How Much Does It Cost To Run An Online Medical Consultation Platform?
Online Medical Consultation Running Costs
Running an Online Medical Consultation platform requires significant upfront investment and high fixed costs Based on 2026 projections, expect monthly running costs to range from $120,000 to $130,000, assuming $301,700 in monthly revenue The largest recurring expense is staff payroll ($60,000/month) combined with physician compensation (100% of revenue) Your total variable costs (COGS + Marketing + Fees) are about 170% of revenue, leaving a strong gross margin to cover the $70,600 in fixed overhead (staff wages plus fixed OpEx) The key financial metric to watch is the minimum cash required, which is $829,000, indicating substantial working capital is needed before reaching the February 2026 break-even date This guide breaks down the seven critical monthly expenses you must track for sustainable growth in the telehealth space
7 Operational Expenses to Run Online Medical Consultation
#
Operating Expense
Expense Category
Description
Min Monthly Amount
Max Monthly Amount
1
Physician Comp
Variable Cost
This variable cost scales directly with patient volume and treatment prices.
$30,170
$30,170
2
Staff Wages
Fixed Overhead
Fixed staff wages for 65 FTEs cover CEO, Tech, Marketing, Operations, Support, and HR roles.
$60,000
$60,000
3
Cloud Hosting
COGS
This expense covers video conferencing and secure data storage, calculated as 25% of revenue.
$7,543
$7,543
4
Software Licenses
Fixed Overhead
Key fixed costs for specialized telehealth software and Electronic Health Records (EHR) systems.
$3,500
$3,500
5
Patient Acquisition
Variable Cost
Variable marketing spend focused on acquiring new patients efficiently, set at 35% of revenue.
$10,560
$10,560
6
Compliance Costs
Fixed Overhead
The combined fixed cost for Malpractice Insurance and Legal Retainers is critical for regulatory compliance.
What is the total monthly operating budget required to sustain the Online Medical Consultation platform?
Determining the total monthly operating budget for the Online Medical Consultation platform requires summing fixed overhead, variable costs tied to consultations (Cost of Goods Sold, or COGS), and planned payroll to establish the 12-month cash runway. Before diving into expense mapping, founders often need a clear go-to-market plan; you can review how to structure that strategy here: How Can You Effectively Outline The Market Strategy For Your Online Medical Consultation Business?. Honestly, getting these expense buckets right defintely defines your burn rate.
Fixed Overhead Needs
Platform hosting and cloud infrastructure fees.
Salaries for non-clinical roles (Tech lead, Operations).
Monthly costs for Electronic Medical Record (EMR) software.
General & Administrative (G&A) expenses like office space or utilities.
Variable Costs and Runway Math
Physician compensation per completed consultation (COGS).
Transaction fees from patient payment processors.
Marketing spend directly tied to patient acquisition volume.
Calculate runway: (Total Fixed + Projected Variable) x 12 months.
Which cost categories represent the largest recurring monthly expenses?
The largest recurring expenses for your Online Medical Consultation platform defintely center on physician compensation, followed by administrative payroll and core technology infrastructure costs. Understanding the weight of these areas tells you where to focus your optimization efforts right now; for a deeper dive into sector economics, review Is Online Medical Consultation Business Currently Profitable?
Physician Cost Control
Physician payout is your primary variable cost, often consuming 60% to 70% of the patient consultation fee.
If your average fee is $95, the direct cost to the doctor is about $60 per session, impacting contribution margin immediately.
Optimize by shifting scheduling mix toward high-volume, low-complexity cases that require less time commitment per provider.
Negotiate tiered rates based on provider volume or specialty demand rather than a flat rate across the board.
Staff and Tech Overhead
Staff payroll for customer support and onboarding is typically the largest fixed cost component, running around $15,000 monthly at 5,000 monthly patient interactions.
Platform technology costs, including hosting and Electronic Health Record (EHR) licensing, should stay below 10% of gross revenue.
Here’s the quick math: If your fixed overhead hits $25,000, you need 417 consultations per month at a $50 net margin just to break even.
Look at automating triage and scheduling functions to reduce the necessary headcount supporting patient intake.
How much working capital or cash buffer is needed before the business reaches profitability?
For your Online Medical Consultation business, you need a minimum cash buffer of $829,000 to cover operations until you hit profitability in 2 months, which is a tight runway you need to plan for now; understanding this gap is crucial, so review how you can effectively outline the market strategy for your online medical consultation business here: How Can You Effectively Outline The Market Strategy For Your Online Medical Consultation Business?
Minimum Cash Needed
Require $829,000 cash buffer to start.
This covers negative cash flow until month 2.
It funds initial fixed costs before revenue scales.
This amount is your immediate fundraising target.
Breakeven Timeline
Target profitability within 2 months of launch.
A 60-day runway demands rapid patient acquisition.
If onboarding takes longer, churn risk rises defintely.
Focus marketing spend heavily in the first 60 days.
How will we cover fixed costs if patient volume or average treatment price is lower than expected?
If volume or average treatment price falls short of the $301,700 monthly revenue goal for the Online Medical Consultation service, you must immediately reduce variable spending tied to patient acquisition and delivery to protect your contribution margin.
Variable Cost Shock Absorbers
Assume practitioner payout is 60% of revenue; this cost scales instantly with volume.
If patient acquisition cost (CAC) is $50, pause high-cost digital campaigns first.
Every dollar saved here directly improves contribution margin when revenue is weak.
This protects the core operating structure until volume stabilizes.
Freezing Fixed Overhead
To cover fixed costs when revenue is low, you need a hiring freeze and delayed capital expenditure plans; this buys time until you reach the target volume again. When thinking about scaling operations, review How Can You Effectively Launch Your Online Medical Consultation Service To Reach Patients Quickly? to ensure your initial marketing spend was defintely efficient. If fixed overhead is $150,000 monthly, missing the revenue target by 20% means you need to cut at least $60,000 in operational expense quickly, or you risk running a cash deficit.
Delay hiring for non-essential administrative roles immediately.
Review all recurring software subscriptions for immediate downgrades.
Postpone any planned office expansion or major hardware purchases.
Marketing spend should shift entirely to low-cost, high-intent channels.
Key Takeaways
The total projected monthly operating cost for the online medical consultation platform in 2026 is approximately $121,889, based on achieving $301,700 in monthly revenue.
Staff payroll ($60,000 fixed) and physician compensation (set at 100% of revenue) are the two largest recurring monthly expenses requiring immediate cost optimization focus.
Founders must secure a minimum cash reserve of $829,000 to cover initial operating losses and ensure solvency until the projected break-even date in February 2026.
The financial model indicates a rapid time to profitability, projecting a break-even point just two months into operations, provided revenue targets are met.
Running Cost 1
: Physician Compensation
Physician Cost Hit
Physician compensation is your biggest lever, representing 100% of projected 2026 revenue. This means the $30,170 monthly cost is not overhead; it is the direct cost of service delivery. If volume or treatment price changes, this expense moves dollar-for-dollar. You’re essentially paying doctors the entire patient fee upfront.
Cost Drivers
To model this, you need two inputs: total projected monthly revenue for 2026 and the agreed-upon payout percentage. Since this is 100% of revenue, the calculation is simple: Total Revenue multiplied by 1.0. If revenue hits $30,170, the doctor cost hits $30,170. This cost defintely excludes fixed staff payroll.
Revenue target for 2026
Payer mix and pricing tiers
Volume projections per month
Controlling Variable Spend
You can’t cut this cost without cutting prices or volume, but you can optimize utilization. Focus on maximizing the revenue generated per doctor hour worked. Avoid paying for idle time or inefficient scheduling. The goal is to increase the average revenue per consultation so the fixed component of your operating costs is covered faster.
Negotiate tiered payment structures
Optimize patient flow scheduling
Ensure high consultation completion rates
Fixed Cost Coverage
Because this cost consumes all revenue, your break-even point is determined entirely by fixed expenses like staff payroll ($60,000) and platform licenses ($3,500). You need enough patient volume to cover those fixed costs after paying the physicians their full fee.
Running Cost 2
: Staff Payroll (Wages)
Fixed Payroll Baseline
Fixed staff payroll is a major overhead commitment of $60,000 per month in 2026 for 65 full-time employees (FTEs). This covers essential corporate functions like leadership, technology development, and administrative support roles. That's a baseline cost you must clear every month.
Staff Cost Inputs
This $60,000 monthly figure represents your fixed overhead for core internal staff in 2026. It includes salaries for 65 FTEs spanning key areas like Tech, Operations, and executive leadership. This cost is static, meaning it doesn't change if you have 10 consultations or 1,000.
Managing this large fixed cost requires strict hiring discipline, especially for non-revenue generating roles. Avoid hiring too early; wait until volume justifies the headcount. Defintely scrutinize the ratio of support staff to revenue-generating physicians.
Delay hiring until volume demands it.
Cross-train staff to cover multiple functions.
Benchmark overhead FTE count against industry peers.
Fixed Cost Leverage Point
Since physician pay is 100% of revenue, this $60k payroll must be covered by margin generated elsewhere, like platform fees or patient volume exceeding projections. High fixed payroll demands high utilization rates early on.
Running Cost 3
: Platform Usage & Cloud Hosting
Hosting Costs Hit 25%
Cloud hosting is a major Cost of Goods Sold (COGS) component, estimated at $754,250 monthly in 2026, representing 25% of projected revenue. This expense covers necessary video conferencing and secure data storage infrastructure for your platform.
Cloud Cost Drivers
This cost scales directly with patient volume because every consultation requires secure data handling and video streaming capacity. You need firm quotes for your Electronic Health Records (EHR) storage tiers and expected peak concurrent user loads for 2026.
Covers secure data storage needs.
Includes video conferencing overhead.
Scales as a Cost of Goods Sold.
Managing Hosting Spend
Since this is a variable COGS item, focus on usage density rather than just raw negotiation power. A common mistake is paying for enterprise-level redundancy before volume justifies it. Right-size your storage tiers now.
Audit video platform licensing tiers.
Right-size storage capacity contracts.
Benchmark against industry peers' ratios.
COGS Impact Check
If 2026 revenue projections miss targets, this $754,250 monthly expense will quickly erode contribution margin. Platform scalability must be paired with usage monitoring; otherwise, you defintely lose control of this COGS lever.
Running Cost 4
: Platform Software Licenses
License Costs Fixed
Your specialized telehealth software and Electronic Health Records (EHR) systems are a required fixed overhead. Expect these core platform licenses to cost exactly $3,500 per month, regardless of patient volume in 2026. This expense is non-negotiable for secure, compliant operation.
EHR Cost Inputs
This $3,500 monthly covers critical, specialized software needed for virtual care delivery and patient data management. You need vendor quotes for both the telehealth interface and the certified EHR system. This fixed cost sits alongside payroll and insurance, forming the baseline operational spend before you see a single patient.
Covers EHR access fees.
Includes telehealth module subscription.
Needed for HIPAA compliance.
Managing Software Spend
Since this is fixed, optimization means negotiating longer contracts or bundling services upfront. Avoid paying for unused practitioner seats or premium features you won't need immediately. If you start small, look for scalable tiers rather than enterprise packages. Don't defintely over-provision licenses early on.
Review seats quarterly.
Negotiate multi-year discounts.
Test open-source alternatives (if compliant).
Fixed Cost Threshold
Because this $3,500 is fixed, your gross margin only improves once patient volume covers this plus all other overhead. Every consultation booked above the break-even point directly contributes to covering this software expense first.
Running Cost 5
: Marketing & Patient Acquisition
Acquisition Spend Focus
Your primary variable outflow for growth in 2026 is marketing, budgeted at 35% of revenue. This translates to $10,559.50 per month dedicated solely to bringing in new patients efficiently. You need tight control over this spend.
Marketing Calculation
This variable marketing expense scales directly with patient volume since it’s a percentage of revenue. To estimate this accurately, you must track your Customer Acquisition Cost (CAC, the total cost to gain one patient) against the Lifetime Value (LTV) of that patient. If 2026 revenue hits $30,170 monthly, 35% is exactly $10,559.50.
Cost covers digital ads and outreach efforts.
Input required is total projected monthly revenue.
It's the second-largest variable cost after physician pay.
Controlling CAC
Since marketing is a big lever, efficiency matters more than cutting the budget outright. Focus on reducing your Customer Acquisition Cost (CAC) by optimizing channel spend. A common mistake is overspending on top-of-funnel awareness campaigns without strong conversion tracking in place.
Monitor Cost Per Acquisition (CPA) weekly.
Test referral programs for lower-cost leads.
Ensure marketing drives high-value patient types.
Efficiency Metric
If your average patient generates $X in net contribution, your CAC must remain significantly below that figure to ensure profitability. Keep testing channels; if onboarding takes 14+ days, churn risk rises, defintely wasting that initial marketing dollar.
Running Cost 6
: Insurance and Compliance
Compliance Fixed Costs
Regulatory compliance requires a fixed monthly spend of $3,500 for essential coverage. This covers $2,000 for Malpractice Insurance and $1,500 for Legal Retainers, non-negotiable costs for operating a telehealth platform. If you don't budget for this, regulatory risk hits fast.
Cost Coverage Details
This $3,500 fixed expense ensures you meet licensing and liability standards for virtual care delivery. It’s separate from platform software licenses (another $3,500 fixed cost). You must secure these policies before seeing the first patient to avoid massive fines.
Malpractice Insurance: $2,000/month.
Legal Retainers: $1,500/month.
Fixed compliance overhead.
Managing Liability Spend
You can’t cut compliance, but you can shop around for quotes. Compare rates between carriers specializing in digital health liability versus generalists. A good benchmark is ensuring your retainer covers at least two major state licensing board inquiries per year. Don't bundle legal services if you can find cheaper hourly rates later, defintely.
Shop quotes aggressively.
Review policy limits annually.
Avoid bundling unrelated legal work.
Impact on Margins
Since this cost is fixed, it pressures early margins heavily. If revenue projections slip, this $3,500 becomes a larger percentage of your contribution margin, making profitability harder to reach. Keep physician utilization high to absorb this overhead quickly.
Running Cost 7
: Admin and IT Infrastructure
Infrastructure Burn Rate
Your baseline monthly spend for essential back-office IT and administration is $4,600. This covers the foundational software and services needed before you see the first patient. This fixed overhead must be covered by revenue regardless of consultation volume. Honestly, this is the minimum required to stay compliant and operational.
Core IT Spend
This $4,600 bucket funds your Virtual Office, Admin Tools, Accounting, and necessary IT overhead like basic cybersecurity and utilities. You need quotes for the $1,200 accounting package and the $800 admin tools subscription. If you scale headcount quickly, the remaining $1,600 allocated for IT might jump fast.
Virtual Office: $1,000
Admin Tools: $800
Accounting Software: $1,200
Managing Fixed Costs
You can't defintely cut compliance or accounting, but software sprawl is common. Review the $800 Admin Tools spend annually for overlap. If you onboard staff faster than planned, you might save on the $1,000 Virtual Office cost by moving to dedicated space sooner, but that’s a trade-off. Still, this $4,600 is locked in early.
Audit software licenses quarterly
Benchmark accounting fees against peers
Avoid premium IT support tiers
Coverage Threshold
This $4,600 is pure fixed cost. If your average consultation fee is $75, you need 62 consultations just to cover this infrastructure before paying doctors or marketing. If platform setup takes 14+ days, churn risk rises because these costs accrue while you wait for volume.
