90-Day Pilot Program
Run a 90-day pilot on the program that matters most
A single-program, 90-day pilot costs $4,900. Fixed scope, defined success criteria, BAA, SSO, training, and implementation support included. The full pilot fee is credited toward your first-year annual contract if you convert.
How pilot pricing works
Pricing is by program bundle, not per user. Every package — pilot or full annual — includes HIPAA, BAA, SAML/SSO, implementation support, and training at no extra cost.
A single-program, 90-day pilot costs $4,900. The pilot fee credits 100% toward your year-1 annual contract if you convert at week 12. If you don't convert, there's no penalty — you receive a clean data export and your tenant is decommissioned per agreement.
Small organizations using ImprovementFlow have reported saving up to $50,000/year on reporting program costs compared to legacy competitors — by consolidating tools and eliminating compliance-tier upcharges.
Who pilots are for
Hospitals, health systems, ambulatory networks, and other healthcare providers ready to evaluate one program in production rather than in a sandbox. Pilots work best when you have a defined site or unit, a named champion, and an executive sponsor who has agreed to protect the scope from drift. If you're still researching and not ready for a production pilot, a demo is a better fit — see the link above.
What you bring
- One executive sponsor (typically Quality, Safety, Risk, or Operations leadership)
- One operational champion who can dedicate ~2 hours/week
- An IT contact for SSO setup and initial network whitelisting
- An identified pilot site, unit, or team
- Willingness to define success criteria with us at kickoff
What's included
Configured tenant on a single program of your choice
HIPAA Business Associate Agreement (BAA)
SAML / SSO setup for your IT environment
Implementation support (configuration, dashboards, integrations as needed)
Live training plus recorded library for ongoing onboarding
Weekly check-ins with a named Customer Success Manager
Custom dashboards for the pilot site/unit and leadership
Defined success-criteria scorecard reviewed at week 12
Pilot timeline
- 1
Weeks 1–2
Kickoff and configuration
BAA executed, SSO configured, program template instantiated for your site/unit, champion training, success-criteria scorecard agreed.
- 2
Week 3
Soft launch
Champion's team begins using the system on real data. CSM available daily during this transition week.
- 3
Weeks 4–11
Operating the program
Weekly CSM check-ins. Dashboards live. Champion-led adoption. Configuration adjustments as patterns emerge in real use.
- 4
Week 12
Pilot review
Scorecard reviewed against success criteria. Conversion conversation: continue as a full annual contract (pilot fee credited 100%) or wind down with a clean data export.
Success criteria — defined with you at kickoff
Every pilot opens with a one-page agreement that names exactly what success looks like for this engagement. The scorecard is reviewed at week 12 and is the basis for the conversion conversation.
- Volume
- Defined target for events captured / rounds completed / risk entries logged / observations recorded — appropriate to the chosen program.
- Engagement
- Defined percentage of target staff actively using the system within the pilot scope.
- Closed-loop
- Defined percentage of submissions reaching a 'reviewed and acted on' state — proof the system is producing the workflow change, not just data.
- Leadership reporting
- Defined dashboards live and pulling automatically by week 8, replacing a manual reporting process you currently run.
- Champion confidence
- Documented agreement at week 12 that the program would continue if you converted — the most reliable signal that the pilot worked.
Frequently asked questions
- How much does the pilot cost?
- A single-program, 90-day pilot costs $4,900. The full pilot fee is credited toward your first-year annual contract if you convert. The fee covers the agreed single-program scope, implementation support, BAA, SSO, and training. Annual contract pricing is agreed separately before conversion.
- Do we need to sign a BAA for the pilot?
- Yes. Even though many program types in ImprovementFlow can operate without PHI, healthcare program data frequently touches it. We provide a BAA as part of pilot kickoff in week 1.
- What happens to our data if we don't convert?
- You receive a complete data export in standard formats (CSV / JSON) for your records. Your tenant is decommissioned per the agreed data-handling terms. There is no penalty for not converting — the goal is to know honestly whether ImprovementFlow is the right fit for your organization.
- Can we pilot more than one program?
- Pilots are scoped to one program intentionally — running two programs simultaneously in 90 days produces diluted results on both. Once you convert to an annual contract, expanding to additional programs is straightforward and typically happens in the first six months of the relationship.
- What if our IT can't move that fast?
- Tell us in the application. The biggest variable in pilot timing is your IT team's bandwidth for SSO configuration and network whitelisting. If a 90-day window isn't workable, we can extend kickoff (weeks 1–2) without compressing the operating period.
- Is there a minimum organization size?
- Pilots work best for organizations with at least one defined site or department where a single program can run end-to-end. We've successfully piloted with single-department teams in community hospitals as well as multi-site systems running a one-facility pilot before scaling.
- Who handles training during the pilot?
- We do — live training for the champion's team in week 1, plus a recorded library for ongoing onboarding as new staff join the pilot scope. Training is included in the pilot fee, not a separate line item.
- What's the conversion rate?
- We don't publish exact numbers, but tightly scoped pilots — one program, defined success criteria, identified champion — convert at significantly higher rates than open-ended evaluations. The application form's required fields are designed to make sure we only run pilots that are likely to succeed.
Apply for a 90-Day Pilot
We respond within one business day to schedule a 30-minute scoping call. The form below helps us prepare so the call uses your time well.