What Is the Best EHR Software for Your Facility? (2025)
Electronic health records (EHRs) are digital medical record systems used to collect, manage, store, and share protected health information (PHI). The best EHR software accomplishes those basic functions while also offering user-friendly interfaces and modernized features to streamline care coordination.
Done well, these programs can enhance the productivity of your care team and improve patient outcomes. So, what is the best EHR software for your specific facility? To help you answer this question, we’ve created this comprehensive guide to current systems.
Is EHR the Same as EMR?
Although they’re often used interchangeably, EHR and EMR are two distinct systems. The electronic medical record (EMR) is simply the digital version of a patient’s paper chart. Like the EHR, it’s meant to safely record and store PHI. However, EHRs go beyond those basic functions — allowing data sharing and interoperability, which fosters better care team communication and coordination.
As more federal mandates require seamless continuity of care for reimbursement and regulatory compliance, healthcare business overhead increasingly depends on the features of EHR software. A significant majority of facilities utilize EHRs rather than EMRs — including smaller hospitals and clinics.
What Are Key Considerations When Determining the Best EHR Software System?
To choose the right software for your organization — whether you’re looking for the best ehr software for mental health practices which rely on interdisciplinary cooperation or to support your growing urgent care clinic — research is required. Begin by learning the four main deployment models for EHR software. These include:
- Installed (or on-premises)
- Application Service Providers (ASPs)
- Software as a Service (SaaS)
- Cloud Based Services
The differences between these deployment models are a good starting place in your search for the right software system. Each model is designed to record, store, and track PHI, but many of them target certain healthcare customers — offering varying levels of customization and scalability. The basic, initial considerations for your choice of new software should include:
- Cost, including start-up and maintenance.
- Data security and compliance features.
- Interoperability and data sharing capability.
- Level of associated support and training.
An Overview of Your EHR Software Options
The best EHR software for one facility may not be the best fit for yours. To help you with deciding which EHR software is best for your needs, we’ve created this quick overview of the deployment model categories with some associated EHR software examples.
1. Installed (On-Premises)
Installed EHR software programs are always hosted on a computer or server located on a facility’s premises — thus, they’re often referred to as the on-premises system. On-premises deployed software is often best suited for small practices and clinics and is typically associated with EMR usage, rather than EHR. The table below summarizes some of its advantages and disadvantages.
|
Typically associated with lower annual and monthly subscription costs User-friendly, its systems generally offer extensive customization options Often considered more secure and less susceptible to data breaches |
High upfront costs, requiring significant investment in IT infrastructure Less interoperability and data sharing functionality, systems typically are not accessible remotely User is liable for any data security issues and must plan for backup and disaster recovery |
The best EHR software for small practices may be implemented as installed, or on-premise systems. Click on each of these examples to learn more.
Epic On-Premise EHR
- Highlights: Epic is one of the most widely used EMRs (and EHRs) in the U.S., meaning that many of your new hires may already recognize the system from previous facilities. Using its on-premises software option can contribute significant savings (though with a hefty upfront cost), while still providing the customizable, user-friendly data-entry workflows that Epic is known for.
- Support Availability: Due to its scope, Epic offers international support services and is highly regarded for its customer relations. For more information on the availability and modes of customer support, contact Epic or an Epic-support vendor.
- Pricing: Considered one of the more expensive options, pricing may vary based on the number of medical providers and facility size.
- Demo/Trial Options: The possibility of a demo is not explicitly guaranteed and requires communication with Epic or one of its vendors.
iPatientCare EHR
- Highlights: Built by physicians, this on-premise EHR offers customizable templates to improve documentation flow and patient-centered features, including an engagement suite and telehealth services.
- Support Availability: Customers are offered a support forum, with representatives ready to assist via telephone, email, fax, and messaging services.
- Pricing: Basic pricing starts at $399 per month. For definitive on-premises costs, reach out to iPatientCare representatives.
- Demo/Trial Options: iPatientCare does offer EHR product demos for interested customers.
2. Application Service Providers (ASPs)
The ASP deployment model serves as a middle-ground option between on-premise and cloud-based solutions. In this system, the healthcare organization avoids the hassle of IT maintenance because the software is installed, but remotely and typically with the vendor. Access usually requires the healthcare facility to have internet access, which might not be the best EHR software solution for certain rural practices lacking a reliable internet connection.
|
Lower upfront costs because the vendor handles the cost of IT infrastructure Accessibility is as simple as internet access, making it a good option for small or rural providers Vendor manages all updates and necessary maintenance, reducing facility burden |
Monthly (or annual) subscription fees may add up and become costly over time Data is siloed similar to on-premise systems, limiting interoperability and data sharing Unstable internet or outages may delay or impede workflow |
The best EHR software for medical records maintenance in small or rural hospitals may be implemented as ASP systems. Click on each of these examples to learn more.
Oracle CommunityWorks EHR
- Highlights: Formerly known as Cerner CommunityWorks, this system offers users access to comprehensive EMR functions and practice management perks.
- Support Availability: Support is tiered, levels 1-4, with the first level receiving 24/7, year-round support. ASP system purchases can buy into tier 1 customer support, but will always have access to IT and system-based support (tiers 3-4) as needed.
- Pricing: Cost is likely to depend on the number of providers and facility size. For estimation purposes, the 14-bed Petersburg Alaska hospital implemented CommunityWorks for $1.3 million.
- Demo/Trial Options: Although Oracle offers a free tier service for its cloud services, it doesn’t specify the same for its ASP-hosted software.
eClinicalWorks EHR
- Highlights: eClinicalWorks offers an expensive patient portal with apps that promote wellness and a holistic approach to care participation. They also employ a user-friendly EMR with practice management features and add-on interoperability functions.
- Support Availability: An online support portal with ticket-based issue notifications and management is available to clients at all times alongside the standard methods of contact.
- Pricing: Subscription costs can start at $449 per month per provider, but may shift based on facility need and size.
- Demo/Trial Options: Demos are available for both their ASP implemented software and cloud-based products.
3. Software as a Service (SaaS)
SaaS is a cloud-based software system that is hosted and maintained by the vendor. This deployment model doesn’t require any on-site hardware investment and is accessible to any healthcare facility with internet. Typically available as a monthly or annual subscription, additional add-on packages offer scalable solutions — making them a good choice for both small and larger practices.
|
Low (sometimes no) upfront costs Reduced staff burden and IT infrastructure requirement as it’s handled remotely by the host High interoperability with seamless interfacing between specialties and disciplines |
Can become costly long term, depending on selected software Relies on internet access and will become unavailable with outages or connectivity issues onsidered by some to be more susceptible to breaches and malware |
EHR systems in healthcare — like those implemented by an SaaS system — are largely transitioning to cloud-based technology. Click on each of these examples to learn more.
Epic Garden Plot
- Highlights: This cloud-based software allows healthcare organizations with at least 40 medical providers to leverage Epic’s large interoperability network and services. It offers the latest documentation and practice management tools alongside new technologies (like AI predictive tools and decision-making assistance).
- Support Availability: Epic Garden Plot customers work directly with Epic, giving them access to the company’s customer support resources and framework.
- Pricing: Pricing varies, often based on number of providers and facility size.
- Demo/Trial Options: The possibility of a demo is not explicitly guaranteed and requires communication with Epic or one of its vendors.
SimplePractice
- Highlights: Basic EMR necessities benefit from service offerings such as remote office visits and AI-assisted note takers. Additional perks include automated scheduling with free appointment reminders and an easily navigable patient portal.
- Support Availability: A forum with FAQ pages can be accessed for generalized help. Some of their individualized support options include 1:1 classes, video calls, live chat, and phone support.
- Pricing: Monthly subscription costs may range from $29-$200 per month, depending on the selected service and optional add-on features.
- Demo/Trial Options: SimplePractice does offer a free 30 day trial.
4. Cloud-Based Services
SaaS and cloud-based implementation systems are interrelated — indeed, SaaS implementation falls within the cloud umbrella. However, cloud-based deployment systems diverge by taking SaaS systems and expanding upon them with the latest industry standards and technologies.
|
Reduced upfront costs High interoperability with easy communication between care teams Integration of cutting edge technology to keep operations at the forefront of modernization |
Often considered the most expensive of the four implementation models Internet outages and connectivity issues may interrupt care and stall productivity Internet-hosted data can be more at risk for breaches and malware attack |
Cloud-based deployment models implement the types of EHR systems most commonly associated with large hospitals and healthcare facilities. Click on each of these examples to learn more.
Epic on Azure
- Highlights: This approach combines the cloud-based deployment from Microsoft, Azure, with Epic’s EHR. This offers facilities the chance to have the benefits of Epic at a lower cost, alongside improved reliability and disaster recovery strategies.
- Support Availability: The standard level of Epic customer support will remain available to subscribers in combination with cloud monitoring, maintenance, and incidence support.
- Pricing: Pricing is a combination of Epic’s subscription costs (usually dependent on the number of providers and size of the facility) and the contracting fees for Azure.
- Demo/Trial Availability: Epic provides a free demo for interested facilities, but hosting it on Azure will require approval from Microsoft.
Oracle Health EHR
- Highlights: Clinical documentation, order management, laboratory functions, and billing are only the beginning with this EHR system. Formerly known as Cerner Millennium, Oracle EHR also facilitates and prioritizes real-time data sharing and care team collaboration.
- Support Availability: Support is tiered, levels 1-4, with the first level receiving the support of a help desk, available 24/7, year-round. Phone assistance and web support are also available to help resolve any IT issue (even non-Oracle related) at this tier.
- Pricing: Cost will vary based on institutional size and complexity. For a large hospital, prices may vary from $12-$30 million for initial setup, then $1.5-$3 million in recurring fees.
- Demo/Trial Availability: Oracle doesn’t offer a free trial of its cloud-based EHR but does give interested parties the opportunity to access a free tier, which allows users to explore some of their services.
Stay Informed About Healthcare’s Developing Technologies
Finding the best EHR software for your facility is foundational to keeping your organization current. Continue evolving your workflow and improving patient outcomes by reading our latest coverage of healthcare innovations, management tips, and more.