Free tool
What will your EHR actually cost per month?
Sticker prices hide the add-ons. Describe your practice and this calculator assembles the real monthly total on five platforms from their published pricing — including the AI-notes, insurance, and staff-seat add-ons most comparisons skip. Nothing you enter leaves your browser.
Assumptions shown per platform below the totals. Excludes card processing (structures differ — ours is a flat 3.15% + 30¢). Competitor plans chosen as the cheapest tier that fits your inputs, per their published pricing as of September 2026; confirm current pricing on their sites. A starting point for your decision, not a quote.
Questions this calculator raises
Why do comparisons miss the real cost?
Because therapy practices rarely run the base plan. AI notes, insurance modules, group telehealth, and staff seats are where the sticker doubles.
Where do the numbers come from?
Each vendor's published pricing as of September 2026. Plans change; confirm before deciding. The per-platform breakdown below the totals shows every line so you can audit the math.
Which is cheapest for cash-pay solo work?
Try it with zero claims — the calculator will happily tell you when a competitor is cheaper. Price is one input; our comparison pages cover the workflow side.
Try Practice Harbor free — from $19/month, everything included.
Using it in your practice
Use it when you are shortlisting systems, or when your practice changes shape in a way that could change your bill: adding a clinician or admin staff, starting to file insurance claims, or turning on AI notes. Enter your current numbers and your likely numbers a year out.
Take the per-platform breakdown to each vendor and confirm the plan, add-ons, and per-seat pricing in writing before you sign. Ask about payment processing fees, setup or migration fees, and price changes at renewal, since those are left out here. In a group practice, go over the total with whoever handles the budget.
Check it again before each annual renewal. Vendors change their plans, and the add-ons you use may have drifted.
What it does not do
- Pricing is based on published rates as of the date shown and may have changed. It is an estimate, not a quote.
- It excludes card processing, migration, and setup costs, and any discounts you might negotiate.
- Price is one factor. Compare workflow, BAA terms, export options, and support too.
Read the guides
More free tools
Last updated