How do usage limits work on Clinician and Practice seats?
This page includes information on new Heidi features within Heidi’s new Home page. This is currently only available in certain regions and subscription types.
Scribe and Evidence does not count toward your usage limit. Transcription, clinical note generation, evidence queries and note editing are unlimited on every paid seat.
What are usage limits?
Usage limits control how much of Heidi's agentic features you can use in a billing month. Think of your limit as a monthly allowance for the work Heidi does around your notes rather than in them. Writing the note and pulling clinical evidence is the core of Heidi, so transcription, note generation and evidence queries do not count toward your usage.
How fast you use your allowance depends on which features you use, how often you use them and how much work each one asks Heidi to do. Using a Connector for your email is light. Pre-charting is moderate and typically runs for every visit. Computer use, where Heidi operates your EHR directly, is the heaviest.
Clinician and Practice seats come as Standard or Max. A Max seat includes 5x the monthly usage of a Standard seat.
What counts toward your limit
There are two factors which impact how fast a feature consumes your usage: how much work it asks Heidi to do, and the frequency of the action.
Feature
Count toward your limit?
How much it uses
Computer Use
Yes
Heaviest, per run
Pre-charting
Yes
Heavy, every visit
Routines*
Yes
Varies, per run
Schedule Uploads
Yes
Moderate, per upload
Template Creation and Edits
Yes
Light, per change
Patient Context Updates
Yes
Light, per update
Connector Use
Yes
Light, per use
Transcription
No
N/A
Clinical Note Generation
No
N/A
Editing, rewriting or reformatting a note (including with Ask Heidi)
No
N/A
Documents from a visit (patient instructions, referral letters, summaries, care plans, discharge letters)
No
N/A
Linking a patient or session
No
N/A
Applying an existing template
No
N/A
Direct integrations
No
N/A
Routines
A Routine is a pre-packaged set of steps Heidi runs for you, either on request or on a schedule. You can build your own Routine or choose from our Routine library. Two examples below:
Prep my day reviews your upcoming schedule and prepares what you need ahead of your first visit.
Daily follow up digest summarizes the follow-ups arising from your recent visits.
Each routine uses credits at the per-run rate specified in the Rate Card. The applicable rate is shown in Heidi before you run it. That's the difference between a routine and an ad-hoc Heidi request: a routine is charged at a published per-run rate rather than varying with what you ask for.
New Routines are added over time, so the Routine library in Heidi is the place to see the full set.
A scheduled Routine consumes usage on every run, so a daily Routine will run about 20 times a month for a clinician working 5 days per week. Check your usage after the first week of any new schedule.
Which features use your limit fastest
As a specific feature, computer use can consume a lot of usage depending on the complexity and length of the task.
There are other features which clinicians prefer to use for each patient visit, which means usage of those features scale with the number of patients. As an example, using pre-charting for each visit will consume a large amount of usage over the course of a full month.
Is this every feature that counts?
Heidi will continue add new capabilities and features regularly. Some of them will count toward your usage limit and will be clearly identified. This article covers what clinicians use most, and we update it as that changes. Your Billing section in Settings always reflects what you have actually used.
What does not count toward your limit
These are free and unlimited on every seat:
Transcription and clinical note generation
Editing, rewriting or reformatting a note you already have, including when you ask Heidi to do it for you
Generating documents from a visit: patient instructions, referral letters, summaries, care plans and discharge letters
Drafting an email or a message
Linking a patient or a session
Applying a template you already have to a note
Your billing month
Where to check your usage and reset date
Open Settings and go to the Billing section. It shows how much of your allowance you've used this billing month and your billing anniversary, so you can see where you stand and when your limit next resets.
When your limit resets
Your limit resets on your billing anniversary rather than on the first of the calendar month. If you started mid-month, your reset date follows the day you started. Unused allowance doesn't carry over to the next month.
Notifications as you approach your limit
Heidi notifies you at 50%, 75% and 90% of your allowance, and again when you reach 100%.
If my account has multiple clinicians, does their usage affect my limit?
Your allowance is yours individually. It doesn't come from a shared pool.
If your plan covers more than one clinician, each person has their own allowance. One clinician running low doesn't draw down anyone else's, and unused capacity can't be transferred between colleagues.
What happens when you reach your limit
Reaching your limit doesn't interrupt your clinical work. Scribe keeps running, your notes and documents stay fully accessible and nothing you've already written is affected.
Three things happen, in order:
Heidi lets you finish the action you started. Nothing stops mid-task.
Every feature that counts toward your limit pauses for the rest of the billing month. See “What counts toward your limit” above.
Everything else keeps working normally, including everything listed under “What does not count toward your limit”.
Getting more usage before your reset date
A Max seat includes 5x the monthly usage of a Standard seat. You can upgrade by going to Settings > Usage & Billing. If someone else manages your seat, they'll need to make the change for you.
How much do clinicians typically use?
These profiles are illustrative. Your own use depends on how you work.
Clinician
How they work
Standard Allowance Consumed
A GP using a daily routine to clean up session/patient info
After each day with a large volume of patient visits, they use a routine to remove duplicate patient profiles and sessions.
Approx 60%
A specialist pre-charting every visit
Pre-charting runs on every appointment, all day, every day.
Approx 150% → will need a Max seat
Making your usage go further
Check whether Heidi connects to your EHR. Notes write back for free through a connection, and computer use is the heaviest feature there is.
Review your scheduled routines if your usage is moving faster than you expect.
Check your usage partway through the month. A single heavy week is easier to absorb when you spot it early.
Frequently asked questions
Checking and managing your usage
Where can I see how much of my limit I've used?
Open Settings and go to the billing page. Your usage for the current billing month is shown there, alongside your billing anniversary.
Will I get a warning before I reach my limit?
Yes. Heidi notifies you as you get closer to your limit via in-product prompts, and then again when you reach 100%.
Can I increase my usage limit before my reset date?
Yes. A Max seat includes 5x the monthly usage of a Standard seat, and you can move to one from the Billing page in Settings. If someone else manages your seat, ask them to make the change.
Does unused allowance carry over to next month?
No. Your allowance resets on your billing anniversary and starts fresh.
Can usage be shared between clinicians?
No. Each clinician has their own allowance and it can't be transferred, even when one plan covers several people.
What does and doesn't count
Is the list on this page complete?
No. It covers what clinicians use most. Heidi adds capabilities regularly and some of them count toward your limit, so treat your billing page as the record of what you've actually used.
Does Scribe ever count toward my limit?
No. Transcription and clinical note generation are unlimited on every seat.
Do patient instructions, letters and summaries count?
No. Every document Heidi generates from a visit is free, including instructions, referral letters, summaries, care plans and discharge letters.
Does Ask Heidi count toward my limit?
Asking Heidi to edit, rewrite or reformat a note will continue to be free and unlimited. Asking Heidi to look up clinical evidence or and take agentic actions for you, will count toward your limit.
Why do template changes count when applying a template doesn't?
Creating or editing a template asks Heidi to build something new. Once the template exists, using it on as many notes as you like is free.
Does linking a patient or a session count?
No. Linking is free. Updating a patient's context is a separate action and does count, though it's one of the lighter ones.
Do schedule uploads count?
Yes. Creating sessions from an uploaded schedule is one of the moderate features.
How much of my allowance does a routine use?
Each routine uses credits at the per-run rate specified in the Rate Card. The applicable rate is shown in Heidi before you run it. A scheduled routine consumes credits at the applicable rate every time it runs.
Reaching your limit
What exactly stops working when I reach my limit?
Every feature that counts toward your limit pauses. Everything under “What does not count toward your limit” keeps working, including transcription, note generation, note editing, document generation, patient and session linking, emails, existing templates and your full note history.
What if I reach my limit partway through pre-charting a patient?
Heidi lets you finish the action you started. Counted features pause after that.
Will I lose access to my notes if I reach my limit?
No. Every note and document you've created stays available, and you can keep writing new notes. Reaching your usage limit never affects your clinical records.
