Starting a practice
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.
March 7, 2025 • Updated on September 9, 2025
6 min read
Electronic health records can be a useful tool for managing your therapy practice — but an EHR can also be a significant investment of time and money. As with any investment, taking time to identify your goals and carefully consider your options works to help minimize risk and ensure the maximum return.
It can be challenging to figure out the best system for your practice, especially with all the EHR options available. Below, learn more about the most important features of EHR systems and how they can help support you as you support your clients.
What is an EHR?
An electronic health record (EHR) is a digital system designed to help healthcare providers manage client records, treatment plans, progress notes, billing, and scheduling. EHRs replace traditional paper records, offering a more efficient, secure, and organized way to handle client information.
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Features to look for in an EHR for therapists
Every practice is different — so depending on your unique needs, what you look for in an EHR may differ from another therapist. That said, certain EHR features can be useful across the board, and identifying those can help you narrow down your options. Below are some EHR features to consider when you’re searching for a new system.
Documentation tools
EHRs generally include documentation features. The best EHRs include the ability to document in line with your practice, including customizable templates. For example, your EHR may include client intake questionnaires, assessments, and various kinds of notes (such as SOAP and DAP notes) that you can customize to meet your practice standards. Headway’s EHR, for one, includes AI-assisted note-taking functionalities and a library of compliant forms and templates.
Progress tracking
The ability to view client information over time — for example, changes in standardized assessments (like the PHQ-9 and GAD-7) — can help you ensure you’re on track toward your clients’ treatment goals so you can adjust treatment plans as needed.
Privacy and confidentiality settings
Maintaining client privacy is key in any therapy practice. In addition to basic HIPAA-compliant confidentiality settings, you should have the ability to control who can and can’t access client records in your practice — for example, determining whether and which administrative staff can access information about your clients.
Client portal
A client portal allows you to easily send clients information, such as practice policies and educational materials. You can also use a portal to receive information from clients, either through standardized assessments or via intake forms and secure messaging.
Integration of other tools
Some EHRs come equipped with additional tools to support your practice, such as secure telehealth platforms. (In Headway’s case, EHR features are just one branch of an all-encompassing platform that also includes billing and marketing support, integrated telehealth, scheduling and communication tools, and more.) If you’re a prescribing provider, consider an EHR with prescription capabilities as well.
Billing and claims integration
Look for an EHR, like Headway’s, that allows you to seamlessly document client information and bill insurance payers according to the diagnoses and treatments included in your documentation. Headway also offers revenue protection perks like support in handling rejected or clawed-back claims.
Appointment scheduling system
Within your EHR, you should be able to schedule appointments or allow clients to self-schedule. The ability to include different types of appointments, such as recurring appointments, can also be useful for schedule management.
Analyze your EHR options
Luckily, many EHRs incorporate features to support therapy practices. As you search for the best EHR for you, consider features that will help your practice meet its goals along with factors like ease of implementation and use, as well as its pricing structure. Some of the most commonly used EHRs for therapists include:
- Headway
- SimplePractice
- TheraNest
- TherapyNotes
- Jane App
- Tebra (formerly Kareo)
- Valant
Along with taking care of billing and ensuring you get paid on time, Headway’s EHR helps you streamline your practice with AI-assisted notes, automatic benefits verification, and more. Consolidating to one system for billing and documentation can save you valuable time and energy, so you can focus more on what matters most: supporting your clients on their mental health journeys.
Factors to consider when choosing an EHR
Given how integral an EHR is likely to be to your practice — and the level of investment that can come with operating these platforms — you probably feel more than a little pressure to choose the right one. With so many options on the market, making that choice is daunting. But taking the decision step by step and systematically thinking through the pros and cons of different systems can help guide you toward the right decision. To do so:
- Determine which features are a priority for your practice
- Analyze EHR cost and ROI
- Evaluate data security and privacy features, as well as HIPAA compliance
- Compare user interfaces and the technological requirements of different platforms
- Look for key tools that will make your work life simpler, such as accessible reports and assessments, a client portal, and secure messaging and appointment scheduling
- Weigh opportunities for customization
- Ensure systems come with helpful and engaged support teams in case issues arise
Still need help? Consulting our EHR evaluation checklist can help you decide with confidence.
Headway’s free EHR is the right choice for you
Mental health professionals have no shortage of EHR platforms from which to choose. But Headway’s system stands out from the crowd. Headway’s all-in-one platform is your practice’s true home base, offering integrated telehealth, billing support, marketing opportunities, and even continuing education in one convenient package. With zero costs and no subscription required, Headway’s free EHR makes running any practice more manageable.
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This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2025 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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