How to Choose an EHR That Actually Fits Your Practice

Choosing an electronic health record (EHR) system is one of the most important—and overwhelming—decisions you’ll make when launching or optimizing your clinic. With hundreds of options on the market, it’s easy to fall into the trap of picking whatever’s cheapest or most familiar. But the right EHR should support your workflow, not slow you down.

Here’s a guide to help you select an EHR that fits your clinical, operational, and financial needs—so you don’t regret the choice a year from now.

1. Start With How You Practice, Not the Features List

The best EHR isn’t necessarily the one with the longest list of bells and whistles—it’s the one that aligns with how you actually see patients.

• Do you see patients in person, via telehealth, or both?

• Do you need templates for procedures, behavioral health, or chronic care?

• Are you a solo provider or managing multiple clinicians and locations?

Tip: Make a list of your must-have workflows (e.g., e-prescribing, lab ordering, prior auths, chart sharing) before talking to any vendors.

2. Make Billing a Priority From the Start

A surprising number of providers don’t realize their EHR and billing systems need to integrate—until claims start getting denied. Some EHRs come with built-in revenue cycle management (RCM); others require you to connect with a third-party biller.

Ask:

• Does this system support the payers I work with?

• Can I easily code visits and submit claims?

• How are denied claims tracked and resolved?

Tip: If you're outsourcing billing, ask your biller which EHRs they recommend or avoid.

3. Understand the True Cost

It’s not just about the monthly subscription. Some EHRs charge extra for onboarding, training, telehealth modules, patient portals, or additional users. Others lock you into long contracts with early termination fees.

Tip: Get a full breakdown of setup fees, monthly costs, support access, and upgrade pricing before signing anything.

4. Evaluate Usability for You and Your Team

Your EHR should feel intuitive. If it takes 10 clicks to write a progress note or send a referral, it’ll wear on you and your staff quickly. The same goes for front desk workflows like scheduling and eligibility checks.

Ask to see:

• How fast is it to chart a visit?

• How do staff schedule or verify insurance?

• What does the patient intake flow look like?

Tip: Request a live demo (not a pre-recorded one) and ask to try a sample patient workflow yourself.

5. Ensure HIPAA & Compliance Support

Any EHR you choose must be HIPAA-compliant and secure—but don’t stop there. Does it help you stay compliant with consent forms, data storage, and audit logs? Does it support state-specific requirements like PDMP checks?

Tip: Ask if they provide a Business Associate Agreement (BAA) and what safeguards they have in place for data security.

6. Look for Scalable Solutions

Your practice may be small now, but that could change. You don’t want to migrate to a new

EHR just because you add a location, hire another provider, or expand into a new specialty.

Tip: Ask how their system supports growth: adding users, locations, specialties, or service lines.

7. Talk to Similar Providers

Don’t rely solely on the vendor’s marketing team. Ask other providers in your specialty what they use, what they like and hate, and what they wish they’d known.

Tip: Facebook groups, Reddit, and professional listservs can be surprisingly honest sources of feedback.

Final Thoughts

Choosing the right EHR is about more than features—it’s about fit. The system you choose will affect your productivity, patient care, billing, and peace of mind every day. Take your time, ask the right questions, and don’t be afraid to walk away from a flashy pitch that doesn’t match your needs.

At Practice Maven, we help providers vet, select, and implement EHR systems that truly work for their practice. Whether you’re launching from scratch or thinking about switching platforms, we’re here to guide you through every step.