PAP Tracker
Every patient assistance application in one place: who applied, for which medication, where it stands, and which refills are due this week. Nothing waits in a folder.
AI staff for free clinics. More funding. Less paperwork.
Freehold Health runs the work your EHR doesn’t: patient assistance programs, intake, volunteers and grant reporting, with an assistant for every role on your team. It all runs inside your building, so your data never leaves.
Modeled at Health and Hope Clinic in Pensacola, whose PAP program secures $5 million a year in medications for its patients.
PAP TrackerSample data
12refills due this week
48active applications
- Patient AInhalerRefill Due
- Patient BInsulinRefill Shipped
- Patient CAnticoagulantRenewal
- Patient DHepatitis C therapyApproved
Volunteer asks
“How do I start a renewal for a returning patient?”
You didn’t open a clinic to fight paperwork.
Most free clinics still run on paper, then spreadsheets, then whatever came bundled with the equipment. PAP applications live in folders. Volunteers learn the job from whoever happens to be on shift, and when they move on, what they knew goes with them. Grant reports take a week to rebuild.
Meanwhile there are patients who could be getting free medication right now if someone had the time to file and track the paperwork. No patient should go without medicine because a form got lost.
Your guide
Built by a clinic CTO, for clinics like yours.
I’m the volunteer CTO at Health and Hope Clinic. I built these tools for our own staff and volunteers first, and Health and Hope is the model clinic for everything here. I’m a peer who knows what a busy intake morning feels like, not a vendor guessing at it.
Larry BrooksFounder, Applied Intelligence Software
- $5M
- a year in medications through the PAP program at Health and Hope Clinic
- $227K
- grant secured for a free clinic using the grant process we offer
- On site
- the assistants run on a computer inside your clinic, not in someone else’s cloud
What you get
One clinic operating system around the work that funds your mission.
Intake and eligibility
A cleaner front door. Collect what you need once, check eligibility the same way every time, and keep the line moving on busy clinic days.
Volunteers
Scheduling and hour tracking for the people who make a free clinic possible, so coordinators spend less time on spreadsheets and more time with volunteers.
Grant and outcomes reporting
The numbers funders ask for, ready when they ask. Medications secured, patients served and volunteer hours, without a week of rebuilding reports.
An assistant for every role
We start from your org chart. Each role gets an assistant that knows its job, so a new volunteer can ask how things are done here and get a straight answer.
The plan
Three steps from demo to done.
Book a 15-minute demo
See it running with sample data and tell us how your clinic works today.
We set it up on site
We map your org chart, install the hardware in your building and move your PAP work over.
Your team goes live
Staff and volunteers get their assistants, and you get time and funding back.
Pricing
Every tier includes everything. You pay for your clinic’s size.
Tiers are set by staff, volunteers and patient volume. We’ll place you in the right one on the demo call. Pay monthly, or prepay the year.
Essentials
$349/month
Smaller clinics with a lean staff and a volunteer roster to match.
- PAP Tracker
- Patient intake and eligibility
- Volunteer scheduling and hours
- Grant and outcomes reporting
- An assistant for every role on your org chart
- On-site hardware, installation and support
Standard
$749/month
Growing clinics with more staff, more volunteers and more patient visits.
- PAP Tracker
- Patient intake and eligibility
- Volunteer scheduling and hours
- Grant and outcomes reporting
- An assistant for every role on your org chart
- On-site hardware, installation and support
Expanded
$1,195/month
Larger clinics with several programs, departments or volunteer pools.
- PAP Tracker
- Patient intake and eligibility
- Volunteer scheduling and hours
- Grant and outcomes reporting
- An assistant for every role on your org chart
- On-site hardware, installation and support
Add-on: grant writing
$495/month
We review your past grants, build a library of reusable content and keep your funder calendar. Includes up to four foundation or state applications a year, such as the FAFCC State Funds Grant.
Federal applications are $3,500 flat each. Flat fees only: we never take a percentage of your award.
With Freehold Health
- More patients on free medication, with refills that don’t slip
- New volunteers productive on their first shift
- Grant reports that take an afternoon, not a week
- Data that stays in your building
Without it
- Applications stuck in folders and missed renewals
- Knowledge that walks out the door with every volunteer
- Funding left on the table because no one had time
Questions clinics ask
Do we have to replace our EHR?
No. Keep your EHR. Freehold Health is the operations layer around it: the medication program, intake, volunteers and reporting your EHR doesn't touch.
Where does our data live?
On a dedicated computer installed in your building. The assistants run on that machine, so your data never leaves the clinic.
We don't have an IT department. Is that a problem?
That's who this is built for. We install it, train your team and support it. No internal technical staff required.
Can grant money pay for it?
Often, yes. We can help you write the grant that funds it, and grant writing support is available as an add-on.
Do we need to be an FAFCC member?
No. FAFCC and NAFC clinics are where we're starting, but any free or charitable clinic can use Freehold Health.
Give your team its time back.
Fifteen minutes is enough to see whether it fits your clinic.
Book a 15-minute demoOr reach Larry Brooks directly at LarryB@thinkai.com or (850) 291-2876.