The client portal for independent healthcare consultants.
Keep three stakeholders informed from one portal, build a documentation trail your client can actually produce later, and bill advisory retainers without chasing them.
Start your 14-day free trialUnlimited clients on every plan • No credit card required
Generic client tools don’t know what you actually deliver.
Nobody you work with has one decision-maker
A practice manager sponsors the engagement, a physician owner signs off, and a compliance officer has to bless the outcome. Three people with three inboxes and different levels of context. Progress updates sent by email reach one of them and get relayed badly to the other two.
The engagement is long and the middle looks quiet
Revenue cycle redesign, an accreditation readiness programme, a payer contracting review — these run for quarters, and the visible activity is lumpy. Long silences between deliverables invite the assumption that nothing is happening, which is when a good engagement starts feeling expensive.
What you produce becomes someone else’s evidence
Policy documents, gap analyses, workflow maps, training materials. These get handed to surveyors, auditors, and boards long after your engagement ends. If the record of what you delivered and when lives in a chain of email attachments, your client is the one exposed when someone asks.
Advisory retainers get billed by hand until they don’t
Fractional compliance support, ongoing revenue cycle advisory, a standing monthly block — recurring by nature, and the first thing that slips when a survey window or a go-live consumes the month.
How healthcare consultants use ConsultBase.
How does a healthcare consultant use ConsultBase?
You create an engagement per client organisation and give it milestones matching the real programme — current-state assessment complete, gap analysis delivered, remediation plan approved, staff training delivered, readiness review. Deliverables sit under those milestones for the client to review and formally approve, which produces a dated record of exactly what was handed over and when. The client sees it all in a portal branded to your practice.
How does this work when three people at the client need to stay informed?
They all look at the same portal instead of receiving three different relayed versions of your update. Everyone with access sees current phase, completed milestones, what is waiting on their side, and the document history. The practical effect is that the practice manager stops being your unpaid internal communications department.
Can I keep a defensible record of what I delivered?
Every document shared and every deliverable approved is stored against the engagement with a timestamp and an approval history, so the trail builds as you work rather than being reconstructed afterwards. When a client is later asked what their consultant recommended and when, that is a record they can read rather than an archaeology project through your sent folder.
How do I bill an ongoing advisory retainer?
Set up a recurring invoice once — amount, frequency, payment terms, your own tax rate — and it generates and sends on schedule with a payment link attached. You can pause or end the schedule when the engagement changes shape. Payments run through your own Stripe account at Stripe’s standard rates; ConsultBase takes nothing on top.
What about proposals for the work in the first place?
Proposals are built in ConsultBase and sent as a link the prospect signs online. On acceptance the engagement is created automatically with its milestones already seeded, and the accepted proposal converts to an invoice in one click. If you prefer to start from a document, the free SOW and engagement letter generators produce a formatted PDF or Word file with no account required.
Does it work across multiple sites or entities?
Each client organisation is its own client with its own portal, and every paid plan includes unlimited clients — so a practice advising a twelve-site group as separate entities is not a pricing problem. There is no built-in parent/child hierarchy between related organisations, which is worth knowing if you need consolidated reporting across a health system.
Questions healthcare consultants ask.
Is ConsultBase HIPAA-compliant? Will you sign a BAA?
No to both, and this is the most important answer on the page. ConsultBase is not HIPAA-compliant, does not offer a Business Associate Agreement, and must not be used to store, transmit, or process protected health information. It is built for the advisory relationship — engagements, deliverables, documents, proposals, and billing — not for anything containing patient data. If your work requires handling PHI, that work needs to happen in a system with a BAA in place, and no amount of convenience should change that.
So what can I actually put in it?
Everything that is not PHI, which for most advisory practices is the great majority of the engagement: scopes of work, project plans, gap analyses, policy drafts, workflow documentation, training materials, board summaries, invoices, and correspondence with your client contacts. The constraint is patient-identifiable information specifically, not healthcare work in general.
How is client data isolated between organisations?
At the database level rather than by application logic — row-level security on every table, so one client’s records are not reachable from another client’s session even if a query is written incorrectly. Client portal access is passwordless and scoped to a single client. That is a genuine security posture, but it is not the same thing as HIPAA compliance and should not be read as one.
Can I bring an associate or subcontractor onto an engagement?
Pro includes up to three team members and Firm up to five, with owner, admin and member roles governing who can invite, remove, change branding, and manage bookings. It is a straightforward role system rather than a per-engagement permission matrix, so an associate on your account can see the workspace rather than one client. Worth knowing if you need tighter scoping.
Do my clients need accounts or training?
No. They receive an email invite and sign in with a link — no password to create, nothing to install. For a practice manager who will open the portal a few times a month, that removes the main reason client portals go unused.
What does it cost, and is my client count capped?
Every paid plan includes unlimited clients. Plans differ on team size, AI access, and white-labelling rather than client volume. Firm removes the “Powered by ConsultBase” mark from every client-facing surface. There is a 14-day free trial and no credit card is required to start.
Healthcare advisory sits in an awkward gap. The general-purpose client tools are built for creative freelancers and use vocabulary that makes serious work sound casual. The healthcare-specific platforms are clinical systems priced and scoped for provider organisations, not for the consultant advising them.
ConsultBase is neither. It is built for advisory practices — engagements rather than projects, deliverables the client formally approves rather than tasks, retainers rather than subscriptions — and it stays deliberately outside the clinical boundary. That limitation is the point, not an oversight: an advisory tool that quietly invited PHI would be doing its customers harm.
What it gives an independent healthcare consultant is the thing that is hardest to manufacture solo — the impression, sustained over a long engagement with several stakeholders, of a practice that has its house in order.
Built for the way you work.
Unlimited clients on every plan, a branded portal your clients actually log into, and Ivy — a 50+ tool AI associate that knows your engagements.
Start your 14-day free trialPrefer to try something first? Use our free SOW and contract generators — no account needed.