When you're running a solo practice or a small clinic, every dollar counts. One of the most common questions providers ask when shopping for an EMR (Electronic Medical Record) for their small practice is: “How much will this actually cost me?”
There’s no one-size-fits-all answer—but there is a range you can expect and a few hidden costs to watch out for. Let’s break it down.
What’s Included in the Base Price of a Small Practice EMR?
Most small EMRs charge monthly subscription fees per provider. Here’s what’s typically included:
Core Features:
- Charting & documentation
- Scheduling
- Online booking
- Patient portal
- Payments
Common Add-On Costs (That You Need to Account For)
While the base fee typically covers core EMR functionality, small practices may require additional tools that typically cost additional - these can include::
Add-Ons:
- Fax: Purchasing an integrated fax number - that said, note many EMRs don’t even have two-way fax integrations (which can cause workflow inefficiencies)
- eRx / EPCS: Controlled substance prescribing can cost $38–$65/month extra plus look-out for eRx set-up costs too!
- Lab Integrations: Some EMRs charge setup or monthly fees for lab connectivity - note that your lab may charge a fee as well if you are below a certain ordering volume threshold
- Custom Templates: One-time or monthly costs for customized charting tools
- Text Messaging / Reminders: Pay-per-text or bundled pricing
- Telehealth: Often an extra $30–$100/month per provider
Setup & Onboarding Fees
Many EMRs charge one-time onboarding fees, which can vary wildly. Below are some typical costs.
- Self-guided onboarding: $0–$200
- Assisted onboarding: $300–$1,000+
- Data migration: $500–$2,500+
Pro Tip: Always ask if onboarding includes data migration, template setup, and live training. Some low-cost systems leave these out.
Hidden Costs to Watch Out For
Small practices can get caught off guard by:
- Annual contracts with early termination fees
- Limited user logins, forcing you to pay extra for front desk, supervising physicians, or billers
- Locked-in insurance billing partners, meaning you have to use their billers
- No built-in support, requiring paid help or extra subscriptions
Free EMRs vs. Paid Small EMRs
Free EMRs are appealing, but they often come with:
- Free - but only up to a point!
- Very limited features
- No live customer support
- Security and compliance risks
- “Nickel-and-dime” pricing for every core EMR functionality or minimal usage
Also be wary of tiered pricing model where basic EMR functionality requires you to upgrade to the full/premium package.
For most practices, the reliability and efficiency of a paid, well-supported EMR is worth the investment.
So… What’s a Fair Price for a Small EMR?
Here’s a realistic monthly budget for a small practice or solo provider:
- Base EMR Subscription: Low end pricing - $50; high end pricing - $200
- Add-ons (eRx, labs, telehealth): Low end pricing - $50; high end pricing - $150
- Reminders/Texting: Low end pricing - $10; high end pricing - $75
- Total (per provider/month): Low end pricing - $110; high end pricing - $425
Wondering what OptiMantra costs?
Our pricing is transparent and we have discounts for small practices like yours!
- $69 for Part-time providers; $17.5 for additional part-time providers
- No cost for supervising, front desk, billers (and no limits on the number you add)
- $38 for eRx and $25 for fax - options to expand to two-way and group texting, connect your CRM and more
- All the core EMR and practice management functionality included
- No annual fees (monthly with a 30 day notice period), no data migration fees, no form fees, no hidden fees, and free daily live support (as well as premium onboarding options if you prefer)
Final Thoughts: Value Over Price
Pricing is one of the most critical factors in picking an EMR, but choosing a small practice EMR shouldn’t just be about getting the cheapest deal—it’s about finding the best value for your money and for your practice.
Ask yourself:
- Will I have the functionality and support I need?
- Will this save me time?
- Can I grow with it? - More on this here in our next article
- Does it reduce my administrative stress?
Sometimes, spending a bit more upfront gives you better support, smoother onboarding, and a system that actually works the way you do.
Looking for a cost-effective EMR that’s designed for small practices? Try OptiMantra for free here.
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