Speech Therapy EHR checklist: What to look for before you buy
A speech therapy EMR checklist can help speech-language pathologists (SLPs) and private practice owners choose the right Electronic Medical Record (EMR) or Electronic Health Record (EHR) software for their practice. From clinical documentation and goal tracking to scheduling, billing, and teletherapy, the right system should simplify workflows, reduce administrative work, and support quality client care.
This checklist outlines the essential features to look for, questions to ask vendors, and what to test during a software demo before making a purchasing decision.
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Key takeaways
- In choosing an EHR, start with your practice needs. Identify 5–10 must-have requirements based on practice size, payment model, client population, teletherapy needs, locations, and administrative pain points.
- Test workflows, not just features. During demos, walk through real documentation, goal tracking, scheduling, billing, intake, reporting, and teletherapy scenarios.
- Separate must-haves from nice-to-haves. Core functions may include documentation, scheduling, billing, security, intake, and support, while AI, advanced analytics, and automation may be optional.
- Calculate the total cost before signing. Look beyond the subscription price to claims/payment fees, add-ons, migration, training, and cancellation terms.
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- Billing & payments
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Why use a speech therapy EHR checklist?
An EHR impacts much more than documentation. It can affect clinical workflows, billing, productivity, and client experience.
Before committing to a contract, SLPs can follow an EHR buying checklist to clearly identify their priorities, compare systems, spot software limitations early, and evaluate hidden costs.
Start with your practice requirements
Speech therapy EMR systems are not one-size-fits-all. Before comparing software, identify 5–10 must-have requirements based on your practice size, client population, payment model, and clinical workflows.
Consider the following when defining your priorities:
- Solo vs. group practice: Are you managing a solo practice or multiple clinicians? Consider whether you need individual scheduling and documentation or additional features such as staff permissions, centralized scheduling, and clinician productivity reports.
- Insurance vs. private pay: Does your practice accept insurance, rely on private-pay clients, or both? Identify whether electronic claims, authorization tracking, online payments, and superbills are essential.
- In-person, teletherapy, or hybrid: Will you need integrated video conferencing, interactive therapy tools, screen sharing, or virtual appointment scheduling? Review ASHA's telepractice guidance for relevant regulatory and clinical considerations.
- Clinicians and locations: Do you need to manage multiple clinicians, office locations, or time zones within one system?
- Pediatric vs. adult: Does your practice primarily serve children, adults, or both? Consider whether the EMR supports the documentation, assessments, goals, and caregiver communication appropriate for your client population.
- Speech-only vs. multidisciplinary: Do you offer speech therapy exclusively, or also occupational or physical therapy? Determine whether you need discipline-specific templates, shared client records, and coordinated scheduling.
- Administrative pain points: Which tasks consume the most time or cause problems? Identify challenges such as claim denials, missed appointments, repetitive documentation, or manual intake that your new EMR should help address.
Speech therapy EHR buying checklist
As an SLP evaluating potential EHR vendors, don’t rely solely on a sales representative’s explanation. Always check for specific features, test the system hands-on, and ask vendors for real-time product demonstrations.
Clinical documentation
Check whether the EHR supports the types of clinical documentation SLPs regularly complete, including SLP evaluations, notes, treatment plans, and discharge documentation.
Would your practice benefit from customizable templates, goal integration, electronic signatures, or AI? A recent study showed nearly 50% of SLPs and audiologists reported that AI tools can be helpful in diagnosis and treatment planning.
Demo: Ask to see a complete SLP documentation workflow. Look for unnecessary clicks or duplicate data entries that could slow down the process.
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Goal tracking
Verify that clinicians can create individualized goals, collect data, and track progress over time.
Demo: Follow an SLP goal from the treatment plan through progress reporting.
Scheduling
Test recurring appointment features, automated email/SMS reminders, rescheduling, clinician availability blocks, multi-location support, and teletherapy time zones.
Demo: Rather than only viewing the basic calendar, ask to see workflows for common scenarios your administrative team regularly encounters.
Billing and invoicing
Ask the vendor to demonstrate how invoices are created and sent, how credit card payments are processed and recorded, and how financial reports can help you track revenue and outstanding balances.
Insurance and claims
Review the complete revenue cycle. Check for electronic claims, eligibility verifications, ERAs/EOBs, authorization tracking, and denial management.
Demo: Ask to see the appointment → charge → claim → payment workflow.
Free Resources for Therapists
Click below and help yourself to peer-created resources:
Teletherapy for speech-language pathologists
Check how clients access virtual sessions and whether the platform is compatible with commonly used devices. Ask whether teletherapy is included in the subscription price of the EHR or considered an add-on.
Demo: Test features like screen sharing, interactive tools, and integration with scheduling/documentation, if available.
Client portal and intake for speech therapists
Walk through the client’s process of using the EHR:
Intake → consent → scheduling → appointment → payment → communication
Check whether clients can electronically complete forms, provide electronic signatures, access or upload documents, engage in messaging, make payments, and join teletherapy appointments.
Demo: Look for steps that require manual input of information or contacting clients.
Speech therapy EHR reporting
Check reports available for revenue, payments, outstanding claims, appointments, cancellations, and clinician productivity. Verify whether reports can be filtered or exported.
Demo: Ask the vendor to demonstrate how to use the EHR to answer 2–3 real practice questions, like “Which claims are still unpaid?” or “How many appointments did each clinician complete last month?”
Security and HIPAA for speech therapy EHR software
Verify that the vendor will enter into a Business Associate Agreement (BAA). Ask about the vendor's approach to protecting protected health information (PHI), such as offering user permissions, audit logs, appropriate encryption, secure storage/messaging, and security/backup practices.
Keep in mind that no single feature guarantees that an EHR is HIPAA compliant. Compliance is also dependent on how the technology is implemented within your practice.
Implementation and migration for speech therapy EHRs
If switching EHRs, ask about the process for data transfers, migration costs, who handles it, and how historical records remain accessible.
Speech therapy EHR training and support
Evaluate onboarding, training resources, support costs and hours, and whether/how clinicians can access support.
Questions to ask during a speech therapy EHR demo
Before choosing an EMR, ask vendors to demonstrate how their software handles everyday SLP workflows, including documentation, goal tracking, scheduling, and billing. Pay attention to ease of use, workflow limitations, and any features that require additional fees.
For a detailed list of questions and hands-on testing scenarios, see our guide to questions to ask during a speech therapy EHR demo.
Must-have vs. nice-to-have features
After completing your checklist, categorize your requirements into must-haves and nice-to-haves. features.
For many SLP practices, must-have features may include documentation, goal tracking, scheduling, billing/payments, security, intake, and support.
Nice-to-haves may include AI, analytics, teletherapy tools, automation, and advanced customization.
Priorities depend on the needs of each specific practice. Consider what is essential for supporting your unique workflow.
Understanding the total cost
Finally, ensure you calculate the total cost of the EHR before signing a contract. Remember that software prices can go beyond the monthly fee listed.
Check:
- Subscription and user fees: Per-use vs. per-practice tiered pricing.
- Claims and payment fees: Costs per claim submission, credit card processing merchant rates, and clearinghouse connection fees.
- Add-ons: Any added charges associated with features like AI, teletherapy, extra file storage, or SMS reminders.
- Setup, migration, and training: Fees collected upfront for data extraction, migration, and onboarding staff.
- Contract/cancellation terms: Some vendors provide month-to-month flexibility, while others require locked-in annual contracts with penalties for cancellation.
Speech therapy EMR comparison checklist
Valuation criteria | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
Meets your 5–10 must-have requirements | ☐ | ☐ | ☐ |
Supports your clinical population and specialties | ☐ | ☐ | ☐ |
Fits your practice size and future growth | ☐ | ☐ | ☐ |
Fits your billing and payment requirements | ☐ | ☐ | ☐ |
Meets your security and HIPAA requirements | ☐ | ☐ | ☐ |
Offers suitable onboarding and migration support | ☐ | ☐ | ☐ |
Provides adequate training and customer support | ☐ | ☐ | ☐ |
Pricing and additional fees are acceptable | ☐ | ☐ | ☐ |
Contract and cancellation terms are acceptable | ☐ | ☐ | ☐ |
Overall fit for your practice | ☐ | ☐ | ☐ |
The right EHR software can help SLPs reduce administrative work, optimize billing, and streamline workflows so they can focus on providing high-quality care to clients. By identifying their priorities, following a checklist, and asking critical questions during software demos, clinicians can better evaluate which EHR is right for their specific practice.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Resources for speech therapists
TheraPlatform is an all-in-one EHR, practice management, and teletherapy software with AI-powered notes built for therapists to help them save time on admin tasks. It offers a 30-day risk-free trial with no credit card required and supports different industries and sizes of practices, including speech-language pathologists in group and solo practices.
More resources
- Therapy resources and worksheets
- Therapy private practice courses
- Ultimate teletherapy ebook
- The Ultimate Insurance Billing Guide for Therapists
- The Ultimate Guide to Starting a Private Therapy Practice
- Insurance billing 101
- Practice management tools
Free video classes
- Free on-demand insurance billing for therapist course
- Free mini video lessons to enhance your private practice
- 9 Admin tasks to automate in your private practice
References
Aggarwal, K., Ravi, R., & Yerraguntla, K. (2025). Artificial intelligence and patient care: Perspectives of audiologists and speech-language pathologists. Intelligence-Based Medicine, 11, 100214. https://www.sciencedirect.com/science/article/pii/S2666521225000171
Ayer, M. (2023). Relieving administrative burden on clinical staff with streamlined workflows and speech-recognition software. British Journal of Nursing, 32(Sup16b), S1-S9. DOI: https://www.magonlinelibrary.com/doi/abs/10.12968/bjon.2023.32.Sup16b.S4?journalCode=bjon
Crooks, A. (2022). What Do Insurers Look for in Your Claims? A claims and clinical reviewer offers insights for accurate and timely reimbursement of speech-language services. ASHA Leader, NA-NA.
Tran, M., & Nguyen, T. (2025). A Comparative Study of Manual Versus Automated Claims Processing Systems in Healthcare: Impacts on Accuracy, Cost, and Patient Satisfaction. Transdisciplinary Advances in Social Computing, Complex Dynamics, and Computational Creativity, 15(5), 1-12. https://neobibliotheca.com/index.php/TASCCDC/article/view/n-2025-05-04
FAQs about what to look for when buying a speech therapy EHR
What should an SLP look for in an EHR?
Prioritize features that support your specific workflow, including documentation, goal tracking, scheduling, billing and payments, security, intake, and support.
What questions should I ask during an EHR demo?
Ask the vendor to demonstrate real workflows, such as completing an SLP note, tracking goals, submitting a claim, managing intake, generating reports, and migrating existing data.
How should I compare EHR pricing?
Compare total cost rather than the advertised monthly price, including user fees, claims and payment fees, add-ons, migration and training costs, and contract or cancellation terms.
