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
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 If GMI relies on paper handouts and emails, it feels outdated.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
Already Have a Team?
Dr. Johnson, if you already have an admin team or a bursar, this system is built for them. It allows you to stop paying for 5 different disconnected software tools and gives your staff a unified “Command Center” to work from.
The “Frankenstein” Problem
Most schools patch together different software that doesn’t talk to each other. This creates data errors, lost files, and double-entry work for your staff.
Hard Cost Savings (Software)
Even if you have staff to run the software, the software licenses alone cost more than our entire retainer. By consolidating into the MedSchool OS, you save immediately.
| Software Tool | Typical Monthly Cost | Status in MedSchool OS |
|---|---|---|
| QuickBooks / Accounting | $115 – $275 / mo | INCLUDED (Digital Bursar) |
| Calendly / Booking | $30 / mo | INCLUDED (Admissions Cal) |
| DocuSign / HelloSign | $40 / mo | INCLUDED (E-Sign) |
| Dropbox / Storage | $20 / mo | INCLUDED (Secure Portal) |
| TOTAL SOFTWARE SPEND | ~$250 – $400 / mo | Included in Retainer |
Adaptable for Your Team
This system is designed with Role-Based Access. We can create specific logins for your existing staff so they only see what they need to see.
Instead of manually typing invoices, your Bursar logs into the Billing Dashboard to view reports, manage refunds, and handle exceptions. The system does the heavy lifting; your Bursar provides the oversight.
Your admissions staff gets a dedicated login to view the CRM Pipeline. They can see exactly who has applied, who has booked an interview, and who has paid the deposit—all without seeing your private financial data.
*Note: The system is fully adaptable. As your team grows, we can add new dashboards for Career Services, Financial Aid, or Alumni Managers. (Custom configuration fees may apply for new roles).
Consolidate & Save
You might already have a team using various software tools. This system brings them all under one roof, saving you subscription fees and “Frankenstein” data issues.
Software Stack Comparison
If you bought these tools separately to do what the MedSchool OS does:
| Software Tool | Typical Cost | Status in MedSchool OS |
|---|---|---|
| QuickBooks (Invoicing) | $115+ / mo | INCLUDED |
| Calendly (Booking) | $30 / mo | INCLUDED |
| DocuSign (Contracts) | $40 / mo | INCLUDED |
| Dropbox (Files) | $20 / mo | INCLUDED |
| TOTAL | ~$250+ / mo | Included in $449 |
If you have an assistant, this makes them 2x more efficient. They stop data-entering from Calendly to QuickBooks and start focusing on helping students.