Best EHR for Small Group Practices

• Shared Multi-Provider Scheduling - When multiple clinicians share a patient schedule, conflicts and visibility gaps translate directly into lost revenue and front-desk overhead — the platform needs to surface availability and bookings across all providers in a single view.
• Unified Patient Records - A shared record system prevents clinical errors that arise from fragmented documentation and eliminates the administrative work of reconciling patient histories when clients see more than one provider in the same practice.
• Billing and Claims Submission - Whether the practice bills insurance, collects self-pay, or does both, the EHR should handle claim generation and submission without requiring a separate billing platform — every manual handoff between systems is a revenue cycle risk.
• Internal Referrals and Care Coordination - Practices where therapists, dietitians, or other specialists co-manage patients need a structured way to route referrals internally and share clinical context; without it, care coordination defaults to email and verbal handoffs that leave no documentation trail.
• Group-Level Reporting - Practice owners managing two or more providers need visibility into productivity, revenue, and clinical outcomes by provider and service line — without cross-provider reporting, financial and operational decisions are made without the data to support them.
• Staff Task Management - As headcount grows, practices need a structured task layer to assign, track, and complete administrative work; without it, front desk, billing staff, and providers rely on informal systems that break down under volume.
• Patient Recall - Automated recall workflows keep lapsed patients connected to care and protect practice revenue — without them, patients who miss appointments or complete a care episode drop out without a prompt to return.
• Patient Engagement - A client portal, automated reminders, and digital intake reduce no-shows, cut front-desk call volume, and improve the patient experience — all of which become harder to manage manually as practice size and patient panel grow.

Practice owners evaluating EHR platforms typically find that the right criteria depend on practice size and billing model. The following checklist reflects the most consequential decision points for this segment.

1. Multi-provider support - Ask whether the platform was built for teams or whether multi-provider functionality was added on — look for a shared org structure, unified patient records across providers, and a scheduling calendar that displays all clinician availability without requiring separate logins or accounts.
2. Role-based permissions - Verify whether billing staff, providers, and administrators can each be assigned different access levels — practices where billing is handled by someone other than the clinician need clear separation between clinical record access and financial data.
3. Intake and consent forms - Confirm that forms can be customized by service type and routed automatically to new patients at booking — generic intake tools require manual triage and create documentation gaps when patients move between providers.
4. Client portal - Look for a portal that covers booking, intake forms, secure messaging, and records access — a portal that handles only one or two of these shifts the remaining work back to front-desk staff rather than reducing it.
5. Insurance billing - If the practice bills any payers, ask specifically whether claims submission, eligibility verification, and ERA/EOB reconciliation are handled in-platform or require a separate clearinghouse subscription — the true cost of a "simple" billing workflow often includes hidden add-on fees that compound at scale.
6. E-prescribing - For psychiatrists or medical providers in the practice, confirm whether e-prescribing is included in the base plan, available as a paid add-on, or not supported — its absence or add-on cost is a meaningful differentiator for prescribing specialties.
7. Telehealth - Confirm whether individual telehealth, group telehealth, or both are supported at which plan tier — and ask specifically whether group telehealth generates individual billing records per participant or requires manual documentation after the session ends.
8. Reporting - Ask to see a sample provider-level revenue and utilization report before committing — reporting that shows only aggregate practice-level data is not sufficient for a multi-provider group managing provider compensation, referral volume, or service line performance.
9. BAA available - Confirm that a signed Business Associate Agreement is provided before sharing any patient data — its absence disqualifies a platform for covered entities under HIPAA.
10. Per-clinician pricing - Model the total monthly cost at current headcount and at two and four additional providers — per-clinician pricing that looks manageable at two providers can become a budget constraint or switching trigger at five or ten.
11. Annual billing discount - Ask whether committing annually reduces the monthly rate — for practices that have selected a platform and are ready to commit, this discount meaningfully affects total cost of ownership over a two- to three-year contract horizon.
12. Setup complexity - Ask how long a practice of comparable size and specialty took to go live — low-complexity tools are operational within days; org-level platforms may require weeks of configuration, and that implementation time has both a direct cost and a business disruption cost.
13. Support - Ask what support tier is included in the plan, what the response time commitment is, and whether onboarding is included or billed separately — support quality has an outsized impact during the first 90 days after implementation, when configuration questions and workflow questions peak.

Solo

Primary recommendation: Healthie or Jane — depends on growth plans and billing complexity.

Healthie’s Core plan starts at $18/month billed annually — below Jane’s $59/month base — making Healthie price-competitive at the solo tier while also offering a clearer path to multi-provider workflows when the practice grows. For solo practitioners who expect to add providers within 12–18 months, run group sessions, or need complex billing, Healthie is the stronger investment — the pricing is competitive from day one, and the org-level infrastructure pays off when those needs materialize. Jane remains a solid alternative for solos who prioritize the simplest possible onboarding with unlimited support included at no tier gating. PracticeBetter is competitive at this tier with a free Sprout plan (capped at 3 clients) and a 14-day free trial; it is particularly well-suited to nutrition, health coaching, and wellness solos who want strong workflow automation without a high monthly cost. TherapyNotes is a competitive option for solo behavioral health providers billing insurance who want low setup overhead, a clearinghouse, and 24/7 support — it is less suited to solos in other specialties or those whose care model extends beyond scheduled sessions.

Small Group (2–5 providers)

Primary recommendation: PracticeBetter or Healthie — depends on billing complexity, specialty, and reporting needs.

For small groups, the recommendation depends on billing complexity, specialty, and reporting needs. PracticeBetter is a strong value option for health and wellness groups — the Team plan starts at $155/month for two practitioners plus $50/month per additional clinician, includes custom role permissions and workflow automation, and supports insurance billing via Claim.MD. Healthie becomes the clearer choice when insurance billing complexity is high, org-level reporting across providers and service lines is needed, or third-party integrations are required — Healthie’s full configurability and deeper reporting architecture are difficult to replicate on PracticeBetter’s Team plan. Jane is a viable option for small multi-specialty groups that bill primarily cash-pay or want a lightweight insurance add-on, but its group charting is minimal — it copies the same note to all clients — which limits its suitability for groups running group therapy or group wellness sessions at billing volume. TherapyNotes is well-suited to behavioral health groups billing insurance and running individual therapy.

Small group practice owners typically operate under one of three billing models: insurance-only, cash-pay, or hybrid. Platform fit shifts meaningfully depending on which model applies.

• Cash-pay practices have more flexibility in platform selection, as all four platforms support cash-pay workflows to varying degrees. PracticeBetter and Jane both serve cash-pay well across their plan tiers, with strong client portals, online payments, and low monthly cost. TherapyNotes is built primarily for insurance billing and is less optimized for cash-pay-only practices.
• Insurance-based practices need in-platform eligibility verification, electronic claims submission, and ERA/EOB reconciliation — a platform that routes these workflows through a third-party clearinghouse adds both cost and a dependency that can create revenue cycle delays. TherapyNotes has the strongest native insurance billing workflow for behavioral health groups, with a clearinghouse, automated payment posting, and A/R tracking; note that electronic claims carry a 25¢ per-transaction fee that accumulates at volume. Healthie handles multi-payer insurance billing via partner integrations and is better suited to practices that span multiple specialties or need to manage complex payer mixes. Jane supports insurance billing as a $20/month add-on on Practice and Thrive plans via Claim.MD — this adds both a direct monthly cost and a third-party dependency that is worth modeling before committing. PracticeBetter also uses Claim.MD for ERA/EOB and covers 5,000+ payers on its paid plans, making it a viable insurance billing option for health and wellness practices.
• Hybrid models billing both insurance and self-pay should prioritize platforms that handle both models without requiring separate tools or add-on subscriptions. Healthie and PracticeBetter both support hybrid billing natively within their standard plans. Jane supports hybrid billing but requires the insurance add-on, which increases total monthly cost; this is worth modeling if the practice’s insurance volume is high enough to justify it.

Healthie — Low/Moderate

Practices can go live quickly using Healthie's out-of-the-box configuration, or invest in a more tailored setup built around their specific workflows — establishing role-based permissions, configuring appointment types and specialty-specific templates, connecting billing integrations, and building out reporting structures. For practices with multiple provider types, complex billing workflows, or multi-specialty coordination needs, this configuration investment pays off — but practices should plan for a 2–4 week setup timeline and actively use Healthie's onboarding support, which is included on the Group plan. Assisted data migration from a prior EHR is available with onboarding support.

Jane — Low

Jane promotes easy setup as a core product value, includes free data import on all plans, and provides unlimited chat, email, and phone support with no tier gating. The dedicated import team handles structural migration support for practices switching from another EHR, removing the most common friction point in a platform transition.

Practice Better — Low

PracticeBetter is designed for setup in approximately 30 minutes or less, and a Migration Concierge Service is available for practices switching from another EHR — it provides HIPAA-compliant, assisted data transfer with one-on-one setup guidance. For nutrition, health coaching, and wellness practices that match PracticeBetter’s design profile, the setup overhead is minimal and the template library reduces form configuration time.

TherapyNotes — Low

TherapyNotes is structured around guided, pre-built workflows that require minimal configuration — it is designed to be intuitive for behavioral health practices without dedicated IT resources. Onboarding support is referenced on the public site.