EHR Systems for Small Practices: Top 6 Choices To Consider

Modern healthcare is becoming more tech-backed, with the global smart hospital market expected to reach USD 18 billion by 2026. EHRs play a huge role in this growth, as clinics of all sizes use them to improve record-keeping, care coordination, and compliance.

While large hospitals mostly rely on complex solutions like EHRs by Cerner or Epic to process data and serve the population, small practices need simpler and more affordable systems.

If you seek a reliable and budget-friendly EHR system that your staff can master quickly and smoothly, read this article. You’ll discover the best alternatives to Epic, essential features of your future EHR, and tips on selecting the right solution to boost your business efficiency.

Understanding Ambulatory EHRs and Outpatient Software

Ambulatory EHRs are gaining popularity, and the global ambulatory healthcare service market is projected to hit USD 1492.54 billion by 2034. That’s because more clinics aim for outpatient care, where patients come in for appointments, receive treatment, and go home the same day. 

What Makes Ambulatory EHRs Different 

Inpatient EHRs are created for hospitals where patients stay overnight and require coordination between multiple departments. Theose systems are built for complexity, while ambulatory EHRs focus on simplicity and affordability, reducing healthcare costs through technology.

Simplicity and Flexibility

Hospital EHRs are packed with features most small practices don’t need. Ambulatory EHRs focus on charting, scheduling, billing, and prescribing for better efficiency.

Lower Costs

Enterprise-level systems like Epic can be shockingly expensive, while ambulatory EHRs come with affordable subscription models, making them accessible to independent providers.

Ease of Use

Most small practices don’t have an IT team to manage complicated software. Ambulatory EHRs are designed to be user-friendly so staff can get up to speed quickly.

Key Features of Ambulatory EHR Systems for Small Practices

Right ambulatory EHR tools should make your processes run smoother by saving time, reducing paperwork, and improving patient care. 

Cloud-Based Access

Many ambulatory EHRs run in the cloud, which reduces the need for on-site servers and allows medical professionals to access records securely from any location.

Integrated Scheduling and Billing 

A seamless connection between appointment scheduling, documentation, and billing reduces administrative burden and frees staff for more critical tasks.

E-Prescribing

Built-in electronic prescription tools make medication management faster, safer, and more precise. It also reduces the chance of human error.

Interoperability

Even small practices need to exchange data with hospitals, labs, and pharmacies. A good ambulatory EHR supports HL7 and FHIR safety standards to ensure smooth and secure data sharing.

Patient Portals

Secure portals allow patients to schedule appointments, access health records, and communicate with doctors, improving engagement and reducing visits and phone calls.

What Is the Best EMR for a Small Practice? Top EHR Vendors To Consider

If you want to find the right EHR for your small medical practice, focus on vendors that offer a mix of affordability, ease of use, and essential features. 

Top 7 Leading Ambulatory EHR Companies by Market Share

A few major players dominate the EHR market, but some smaller providers can offer exactly what you need. 

Epic

Epic is the largest EHR vendor, holding a 36% market share of U.S. hospitals. It offers advanced customization and interoperability but comes with high costs and complex implementation.

Cerner

Cerner is widely used in hospitals and provides ambulatory solutions for outpatient clinics. It offers strong analytics tools, but its complexity and cost can be a challenge for independent practices.

MEDITECH

This vendor is known for its user-friendly EHR platforms, and it serves a significant portion of the ambulatory market.

TruBridge

The company offers EHR solutions tailored for community hospitals and clinics, focusing on affordability and efficiency.

Veradigm Inc.

Formerly known as Allscripts, Veradigm provides EHR and practice management solutions for ambulatory practices.

Praxis EMR

Praxis is an AI-driven, template-free EHR that streamlines workflows, enhances efficiency, and offers full customization for improved physician-patient interactions.

Netsmart Technologies

The vendor specializes in EHR solutions for behavioral health and post-acute care settings. 

6 EHR Systems for Small Practices That Might Fit Your Needs 

Epic and Cerner are industry giants, but they aren’t designed for small practices. Instead, providers can opt for those EHR solutions, which prioritize affordability and simplicity. 

eClinicalWorks

eClinicalWorks is a cost-effective cloud-based EHR that integrates telehealth, patient engagement, and revenue cycle management. It is a strong option for small practices looking for an all-in-one solution, though some users find it challenging to learn.

Athenahealth

Athenahealth provides a flexible cloud-based platform with automated billing, real-time reporting, and workflow optimization. It is a good choice for scaling practices, but its revenue-based pricing can be a drawback for smaller clinics.

NextGen Healthcare

NextGen Healthcare offers specialty-focused EHR solutions with customizable templates and workflow automation. It is well-suited for small specialty clinics, though its extensive features may require additional training.

Practice Fusion

Practice Fusion is a budget-friendly cloud EHR with e-prescribing, simple charting, and an intuitive interface. It is a great fit for independent practices, but it lacks advanced reporting and customization.

Kareo

Kareo is a lightweight EHR tailored for independent providers. It offers integrated practice management and billing, making it a practical choice for small clinics. However, it lacks customization.

Greenway Health

Greenway Health provides a powerful and customizable EHR with workflow automation. It is ideal for multi-provider clinics that need detailed documentation and efficient data management. 

In-Depth Competitor Analysis: Advantages, Limitations, and Pricing

The best EHR balances costs, features, and usability. Below is a closer look at six solutions for small practices, including advantages, drawbacks, and key values.

Choosing the Best EHR Software: a Perfect Fit for Efficiency and Scalability

The right EHR should simplify tasks, improve efficiency, and adapt as your practice expands. 

Budget-Friendly Options

Practice Fusion and Kareo offer affordable EHRs with charting, scheduling, and e-prescribing. They lack deep customization but provide a cost-effective foundation for small practices.

When Ease of Use Matters Most

Kareo and Athenahealth feature intuitive interfaces that make onboarding quick and hassle-free. With minimal IT support needed, staff can focus on patient care instead of troubleshooting software.

If Scalability Is a Top Priority

eClinicalWorks and Greenway Health offer workflow automation, advanced reporting, and strong interoperability. They are ideal for growing clinics that need flexibility and efficiency.

If You Focus on Specialty Care

NextGen Healthcare provides custom templates and advanced documentation tools for specialty providers. It is a great fit for dermatology, cardiology, orthopedics, and other specialties requiring tailored workflows.

Critical EHR Selection Criteria for Small Practices

Small medical practices have different needs than healthcare enterprises and mostly require EHRs that optimize documentation, improve coordination, and ensure compliance with key regulations.

Certified EHR for Compliance

To participate in government programs like MIPS (Merit-Based Incentive Payment System) and to ensure data security, an EHR must be ONC Health IT Certified. Certification guarantees that the system meets industry standards for data privacy, security, and interoperability.

Cloud-Based Accessibility

Cloud-based EHRs reduce IT costs and allow secure access from anywhere. At the same time, real-time updates keep features current without requiring manual installations.

Interoperability for Seamless Data Exchange

An EHR should be able to communicate with hospitals, labs, imaging centers, and pharmacies to prevent data silos. Systems that support FHIR and HL7 standards ensure smooth information exchange, reducing administrative burden and improving care coordination.

The Role of Usability, Support, and Integration in Decision-Making

An EHR with great features is useless if it’s hard to use, lacks support, or doesn’t integrate well with other systems like labs and imaging centers to prevent inefficiencies.

Small practices need intuitive navigation, minimal clicks per task, and quick onboarding to stay productive. At the same time, reliable 24/7 support, live chat, and a strong user community will make their operations smooth and prompt.

EHR Outpatient Software: Cost Breakdown

Investing in an EHR means understanding the total cost of ownership over time. Small practices should factor in initial setup, ongoing fees, and potential hidden costs to prevent budget issues. 

Initial Costs, Hidden Fees, and Total Cost of Ownership

Understanding the true cost of an EHR helps small practices make smarter financial decisions and avoid unexpected expenses. 

Software Licensing and Subscription Fees

Cloud-based EHRs typically charge monthly or annual fees per provider, while on-premise solutions require one-time licensing costs plus server expenses.

Implementation and Setup

Correct EHR implementation includes data migration, system configuration, and integration with existing tools. Some vendors charge separately for these services, while others bundle them into the subscription.

Hardware Requirements

If choosing an on-premise EHR, practices must budget for servers, security measures, and ongoing IT maintenance. Cloud-based EHRs eliminate these costs but may require new computers, tablets, or scanners.

Customization Fees

Some EHRs come with pre-set templates, while others allow customization for specialty workflows at an extra cost.

Training and Support

Most EHR vendors offer basic onboarding for free. However, in-depth training, ongoing support, and premium customer service often come with extra fees.

Hidden Costs

Additional expenses can include data storage fees, third-party integrations, API access, and compliance updates. Some EHRs also charge for adding extra users, additional reports, or enhanced security features.

How To Budget for Implementation, Customization, and Training

A well-planned EHR budget should include initial and long-term costs to avoid unexpected financial strains.

Implementation Costs

EHR setup includes data migration, system configuration, and integrations. Some vendors bundle setup fees, while others charge separately for third-party software integration and security settings. Always ask if implementation costs are included or require extra payment.

Customization Costs

If your practice needs specialty templates, workflow automation, or advanced reporting, expect added fees. Look for EHRs with built-in customization options to reduce long-term expenses.

Training Costs

Training ensures staff can use the system efficiently, reducing errors and delays. Basic onboarding may be free, but in-depth role-specific training can cost a lot. Consider budgeting 5-10% of total EHR costs for training and support.

How Small Hospital EMR Systems Can Reduce Operational Costs and Improve Efficiency

By selecting the right pricing model and using task automation, you can reduce administrative burden, improve billing accuracy, and enhance patient care at your practice.

Cost-Saving Strategies: Subscription vs On-Premise Models

EHR pricing models impact upfront costs and long-term savings. Understanding the differences can help small practices choose the most cost-effective option.

Subscription-Based EHRs

These systems are cloud-based and have lower upfront costs, with pricing based on a monthly fee per provider. Subscription-based EHRs eliminate the need for servers, IT staff, and maintenance, making them ideal for small practices with tight budgets. However, costs can add up over time.

On-Premise EHRs

These require higher upfront investment for hardware, licensing, and IT setup, but they may have lower long-term costs for larger clinics. They provide full control over data but require in-house IT management, which is costly.

Reducing Administrative Workload and Enhancing Care with EHR Automation 

Manual processes eat up time and lead to errors. A small practice EHR with automation features can significantly improve its efficiency and accuracy:

• Automated scheduling and reminders: reduce no-shows and save staff time spent on follow-ups;
• E-prescribing and medication management: prevents prescription errors and speeds up medication orders;
• Integrated billing and claims processing: reduces denied claims, optimizes payments, and improves cash flows;
• Clinical decision support (CDS) helps avoid treatment errors by flagging potential drug interactions or missing documentation.

Choosing an EHR with built-in automation can help ensure efficiency without requiring extra staffing and resources.

EHR Development and Customization: When Off-the-Shelf Solution Isn’t an Option

Pre-built EHRs work well for many clinics, but they’re not always a perfect fit. Limited customization, rigid workflows, and poor integration can lead to inefficiencies and impact care outcomes.

The Challenges of Limited Flexibility and Integration in Pre-Built EHRs

Many off-the-shelf EHRs come with generic templates and fixed workflows that may not match your practice’s specialty or operational style. The lack of flexibility can slow down documentation management and increase administrative burden instead of reducing it.

Another common issue is poor integration with billing tools, labs, or third-party applications. When your EHR doesn’t communicate seamlessly with other systems, staff have to enter data manually, increasing the chance of errors and waiting time for patients.

Modernization and Interoperability: Integrating EHRs with Other Hospital Systems

Interoperability is essential for efficient healthcare operations. A modern EHR should seamlessly exchange data with hospital systems, laboratories, and insurance providers to ensure accurate information sharing.

To ensure adequate interoperability, make sure your EHR includes the following:

• FHIR and HL7 support: enables secure data exchange between different healthcare providers and hospital networks;
• EHR integration API: allows third-party tools, such as telehealth platforms or billing systems, to connect directly with the EHR;
• Cloud-based data sharing: ensures providers can access patient records anywhere, improving coordination and continuity of care.

How Jelvix Helps Develop and Integrate Custom EHR Solutions 

Choosing the right EHR for a small practice means balancing cost, usability, and critical 

features. Complex systems like Epic won’t suit the majority of independent practices, as they need more affordable and flexible solutions.

If you need to integrate a ready-made EHR into your settings or want to develop a new tool, our experts can help. They have extensive expertise in building custom solutions and can offer exceptional medical software development services, including EHR integration and optimization. Reach out to our professionals to discuss an efficient EHR implementation strategy for your practice.