Cloud-based EHR
Cloud-based EHR software is changing the way therapists handle documentation and client care. If you’ve ever felt weighed down by paperwork or frustrated by outdated systems, a cloud solution could be the answer. Here’s how cloud-based EHRs and tools like TheraPlatform make managing your practice easier, safer, and more efficient.
Summary
- Cloud-based EHRs allow therapists to securely access records, scheduling, and billing from anywhere with an internet connection. Download my free EHR buyer’s guide.
- Therapists avoid costly server hardware and IT management with affordable monthly subscriptions and quick logins.
- Cloud based EHRs like TheraPlatform easily adapt to solo, group, or hybrid practices by adjusting user and feature tiers as the business grows.
- While cloud EHRs reduce maintenance burdens, they depend on stable internet and vendor uptime – making reliable providers essential.
→ Download My Free EHR (+practice management software) Buyer’s Guide for Therapists
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Let’s break down why cloud based EHR technology is a foundational tool for growing a successful therapy practice.
What is a cloud based EHR?
EHR is a method that maintains a client’s chart as well as a software system. An EHR manages client documentation, scheduling, billing, telehealth, and other critical areas of a private therapy practice.
Watch this video to discover TheraPlatform’s EHR benefits for your practice
According to the Centers for Medicare and Medicaid Services (CMS), “In order to efficiently capture and share patient data, health care providers need certified electronic health record (EHR) technology (CEHRT) that stores data in a structured format.”
The cloud based EHR market is estimated to be a 38 billion dollar market, according to Global Market Insights. Numerous EHR options are available, and choosing the right type of EHR system to use is key for running a successful practice.
Let’s explore what a cloud based EHR is and how it compares to the older client-server model.
Practice Management + EHR + Telehealth
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Cloud based EHRs vs. client server EHRs
What is a client-server EHR?
This software and data is stored on servers on site in your office or under your organization’s control. You purchase or lease the hardware and install the software. You are responsible for maintaining the backups, managing updates and security, and must staff or outsource IT services.
What is a cloud based EHR?
In a cloud based EHR model, data and software are hosted by an external vendor and are accessed via the internet. Users login using an online browser or app. The EHR host manages the servers, updates, backups, security, and IT.
Key differences at a glance
Feature | Client-Server EHR | Cloud-Based EHR |
|---|---|---|
Data storage | On-site server or organization-controlled | Remote / Secure data centers (the “cloud”) |
Up-front hardware/software cost | High – server purchase, software license, hardware | Lower – monthly subscription |
Maintenance | You manage – (IT staff, backups, updates) | Vendor handles most or all |
Access from anywhere | Limited – often tied to physical office | High – anywhere with an internet connection |
Scalability | More complex and costly to scale | Instant through subscription tier changes |
Typical setup time | Longer – install hardware/software | Shorter – login + setup |
Why cloud based EHRs are ideal for therapists
A cloud based EHR can be a strong fit for therapy practices, offering technology that directly addresses their unique needs:
- Start-up simplicity: Therapists can avoid the need to purchase, install and configure server hardware. With a cloud-based EHR, you can simply select your package, create an account, login, and set up account information.
- Lower upfront costs: Growing practices can avoid high up-front fees by instead paying an affordable monthly subscription.
- Built-in support and maintenance: Software updates, security, and data backups are all managed by the vendor, allowing therapists to focus on clinical work rather than IT hassle.
- HIPAA compliance and data security: Data stored over the cloud is often encrypted and managed with professional security practices that meet HIPAA regulations.
- Easy access from anywhere: You can securely complete documentation following a telehealth session, manage your schedule, or submit a claim from your home, office, or on-the-go.
Free Resources for Therapists
Click below and help yourself to peer-created resources:
How cloud-based EHRs scale with your practice
Cloud based EHRs are designed to be adaptable – a huge benefit for therapists growing their practice.
Adapting to solo, group, or hybrid practices: Cloud based EHRs allow you to adjust your package whether you’re a solo practitioner, a small group, or a hybrid in person/telehealth practice.
Switching subscription tiers as you grow: You can start with a minimal plan (e.g., 1 user, X amount of clients), then grow into a larger one as you scale the practice. Upgrade later to more features, additional users, or more clinical staff to fit the needs of your practice.
Flexible user and client limits: Cloud based EHR systems are built to handle limitless data and users. Let your vendor manage the infrastructure, no matter how many clients you have.
Cost-efficiency for different practice sizes: Align your investments more closely with your practice’s size and revenue stage by paying monthly for the specific plan you need. Cloud-based EHRs help you avoid large upfront costs and instead follow a pay-as-you-grow model.
Potential drawbacks to consider
Of course no solution is perfect.
Here are a few common limitations of cloud based EHR to consider, and potential solutions.
- Internet dependency: Slow, unreliable internet or a temporary outage may prevent you from accessing the system.
- Solution: Use a backup internet connection such as a mobile hotspot. Use a high-speed, reliable internet service. Keep a paper copy of documentation such as your schedule and client phone numbers. Create an offline draft of therapy notes that can easily be uploaded once reconnected online.
- Learning curve: Training and changes in workflow come with the switch from paper charts to a cloud-based EHR platform.
- Solution: Allow time for onboarding, schedule training sessions for staff, and practice using the EHR before it rolls out. Take advantage of tutorials and support offered by the vendor.
- Reliance on vendor / Potential for outages: If the vendor’s system goes down, you may not be able to access the EHR system.
- Solution: Choose a reputable vendor such as TheraPlatform, and ask about disaster recovery plans. Keep a local backup of schedules and client information.
What does a cloud-based EHR cost?
Average monthly subscription ranges
A typical cloud based EHR has a monthly subscription cost ranging from $35 to $70 for a solo practitioner. This scales up based on need.
Common factors affecting cost
- Client load: Higher client volumes often require a higher subscription tier.
- Number of users: Practices may pay per therapist or administrative user.
- Features: Premium features such as integrated telehealth, billing or claims submissions come with a cost.
Hidden costs therapists often forget
- High-speed internet
- Mobile hotspots/backups for internet outages
- Upgrading devices or computers if current ones cannot support the software
- Fees for premium features
- Time for staff training and onboarding
Example: What’s included in TheraPlatform’s subscription
TheraPlatform all–in-one cloud-based EHR bundles features into one monthly subscription fee that includes:
- HIPAA-compliant video conferencing
- Billing and claims submission
- Practice management tools
- Scheduling
- Client portal
Essential features to look for in a cloud based EHR
- Telehealth integration (HIPAA compliant video conferencing)
- Customizable intake forms
- Claims submission and billing
- Client portal (secure login, documents, messaging)
- Treatment planner access
- E-prescribe or fax (for prescribers)
- Automated scheduling and reminders
- Secure data backups, encryption, and HIPAA compliance
- Reporting/analytics (to show practice performance)
- Scalability (increase user and client counts)
Tips for a smooth EHR implementation
Follow these tips for a smooth transition and implementation of cloud based EHR:
- Use a checklist.
- Vendors may provide downloadable resources
- Track steps such as feature setup and staff training.
- TheraPlatform offers an EHR implementation checklist.
- Schedule onboarding and staff training.
- Schedule dedicated time for staff training.
- Train all users - from therapists to admin.
- Utilize live support sessions and vendor tutorials.
- Test functionality before full switch.
- Run test clients and “mock” processes such as telehealth sessions
- Practice scheduling, creating a test client, writing a note, and submitting a claim.
- Back up existing documentation (even if switching to cloud).
- Scan or export current paper records.
- Keep documentation accessible in case of audits or need for referencing.
- Inform clients of how the transition may affect access to records.
- Prepare your internet and hardware.
- Ensure you have fast, reliable internet.
- Upgrade devices to support the software if needed.
- Have a backup plan if the internet or software goes down temporarily.
Making the switch to a cloud based EHR offers advantages such as lower upfront cost, built-in support and maintenance, and remote access. It’s important to be aware of potential drawbacks and practical solutions, like the need for training and a reliance on internet connectivity.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Resources
TheraPlatform is an all-in-one EHR, practice management, and teletherapy software 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 mental and behavioral health, SLPs, OTs, and PTs 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
- Mental health credentialing
- Insurance billing 101
- Practice management tools
- Behavioral Health 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
Jusak, J., Mahmoud, S. S., Laurens, R., Alsulami, M., & Fang, Q. (2021). A new approach for secure cloud-based electronic health record and its experimental testbed. IEEE Access, 10, 1082-1095. https://ieeexplore.ieee.org/abstract/document/9662386
Mahajan, H. B. (2022). Emergence of healthcare 4.0 and blockchain into secure cloud-based electronic health records systems: solutions, challenges, and future roadmap. Wireless Personal Communications, 126(3), 2425-2446. https://link.springer.com/article/10.1007/s11277-022-09535-y
Walid, R., Joshi, K. P., & Choi, S. G. (2024). Leveraging semantic context to establish access controls for secure cloud-based electronic health records. International Journal of Information Management Data Insights, 4(1), 100211. https://www.sciencedirect.com/science/article/pii/S2667096823000575
