How to choose an EHR system
Learn more about the most important features of EHR systems and how they can help support you as you support your clients.
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How to choose between starting a private practice or joining group practice
How do you implement an EHR system?
Starting a practice
How to evaluate the costs and ROI on an EHR for your practice
Wondering how much an EHR system costs and if it’s worth the investment? We’ll help you analyze what your practice truly needs.
Whether you’re starting your own private practice for the first time or you’re looking for ways to optimize your existing group practice, you may be wondering, “do I need an EHR for my practice?” and if so, “how much will an EHR cost me?”
It’s true: There are many costs involved with incorporating EHR into your operations, and the process of implementing one can be time-consuming. But an EHR system can also help streamline your practice, while mitigating security risks that can disrupt your practice. With these systems in place, you can spend more time and mental energy on supporting your clients on their mental health journeys.
In this article, learn more about how to decide whether you should invest in an EHR and how to determine the best solution for your practice.
In this article:
EHR cost/benefit analysis
Evaluate the benefits.
An EHR is an investment, but for many practices, a valuable one. The right EHR should ideally streamline workflow processes in your practice, saving you and the therapists you work with valuable time and energy. Think of it this way: When you spend less time searching for client information, you can focus more on providing better mental health care. The same is true for tasks like note-taking, updating treatment plans, and billing.
If you work in a group practice or frequently collaborate with other healthcare providers, EHRs also make it easy to communicate and share information in a secure, HIPAA-compliant way. Many EHR systems also make it easy for clients to schedule appointments and pay bills, all in one place. Plus, using less paper is better for the environment (not to mention your office supply budget).
Compile the costs.
Considering an EHR for your practice? Your EHR itself isn’t the only cost you’ll need to consider. Much like buying a house or car, you’ll likely face other expenses associated with the EHR itself. Some of the most common indirect and direct costs associated with an EHR include:
- Hardware updates (such as new computers or tablets)
- Internet service upgrades
- Data storage upgrades
- Software licenses, depending on the number of EHR users
- EHR training or consulting services
- Add-ons like practice management tools or a patient portal
Keep in mind some costs will be up front, while others — such as license renewals or eventual hardware upgrades — will occur over time, so you’ll need to include those in your budget, too. Some EHRs also have a monthly cost in addition to a one-time fee.
As a Headway provider, there’s no additional cost for EHR features.
It’s also not uncommon for other, unexpected costs to arise with large projects like implementing EHR systems — for example, you may realize you need additional licenses or staff training mid-way through your project. Acknowledging this and planning accordingly can prepare you so potential surprises don’t catch you off guard (or negatively impact your bottom line).
Determine your needs based on your resources.
Different practices have different needs that drive their priorities when searching for an EHR. If you practice alone, you may be able to manage appointments yourself. But if you work in a larger practice or have a large case-load, it may make sense to invest in additional features, like a patient portal that allows people to schedule their own appointments. Portals also allow for patient/provider communication, including sending educational materials.
You should also consider the types of providers that will be using the EHR. For example, if your practice includes psychiatrists or nurse practitioners, you may want to consider a product that allows e-prescribing.
Evaluating your practice’s unique traits and needs will help determine where you can cut costs, so you choose the most cost-effective EHR option for you.
Set your budget.
How much you want to spend on an EHR is unique to you and your practice. After you set your priorities and align them with your EHR system research, set a budget. When you know what to expect, you can cut other costs to maintain profitability amidst your new expenses.
Cost of popular EHR systems
Headway
- Plan: Headway’s EHR features are available at no cost to the provider.
- Features: Scheduling, messaging, documentation, assessments, and more
- Value: Because we’re the nation’s largest network of therapists and psychiatrists accepting insurance, we’re able to secure enhanced rates for your sessions with insurance plans through integrated partnerships. Most of that enhanced rate is passed on to you as a provider, and a small part of it is retained by Headway in order to keep our service and platform free for patients and providers to use.
SimplePractice
- Starter plan: Starting around $29 and up/month per user
Features: Basic scheduling, documentation, billing, client portal
- Essential plan: Starting around $69 and up/month per user
Features: Everything in Starter, plus customizable notes, insurance claim filing, telehealth, and client messaging
- Plus plan: Starting around $99 and up/month per user
Features: Everything in the previous plans, plus advanced reporting, team management tools, additional customizations, and telehealth for multiple providers
TheraNest
- Base plan: Starting around $42/month per user for up to 30 active clients; $54/month for up to 40 active clients, $65/month for up to 50 clients; $98/month for up to 80 clients
- Features: Progress notes, treatment plans, client portal, scheduling, reminders, billing, and invoicing
- Add ons:
Telehealth: Around $12/month per provider
E-prescribing: Varies depending on number of providers
Billing: Custom pricing based on claims volume
Valant
- Starting price: Starting around $200-$300 and up/month per user
Features: Integrated scheduling, documentation, billing, patient portal, outcome measurement tools, advanced reporting and analytics
- Add ons:
E-prescribing
Custom integrations
- Group practices: Discounts may apply for multi-provider practices, but pricing can still range from $150-$200 per user depending on feature and volume
- Enterprise plans: Custom prices for large orgs with advanced needs
Tebra
- Starting price: Starting around $150-$300 and up/month per user
Features: Scheduling and calendar management, clinical notes and customizable templates, integrated billing and claims management, telehealth, secure client communication tools
- Add ons:
Full-service billing
Telehealth (may or may not be included depending on plan)
Access EHR features as a Headway provider.
As a Headway provider, you can access resources to support your practice, including electronic health record features. With our updated provider portal, Headway provides all the helpful components of an EHR, along with tools for credentialing and billing insurance to support your clients’ journey from day one and beyond.
Starting a practice
How to choose an EHR system
How to choose between starting a private practice or joining group practice
Here are the benefits and drawbacks to consider for each.
How do you implement an EHR system?
Implementing an EHR can be overwhelming. Follow these steps to ensure success, regardless of if you’re just starting out or if you’re leveling up your practice.