How much does a mental health EHR cost?
Electronic Health Record (EHR) software has revolutionized the field of mental health.
EHRs are a game-changer for documentation, billing, and scheduling. However, figuring out the true price of a mental health EHR can be challenging. EHRs have different pricing structures and additional fees, depending on the features you need or want. This guide will help you understand the costs of implementing a mental health EHR.
Key takeaways
- Basic mental health EHR plans typically cost about $30–$70 per month for solo providers, although features vary by platform.
- The base subscription price is only part of the total cost. Electronic claims, payment processing, AI documentation, advanced telehealth, and additional clinicians may cost extra.
- For a hypothetical three-provider psychotherapy practice, total EHR costs may range widely.
- The best EHR depends on more than price. Practices should compare features, total costs, usability, and how well the platform fits their workflow.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Common EHR pricing structures
EHRs use a variety of pricing structures, and often combine them into a single package:
Tiered subscription pricing
This type of pricing involves different levels of a subscription package. The lowest level has basic features, while higher levels provide more features. For comparison, it is similar to trim levels in a car. More expensive trims give you more options than less expensive trim levels. Providers should expect to choose from one of three tiers. Some popular EHRs with this type of pricing structure include SimplePractice, TherapyNotes, and Theraplatform.
Per-provider monthly pricing
Pricing within this structure depends on how many therapists are in a practice. The more therapists using the platform, the higher the costs. Administrators pay a flat monthly or annual fee per provider. It is common to find platforms that combine per-provider pricing with tiered subscriptions.
Usage-based
This type of pricing reflects the amount of activity on the platform, including the number of clients, virtual sessions, and billing claims.
It breaks down all the services according to volume, and you pay for what you use, rather than a flat fee. Usage-based pricing might make sense for a solo provider or small practice that has a low level of activity on the EHR platform.
It is not as common as subscriptions or provider pricing. Upheal and ClinicMind are examples of mental health EHRs that have usage-based pricing.
Annual vs. monthly plans
While most mental health EHRs use a monthly subscription model, certain EHRs offer an annual option. Although this offers less flexibility, it may be right for providers who have a stable practice and don’t anticipate any major changes over the year. The benefit of annual pricing is that it can be cheaper than paying monthly.
Add-on fees
Even with tiered pricing, most EHRs have add-on features that may not be included in any level of a plan. These include AI notes software, e-prescribing, and advanced billing features.
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What features are included in the base EHR Price?
Having discussed the different types of pricing structures, it is important to know what features are included in most basic tier packages.
Basic plans can range from approximately $30-$70 for solo providers, but each platform varies slightly in what they include. Most mental health EHRs offer introductory discounts for new users that will temporarily discount the monthly costs. That being said, here are common features included in basic packages:
- Online scheduling
- International Classification of Diseases (ICD-10) code suggestions
- Secure client portal
- Customizable progress note templates
- Online intake and form submission
- Online payments
- Automated invoicing
- Superbill creation
- Customer support
EHR costs that may not be included in the base price
While a basic tier includes many useful elements, several features are reserved for higher tiers or separate add-ons:
Telehealth options
While teleconferencing may be included in some basic packages, features like screen sharing, apps, virtual whiteboards, and session recording may not be. These features are usually included at higher subscription tiers.
Electronic claims and ERA
Most EHRs charge a small fee (usually about a $0.25) for each claim submitted. They may also charge (e.g., $0.15) for the electronic remittance advice (ERA) received from the insurance provider.
Payment processing
While most EHRs do not charge extra for the ability to accept payments online, they usually require a processing charge per payment. Many EHRs use a third-party app, such as Stripe, to process payments. Using Stripe, practices can expect a 2.9% processing fee for credit cards plus a $0.30 fee for each transaction.
AI documentation
Customizable progress note templates are usually included in the basic EHR package. However, AI documentation software typically costs extra. For example, the AI note software from Simple Practice will cost you an additional $35 per clinician. For comparison, Theraplatform offers it for $30 per provider.
Additional clinicians
The majority of basic EHR plans are for solo providers and do not allow the addition of extra clinicians. The ability to add providers is only allowed on higher subscription tiers.
However, after paying for a higher tier, you still have to pay an additional fee per provider. The more providers, the lower the fee, but it can still be hefty.
For example, Simple Practice requires users to buy the highest tier, and then it charges over $70 per month for an additional clinician. Theraplatform allows additional clinicians on the middle and highest tiers, at a more reasonable $39 and $49, depending on the tier.
The good news is that many EHRs allow you to add non-provider administrators, billers, and schedulers at no additional cost.
Free Resources for Therapists
Click below and help yourself to peer-created resources:
Can you get a free mental health EHR?
Free mental health EHRs exist, but tend to be limited. They offer features, such as basic scheduling, documentation storage, and invoice creation. They also put a strict cap on clients. It would be difficult to have a free EHR fully manage a practice of any reasonable size, even for a solo provider.
Some might say free EHRs are a platform to get users to eventually buy an upgraded package. In that way, they are similar to a “free” video game with in-app purchases.
However, if you are a single practitioner and aren’t sure you want to use all the resources a paid EHR has to offer, a free alternative may serve your purposes. Sessions Health is an example of an EHR that has a free option.
How to calculate the cost of an EHR
As you might have concluded, calculating the cost of an EHR can be difficult. Here is a simplified example of a hypothetical mid-tier EHR for a psychotherapy practice with three providers and 20 clients per provider.
Let’s assume the clients attend weekly. Price ranges reflect varying subscription prices and possible add-ons.
Cost | Monthly estimate | Annual estimate |
|---|---|---|
EHR subscription | $100–$250 | $1,200–$3,000 |
Electronic claims / ERA | $30–$100 | $360–$1,200 |
Telehealth | $0–$50 | $0–$600 |
AI note/documentation | $0–$120 | $0–$1,440 |
Appointment reminders | $0–$50 | $0–$600 |
Eligibility checks | $5–$30 | $60–$360 |
EHR-related misc./admin | $10–$50 | $120–$600 |
Typical total | $145–$650/mo | $1,740–$7,800/yr |
Is a more expensive EHR worth it?
It generally depends on what features you need. If you want a comprehensive and highly integrated EHR that makes billing and documentation a breeze, you are going to pay more. Ask yourself: how much is it worth to you to make your life easier?
As you can see from the above example, a high-end EHR with several add-ons might cost you close to $6,000 a year for a few providers. This is what you could expect to pay for an EHR such as SimplePractice.
However, it is possible to find less expensive EHRs with similar features. For example, using Theraplatform may offer you similar features at a lower cost.
How to choose the best EHR
When choosing an EHR, you must first identify what features your practice needs and see if the EHR offers them. After investigating its features, the most important factors are cost and ease of use.
An EHR becomes an integral part of your practice. It must be user-friendly and affordable. Creating a comparison spreadsheet of features and costs is a good first step.
Once you narrow down the options, you will want to take it for a test drive. Most EHRs offer a free demonstration and trial period, where you can get a realistic feel for the EHR to see if you like it. Once you have gathered all the necessary information, you are ready to choose the best EHR for your practice.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Resources for mental health therapists
Theraplatform is an all-in-one EHR, practice management and teletherapy solution with AI-powered notes and Wiley Treatment Planners that allow you to focus more on patient care. With a 30-day free trial, you have the opportunity to experience Theraplatform for yourself with no credit card required. Cancel anytime. They also support different industries including mental and behavioral health therapists in group practices 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
Centers for Medicare & Medicaid Services. Health care payment and remittance advice and electronic funds transfer. https://www.cms.gov/priorities/key-initiatives/burden-reduction/administrative-simplification/transactions/health-care-payment-remittance-advice-electronic-funds-transfer
Evans, A. (2025, July2). GoodRX. Why you might get a superbill for therapy. https://www.goodrx.com/insurance/health-insurance/superbill-therapy?srsltid=AfmBOopBEvNTD6A440eT6ZY6T87kcSC8dmr1j41Gz7gWXLE1GW_YIYbc
FAQs about mental health EHRs pricing
How much does a basic mental health EHR cost?
Basic plans typically range from approximately $30–$70 per month for solo providers, although pricing and included features vary by platform.
What EHR costs may not be included in the base price?
Additional costs may include electronic claims and ERA fees, payment processing, AI documentation, advanced telehealth features, and fees for additional clinicians.
How should I compare mental health EHR pricing?
Compare the total expected cost—not just the advertised subscription price—and consider features, add-ons, usability, and the number of providers in your practice.
