Proposal Prepared For
Patient Results Portal — Digital Transformation
Secure, HIPAA-Compliant Lab Result Delivery & Compliance Reporting
Prepared By
Tyler Clay
Organization
Candy Creative Digital
Date
April 28, 2026
Version
1.0 — For Review
Scroll down to read the full proposal first
Candy Creative Digital · tyler@candycreative.digital · (713) 269-2011 · Confidential
Your team is doing something genuinely important for Houston — accessible STD testing, delivered with discretion and care. But behind the scenes, your staff is manually tracking clients in spreadsheets, managing physical sticker-card folders, and picking up the phone for every single result. That process was designed for a different era and a bigger team. It's slowing you down, and it's a privacy risk waiting to happen.
Candy Creative Digital has been building Bee Busy's digital presence since day one. We know your operation. This proposal describes the next step: a custom, HIPAA-compliant patient portal that automates the routine, protects the sensitive, and gives your staff time back.
The promise: When a lab result is ready, the right patient sees it securely — automatically — without a single phone call from your team for non-critical results. Compliance reports generate themselves. And the whole system is live in 6 weeks.
You explored Patient Fusion — $200/month, and it only solves part of the problem. Here's how that compares to what we're building:
| Capability | Patient Fusion ($200/mo) | Custom Portal (This Proposal) |
|---|---|---|
| Secure patient result delivery | ✓ | ✓ Included |
| Automated 8th-day notifications | ✗ | ✓ Built for your workflow |
| City of Houston quarterly compliance report | ✗ | ✓ Auto-generated |
| Replaces your Excel client log | ✗ | ✓ Full client database |
| HIV testing frequency flags | ✗ | ✓ Advisory alerts built-in |
| Positive result staff alerts | ✗ | ✓ Immediate staff notification |
| You own your data — no vendor lock-in | ✗ Vendor-controlled | ✓ Your data, your system |
| Expandable as your org grows | ✗ Fixed feature set | ✓ Add any feature, any time |
| Cost after 2 years | $4,800 — and climbing | $3,800 one-time + ~$60/mo |
Bottom line: Patient Fusion costs $4,800 in just two years — $1,000 more than this entire project — and still wouldn't automate your notifications, generate your compliance reports, or let you add a single feature as your needs change. This portal is built for Bee Busy and owned by Bee Busy — forever.
We move fast because your team needs this now. Every phase has a clear milestone and nothing starts until the previous phase is signed off.
Week 1
Discovery & Setup
Azure HIPAA environment configured, database schema finalized, lab PDF format reviewed, notification language approved. One short staff session required.
✓ Milestone: Architecture signed off, environment liveWeeks 2–4
Core Portal Build
Patient portal, staff dashboard, secure authentication, lab result ingestion pipeline, automated 8th-day notifications, positive result alerts, and Q1 data migration from your existing Excel log.
✓ Milestone: Full portal ready for internal reviewWeek 5
Reporting Engine
Monthly internal report and City of Houston quarterly compliance report built and reviewed with staff. One revision round included. Export to PDF and Excel.
✓ Milestone: Reports approved by staffWeek 6
Security Review, Training & Launch
HIPAA security checklist completed, staff trained on Admin and Tester roles, patient portal tested with a live account. Candy Creative on standby for supervised go-live.
🚀 Go-Live: Portal fully operationalPatients log in with multi-factor authentication to view their own results. No more calling the office. No more privacy risk from verbal results.
Look up any patient, flag results, link 1010 IDs, and manage client records all in one place. Replaces the sticker-card folder system entirely.
Day-8 email (and optional SMS) fires automatically for non-critical results using privacy-safe language. Positive results trigger an immediate staff alert.
Staff drop lab PDFs into a OneDrive folder. The system reads them, imports the results, and permanently deletes the source file. Secure by design.
Monthly internal report and quarterly City of Houston report — both auto-generated from live data. No more assembling spreadsheets by hand.
Hosted on Microsoft Azure with a signed Business Associate Agreement. Full audit logging, encrypted storage, and role-based access controls throughout.
No hourly billing. No surprise invoices. One fixed price — with a payment structure built to make starting easy.
Total Project Investment
$3,800
Everything. Discovery through launch. HIPAA-compliant infrastructure. Staff training. Supervised go-live. No hidden fees.
The final payment is due within 90 days of the portal going live, giving Bee Busy flexibility to plan around cash flow.
Comparison check: Patient Fusion costs $4,800 in just two years — $1,000 more than this entire project — and still wouldn't automate your notifications, generate your compliance reports, replace your Excel log, or let you add a single feature as your needs evolve. With this portal, Bee Busy owns the system, owns the data, and is never dependent on a vendor's pricing decisions.
$1,200 deposit secures your project start date
After go-live, Bee Busy owns the infrastructure. Candy Creative charges nothing for the running system — these are direct costs to you:
| Item | Provider | Est. Monthly |
|---|---|---|
| Azure hosting, database & secure file storage | Microsoft Azure | $40–$70 |
| Email notifications | Azure (included above) | ~$0–$5 |
| SMS notifications (optional) | Twilio — billed at cost | ~$5–$15 |
| Total Monthly Infrastructure (est.) | ~$45–$90 | |
Note on SMS: SMS costs are passed through at exact Twilio cost — no markup. Email-only notifications are fully functional without SMS and are included in the base project. SMS can be activated at any time after launch.
Candy Creative Digital is a Houston-based digital agency specializing in custom web applications, automation systems, and secure digital infrastructure. We've been Bee Busy's technology partner since the launch of your online booking and patient intake system — and we're honored to take this next step together.
We believe the organizations doing the most meaningful community work deserve technology that actually works. Built responsibly. Maintained honestly. Priced fairly.
Questions or want to walk through this together? Call or email — we're easy to reach.
Tyler Clay · tyler@candycreative.digital · (713) 269-2011
Please review the full agreement below, then sign and pay your deposit to secure your project start date.
SERVICES AGREEMENT
Client: Bee Busy Inc., 9896 Bissonnet St #625, Houston, TX 77036
Service Provider: Candy Creative Digital LLC (“Candy Creative”), 5927 Almeda Road #21620, Houston, Texas 77004
1. Services
Candy Creative agrees to design, develop, and deploy a HIPAA-compliant Patient Results Portal web application for Bee Busy Inc., including: secure encrypted infrastructure for lab result storage and delivery; automated patient notification system (email and SMS); staff dashboard for uploading results and managing patient records; compliance reporting tools and audit logs; SSL/HTTPS configuration; staff training and supervised go-live support; and ongoing maintenance with a 48-hour response SLA.
2. Payment and Fees
Client agrees to pay Candy Creative according to the following schedule:
Total Project Investment: $3,800
Monthly Infrastructure: Approximately $60/month billed at cost with no markup (HIPAA-compliant hosting, database, and SMS infrastructure), invoiced separately as a pass-through.
3. Invoices
Candy Creative shall submit invoices for all services rendered. Client shall pay amounts due within 15 days of each invoice date.
4. Additional Expenses
Should additional expenses be required, Candy Creative shall obtain prior written approval from Client. Client shall reimburse Candy Creative for directly attributable expenses including domain registrations, third-party software licenses, and other costs resulting from work performed under this Agreement.
5. Term of Agreement
This Agreement becomes effective when signed by both parties and remains in effect until all deliverables are completed and final payment is received, or until terminated as described below.
6. Termination
Either party may terminate this Agreement by giving 15 days written notice without cause. Candy Creative shall be entitled to full payment for services performed prior to the effective termination date. Upon termination, Candy Creative shall assist in transferring all digital assets and shall not withhold any assets belonging to Bee Busy Inc.
7. Independent Contractor
Candy Creative is an independent contractor. Neither Candy Creative nor its staff shall be deemed employees of Client. Candy Creative retains sole right to control the means, manner, and method by which services are performed, and may perform services for other clients subject to the non-competition provisions herein.
8. Intellectual Property
Candy Creative assigns to Client its entire right, title, and interest in all work product created under this Agreement, conditioned upon full payment of all compensation due.
9. Confidentiality
Both parties agree to maintain confidentiality of information clearly marked or identified as confidential within 15 days of disclosure. This obligation does not apply to information that is publicly known, independently developed, or obtained from third parties without confidentiality obligations.
10. Non-Competition
During the term of this Agreement and for 4 years after termination, Client reserves the right to prevent Candy Creative from distributing software services or intellectual property of substantially similar design developed under this Agreement to individuals or entities that would conflict with Client’s current or potential business.
11. Warranties
Candy Creative warrants that all services will be performed consistent with generally prevailing professional standards. Client must report deficiencies in writing within 30 days of performance. Client’s exclusive remedy for warranty breach is reperformance of the deficient services, or if reperformance is not possible, a refund of fees paid for those specific services. ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ARE DISCLAIMED.
12. Limitation of Liability
Candy Creative shall not be liable for lost profits or consequential damages. Candy Creative’s total liability under this Agreement shall not exceed the total fees paid by Client under this Agreement.
13. Taxes
Quoted charges do not include applicable taxes. Candy Creative charges Texas State Sales Tax on “Access and Hosting Fees” only, as required by the State of Texas. No sales tax is charged on other services. Client is responsible for all applicable taxes.
14. Contract Changes
If changes are required, both parties shall make a good faith effort to agree in writing. All changes must be signed by both parties and added to this Agreement.
15. Dispute Resolution
Disputes shall first be addressed through mediation with a mutually agreed-upon mediator in Houston, Texas, with costs shared equally. If mediation fails, disputes shall be submitted to binding arbitration in Texas under the rules of the American Arbitration Association.
16. Attorney Fees
The prevailing party in any litigation or arbitration to enforce this Agreement shall be entitled to reasonable attorney fees, costs, and expenses.
17. General Provisions
Tax ID: 84-2416072 · Note: Payment charges may appear as “Clickficks” on your statement.
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You’ll be charged $1,200 today to secure your project start date.