Proofing
The Texas Workforce Commission (TWC) and NHA require precise records. Paper logs get lost or coffee-stained. This system creates a permanent digital trail.
Your syllabus requires a “Skill Laboratory”. Instructors verify student blood draws here.
When the state inspector comes, you click one button.
2026-01-05, Sarah J, 08:00, 13:00, 300, PRESENT
2026-01-05, Mike T, 08:00, 13:00, 300, PRESENT