Before you begin
This guide is for the hospital administrator who received the Everchart access email after your organisation was approved. You will need that email, a laptop or phone with internet, and about ten minutes.
Nothing in these steps touches patient records. Setting up your account and choosing a plan are separate from going live for patient care, which happens later with your implementation team.
Step 1 — Find your access email
After your hospital is approved, Everchart emails your administrator. That email contains three things:
- a sign-in link;
- your username, which is your work email address;
- a temporary password.
The temporary password stops working 72 hours after it is issued. That is deliberate: a password sitting in an inbox is a risk, so it is short-lived on purpose.
If you cannot find the email, check your spam folder first. If it has expired or never arrived, contact us and we will issue fresh details. We cannot read your password — not even our own staff can — so the only fix is a new one.
Step 2 — Sign in
Open the sign-in page. Enter your work email as the username and the temporary password from the email.
If you type the wrong password five times, the account locks for fifteen minutes. This protects you from someone guessing at your password. Wait and try again, or contact us if you are unsure of the details.
Step 3 — Set your own password
The first time you sign in, Everchart asks you to set your own password before letting you go any further. This is not optional, and there are good reasons for it:
- the temporary password from the email stops working immediately, so the copy in your inbox becomes useless to anyone who finds it;
- changing your password signs out every other device, so if anyone else had access, they no longer do.
Choose something long that you have not used elsewhere. Once you are in, delete the access email.
There is currently no self-service “forgot password” link. If you lose your password, contact us and we will issue a fresh temporary one, which again expires in 72 hours. We would rather a person verifies who you are than let a hospital account be reset by whoever controls an inbox.
Step 4 — Your 7-day trial begins
Your free trial starts the moment you sign in for the first time — not when your application was approved. If your hospital took a week to get around to signing in, you have not lost a single day.
- All features included in your plan are switched on.
- No card or payment details are needed to start.
- The trial cannot turn into a paid subscription by itself. A charge only ever happens when someone from your hospital chooses a plan and completes payment.
One firm rule during the trial: do not enter real patient records. The trial is for evaluation and configuration. Real clinical use begins only after your implementation and validation steps are complete.
Your workspace shows how many days remain at the top of the page, and we email your administrator a reminder before the trial ends.
Step 5 — Choose a plan
In your workspace, scroll to Plans. You will see all four plans with prices for both billing cycles.
- Monthly or annual. Annual costs 20 percent less than twelve monthly payments. You can see both before deciding.
- Beds. Hospital plans include a number of beds and charge a small amount per additional bed. Enter your bed count and the price updates. The Clinic plan has no bed component.
- GST. Listed prices exclude GST. It is added at 18 percent and shown as a separate line, so the “payable now” figure is exactly what will be charged.
Choose a plan, and the payment window opens. You can pay by card, UPI, net banking or wallet. Your card details go to the payment provider and never reach Everchart.
Once payment clears, your workspace is active immediately and a receipt is emailed to your administrator. For annual agreements or the Network plan we can also raise an invoice for bank transfer — just ask.
See the pricing page for the full plan comparison.
Step 6 — If the trial ends before you have decided
This is the question hospitals ask most, so here is the exact answer:
- Nothing is deleted. Every record, user and setting stays exactly as you left it.
- You can still sign in. Your administrator can sign in, see the billing page and pay. We do not lock you out of the screen you need in order to pay us.
- Clinical features pause. That is the only thing that changes.
- Access returns the moment payment clears. There is no re-implementation and no setup to redo.
- Need longer to evaluate? Tell us and we will extend the trial. This happens often and it is not a problem.
If a renewal payment fails later on, a paid subscription keeps working for seven more days while you sort it out. A hospital should not lose access because a bank transfer took an extra day.
Step 7 — Switching on clinical modules
Modules such as outpatient care, wards, pharmacy, diagnostics and billing are not self-service. Your implementation team enables them with you, one at a time, after agreeing who in your hospital may see and do what.
This is slower than a toggle, and deliberately so. In a hospital, a wrong permission is a patient-safety problem, not an inconvenience. Your Everchart contact will walk your team through each module before it goes live.
Everyday questions
I forgot my password. Contact us. We issue a fresh temporary password valid for 72 hours, and you set your own again on the next sign-in.
I need to add a colleague. Staff accounts are created with your implementation contact at the moment, so that roles and permissions are set correctly from the start. Self-service user management is on the way.
Someone has left the hospital. Tell us immediately and we will end their sessions and disable their account. Do not wait for a scheduled review.
I was signed out unexpectedly. Changing your password signs out all devices. Sessions also expire after twelve hours of validity, so a forgotten browser on a ward computer does not stay signed in indefinitely.
Where is my invoice? Receipts are emailed to your administrator when a payment is received. Ask us if you need a GST invoice in a particular format for your finance team.
Can we cancel? Yes, at any time, with no cancellation charge. See the refund and cancellation policy.
Getting help from a person
If anything here does not match what you see on screen, tell us — that is a defect in our guide, not a mistake on your part. Use the contact page and we will come back to you.
For anything clinically urgent, use your hospital's own emergency procedures. Everchart support is not an emergency service.