Here's what we agreed on our call, in writing. Short one since we already talked it through.
I'm starting on the move this week. The first charge doesn't go through until a week after you set up payment, but please sign and set it up today so everything's in place and nothing waits on it.
Your questions from the call (the BAA, the Google account, the W-9) are answered further down.
-Dylan
Where we landed
Render moved your account to its $499 Scale plan in August, so your bill is now $553.60 a month. Your n8n moves to one server in your own AWS account, the same account that already runs the AI for your EOP flows. AWS bills you about $20 a month for it directly.
You said it on the call:
"Before we cancel Render, right, I would like to run it at least one or two times."
That's the plan. Render stays on until the new server has run your flows cleanly, then you close it.
What System Care covers
- The move from Render to your AWS account, included.
- n8n and server updates every month, the same day for anything critical.
- Nightly backups, with a test restore each month so we know they work.
- Alerts that reach me if the server, the site or a backup stops working.
- Fixes when something breaks, and small fixes to your EVV and EOP flows.
- The two open items: the EVV reminder step that's been erroring, and moving QuickBooks onto your own login.
- Support on Slack, plus a 30-minute check-in each month.
New builds, like the new insurers' EOPs you mentioned for next year, are quoted separately.
Your questions from the call
No. The services agreement we signed in February includes a Business Associate Agreement that covers all work under that agreement, so System Care is covered with nothing new to sign. If you or your compliance file needs a copy, I'll resend the signed one.
Yes, I'd keep it. Your Google setup only lets files be shared with riveroakshomecare.com accounts, which is what keeps patient data inside your Google BAA. Your workflows connect to Google Sheets and Drive through that account, and it's how I check the trackers when something needs fixing. That's why System Care is $255 instead of the $275 I first quoted: the $20 off covers most of that seat.
Sent to you by email on November 2.
Timeline
| When | What happens |
|---|---|
| This week | A few short steps on your end in AWS (I'll send exact instructions), then I build the server. |
| Before move day | I copy everything across once and test it, with nothing switched on. |
| Move day | A weekday when none of your flows are scheduled. About 3 hours on my end. |
| After | Your Sunday flows run on the new server. Once they look right, you close Render. |
Price and payment
| Item | Detail |
|---|---|
| System Care | $255 a month by card, or $250 a month by bank |
| First charge | One week after you set up payment |
| After that | Automatically on that same date each month, by card or bank, whichever you choose |
| AWS | About $20 a month, billed by AWS to your account |
| Google account | About $26 a month for my River Oaks Google seat, billed by Google to you as it is today. The $20 off System Care covers most of it |
| Term | Month to month. Stop any time with 30 days' notice, as in our agreement |
Work starts now. Only the first charge waits a week (Stripe's checkout labels that week "7 days free"). Stripe emails a receipt each month.
Assumptions
- You keep my access to AWS, n8n and the River Oaks Google account while System Care runs.
- Steps only you can do (AWS billing, closing Render) happen within a few days of my asking.
- New systems or major changes are quoted separately and start only after you approve them.
- This is a new piece of work under our February agreement. VibeHook now runs as VibeHook LLC, which takes over that agreement, including the BAA, with no change to its terms.
Next step
Sign below and set up payment (bank is $5 less each month). I'll send your AWS steps right after and start the build.
Dylan Sewell - VibeHook - [email protected]