How to evaluate the costs and ROI on an EHR for your practice

Like many things in life, EHRs tend to present a mix of challenges and opportunities. On the plus side, an EHR can transform your practice’s workflows by providing a centralized platform for critical tasks like appointment scheduling, client communication, documentation, and billing. But that benefit comes at a literal and figurative cost, since EHR systems can be expensive and complex to implement. Below, we’ll help you sort through the pros and cons.

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

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). 

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. 

Then there’s Headway’s EHR, which is 100 percent free to use for Headway providers. Not only that, it’s part of a truly all-in-one platform that also includes practice management and marketing tools, saving you time, money, and effort in one fell swoop.