Choosing the Right Electronic Medical Record (EMR) for Your Private Practice: What to Consider Before You Commit

Starting your own private practice is exciting—but let’s be honest, it also means wearing more hats than just “provider.” One of the most important early decisions you’ll make is choosing the right Electronic Medical Record (EMR) system. This software becomes the backbone of your practice, impacting everything from scheduling to billing. So how do you choose the right one?

Spoiler alert: I use SimplePractice, and I’ll share a discount code at the end if you want to give it a try. But first, here’s what to look for when choosing the best EMR for your needs:

1. User-Friendly Scheduling

An intuitive, drag-and-drop calendar can be a game-changer. Look for a system that makes it easy to:

• Create recurring appointments

• View your day or week at a glance

• Reschedule with a few clicks

• Sync with your phone or Google Calendar

Patients also appreciate the option to book online, especially if your system shows real-time availability.

2. Automated Appointment Reminders

No-shows are costly. Choose an EMR that offers built-in automated reminders via email and text. This not only saves you time but also improves client attendance rates and reduces last-minute cancellations.

Bonus points if you can customize how far in advance reminders are sent or allow clients to confirm/cancel directly.

3. Integrated Insurance Billing

Submitting claims and tracking them shouldn't require a separate system (or an MBA). Look for:

• Direct electronic claim submission (EDI)

• Automatic claim status updates

• Built-in clearinghouse access

• Customizable billing templates and superbills

The smoother your billing process, the faster you get paid—and the fewer headaches along the way.

4. Built-In Accounting & Payment Tracking

Your EMR should double as a basic accounting tool—no need to manually reconcile everything in a spreadsheet (unless that’s your thing). Features to look for:

• Ability to track payments received (both insurance and private pay)

• Revenue reports and outstanding balances

• Customizable invoices

• Integration with payment processors (like Stripe or Square)

It’s even better if your EMR helps you track income and expenses for tax time.

5. Insurance Verification Tool

Verifying insurance coverage manually is time-consuming. A strong EMR platform offers real-time or near real-time eligibility checks. This saves you and your clients from surprise denials, and builds trust in your practice’s professionalism from the very first visit.

My Pick: Why I Chose SimplePractice

After researching and testing several EMRs, I landed on SimplePractice—and it’s lived up to its name. It checked all the boxes above, plus:

• A beautiful client portal

• Built-in telehealth

• Easy-to-read reports

• Stellar customer service

And yes, the insurance billing and accounting tools have made my life so much easier.

Want to Try It?

If you're considering SimplePractice and want a discount, I’ve got you covered. Just shoot me an email, and I’ll send you a discount code to get started.

Running a private practice is no small feat—but with the right EMR, you’ll have more time to focus on what really matters: your clients.

Interested in learning more about starting your own private therapy practice?

If you’re a friendly, professional clinician, ready to take the next steps toward private practice in the south shore, we would love to speak with you.

Please contact Karen Peabody: 774-222-3196 | Email: info@forgewellsolutions.com

Karen Peabody, LICSW is a therapist and business consultant for social workers and therapists interested in starting their private practice. She founded Forgewell Solutions in East Bridgewater, MA. Her office is a great place to start a private practice. Visit her FOR THERAPISTS page to learn more.