Best Electronic Medical Records Software of 2024

Here's what we'll cover:

What is EMR software?

Essential features of EMR software

Benefits and competitive advantages of using EMR software

How to choose the best EMR software for your practice

Software related to EMR

More resources for your EMR journey

What you need to know about EMR software

Electronic medical records (EMR) software is a record keeping system that digitizes paper medical charts for healthcare professionals. Our research shows that 99% of medical providers are already using an EMR system—clearly an essential tool for healthcare. [1] EMR is also the number one type of medical software buyers ask about when they call Software Advice for help. Of more than 17,000 conversations with software buyers over the past year (nearly 6,000 of which were solo practices), 86% asked about EMRs. [2]

To give you an idea of the market, we have over 400 different EMR vendors on our site, and we’ve published more than 3,000 reviews for EMR products in the past year alone. For medical practices, it’s not a question of whether or not you should have an EMR system in place, the question is what kind of EMR system do you need?

Factors like pricing will obviously have a big impact on this answer. Although prices for more sophisticated systems can run as much as $9,000 per month, entry-level plans cost an average of $274 per month and many products offer free versions. [3]

First-time buyers should begin evaluating with a budget, number of users, specific use cases, and necessary integrations in mind. Ensure you’ve consulted with stakeholders on a list of critical questions to help you evaluate systems based on your needs, such as: 

• Does the software offer a self-service portal for patients?

• What type of assessment templates are included?

• Can the assessment templates be easily customized?

• How can your business migrate the patients data into the software database?

• Is the software HIPAA compliant?

Because there are so many different vendors, choosing the right option can be a long, daunting process. In this guide, you’ll learn about the essential components of EMR software, get step-by-step guidance on how to choose the right solution for your practice, and tap into the expertise of our experienced medical software advisors, Lexi Smith and Rocco Mangione, who have been leading buyers to the right software for over a combined 10 years. Reach out to schedule a consultation with them or any of our advisors.

What is EMR software?

Electronic medical records software (EMR), often used interchangeably with electronic health records software (EHR), is a collection of features and tools that allow medical providers to create, store, share, and update patients' digital health records more easily and more securely than with paper charts.

Common features of EMR software include digital charting, order entry, decision support, and clinical reporting. In addition to making life easier and processes faster for healthcare workers, this software can also help physicians qualify for government incentives, meet regulatory requirements, and improve overall care quality.

Essential features of EMR software

When comparing EMR software systems to choose the best system for your practice, it's important to know what features you can expect to see. Some functionality, like charting and patient records management, are core features that will be available in every EMR system. Other features are still common, such as documents management and e-prescribing. We analyzed thousands of reviews and spoke to thousands of healthcare providers to determine what we believe are core features of EMR software.

Core EMR features

Common EMR features

As an advisor specializing in medical software, Mangione confirms buyers can expect to see certain newer features more frequently in the coming years. For example, telehealth has become a lot more common in EMR systems since the pandemic, enabling users to connect with patients remotely via secure video conferencing. Many vendors are already including these features or partnering with outside telemedicine platforms.

Another forward-looking feature that we are already seeing integrated into EMR systems: artificial intelligence (AI). Mangione states, “AI scribing has become a popular new feature among providers, and many vendors are adapting to meet this demand. More advanced systems will allow for quicker documentation features and macros, which helps save the provider's time."

If you’d like to know more about EMR features and get recommendations for your practice, schedule a call with Mangione, Smith, or one of our other medical software advisors to discuss your options.

Benefits and competitive advantages of using EMR software

Smith has been helping medical organizations find software to run their practices for 3 years and counting. Based on her conversations with buyers, the two biggest benefits to adopting an EMR are automatic workflows and improving the insurance claims and billing process. She notes that purchasing an EMR can “allow an office to see more patients rather than spending so much time on keeping paper trails, scheduling, or billing. They also automate the insurance billing process, which allows for claims to be approved more quickly, resulting in providers being paid sooner.”

 In addition to streamlined operations and more efficient collections, our data shows that EMR software gives medical practices other benefits directly impacting patients, including:

• Better quality of patient care: Features such as integrated drug databases, symptom checks, and drug interaction verification help physicians prescribe the correct medications and dosages.

• Improved clinical reporting: When patient information and medical record systems are digitized, it's much easier to create reports that identify and track health risks for individuals or groups of people. These reports can help physicians intervene earlier when a patient is developing a worsening health condition. An EMR's reporting tools can also make it possible for practices to participate in Medicare payment programs such as the Merit-Based Incentive Payment System (MIPS).

• Enhanced care coordination: It's important for charts to be easily accessible and legible so they can be shared with all authorized providers on a patient's care team, such as specialists and technicians. An EMR system provides a standardized format to clearly present dated patient information that can be shared digitally—which is more secure than printing and transporting or faxing sensitive medical records to authorized colleagues.

These are just benefits of general EMR systems, but when specialty providers adopt EMRs with specialty-specific features they can expect even more. For example, by using specialized mental health EHRs, therapists can expect access to telemedicine features like video conferencing, allowing providers and patients to more quickly and easily conduct appointments without having to leave their homes.  

There are specialized EMR systems for nearly every medical specialty, and all of these systems will have the competitive advantage of offering unique, specialty-specific features in addition to the core functionality of general EMRs.

How to choose the best EMR software for your practice

Step 1: Define your requirements

Before selecting an EMR system, it’s important to start by outlining your practice’s specific needs. These will guide you towards the system that aligns with your present operational demands and supports your long-term goals.

What is the cost of EMR software?

The price of EMR software is difficult to generalize because it depends on factors that vary by buyer, such as:

• Number of users

• Required features

• Size of patient panel

• Availability of IT support staff

• Patient data migration needs

That said, we have some data-backed insights that can help small, midsize, and large practices determine how much they should budget for a stand-alone EMR system (excluding setup costs).

Budget for your whole medical tech stack

It’s important to consider your entire medical tech stack as you plan and budget for your EMR purchase. EMR software is a critical system to have in place for a well-run (and legally compliant) practice, but it’s not the only necessary tool. You may also benefit from additional tools like practice management systems for streamlining operations, revenue cycle management for optimizing billing and collections, or telemedicine platforms for offering remote care options.

The question is, do you want all of these different feature sets to be rolled into one system—a more comprehensive EHR platform? Or do you want to purchase these tools as separate standalone systems?

Either way, your records-keeping system is likely to account for the largest chunk of your tech budget, so it’s important to choose the right system from the jump—especially considering typical vendor contract terms.

Prepare for a long-term contract—and negotiate

In our experience, most EMR vendors prefer buyers to sign contracts for 3-5 years. Fortunately, practices have the opportunity to negotiate some elements of these contracts, such as setup costs, that can have an impact on the bottom line. 

But these long term contracts make it even more important for practices to ask all the right questions before signing on with a vendor. “Buyers often want to go with the cheapest solution, but they don’t realize there may be limitations with functionality, integrations, or even customer support,” Smith points out.

“The worst thing a buyer can do is commit to a system solely based on pricing, and then realize after a few weeks or months that they need a more comprehensive EHR solution.”

Read more about different EMR pricing options in our guide to understanding EMR pricing.

Consider federal regulations when selecting your EMR

Many practices are in the market for an EMR specifically because they want to participate in government health care initiatives that incentivize the use of health IT.

Whether you were one of the thousands of physicians who got an EMR to cash in on Meaningful Use incentives or you're a first-time buyer preparing for the Medicare Access and CHIP Reauthorization Act of 2015 (MACRA), it's clear that regulatory compliance is a huge purchase driver for practitioners.

Your best bet for ensuring a system has the robust functionality necessary to meet government health care regulations is to choose an "ONC-certified" EMR. These systems have been tested and certified to confirm they offer a set of technological capabilities, functionalities, and security requirements approved by the Office of the National Coordinator for Health Information Technology (ONC).

Be aware of potential drawbacks

While there are many benefits of implementing EMR software, there are also potential pitfalls you may encounter while purchasing EMR. The good news is, they’re very avoidable. Here are some of the most important ones to be aware of:

• Security: One common concern for EMR software buyers is data security. Patient privacy and HIPAA compliance are typically on the front of providers' minds, so buyers should make sure that the EMR is implemented properly and that standard security features exist in the system. Most vendors are well aware of buyers' security concerns and have taken steps to ensure proper data encryption technology is in place for both on-premise and web-based systems. Additionally, a digitized medical record is often safer than a paper chart.

• User adoption: A second consideration is user adoption, primarily among providers. Some providers find EMRs difficult to use because they are used to working with paper charts. Most user adoption issues can be solved with adequate training. The amount necessary depends on the user's tech savviness.

• Interoperability challenges: Interoperability is the transfer of patient data between different EMR systems so authorized providers can access and interpret that data. While vendors are making progress toward achieving interoperability, it's still an issue the industry is struggling with. Fortunately, technologies such as direct messaging make it easier to share records electronically.

Additionally, it’s important to recognize what EMR software can’t do. For example, you will likely have to find a payroll system outside of your EMR, as things like time tracking and scheduling for employees aren’t available in many EMRs.

Plan around integration options

Another important consideration when selecting EMR software is how the new system will integrate with your existing hardware and operational software. 

Does your practice use diagnostic machinery like X-rays, MRI scans, or bloodwork? Do you utilize telemedicine? Does your specialty require more specific tools that general practitioners don’t use? Do you use a patient portal to communicate with patients and allow self scheduling? If so, you need an EMR that will be able to collect, store, and display results from any of these systems.

Likewise, you need to check your billing options to make sure those programs are compatible with your new EMR. While many EMR systems come with a fully integrating billing module these days, there are still some standalone products that require third party billing integrations.

Step 2: Make a shortlist of EMR software

With so many EMR software options to choose from, it can be a challenge to narrow down the options that are right for your practice—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Mangione and Smith have experience helping hundreds of healthcare providers identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your practice’s requirements.

Explore our list of EMR FrontRunners

If you’re not ready to speak to an advisor just yet, you can also start compiling your shortlist of EMR software with our FrontRunners report. Only products that earn top user ratings make this list. To be eligible for consideration, a product must:

• Have at least 20 unique user reviews in the last 24 months

• Be a stand-alone EMR software product

• Offer these features:

• Charting

• Decision support

• Coding assistance

Check out our full methodology description for more detail on how the report is compiled.

Step 3: Pick your best option

Vendor demos are the next step after narrowing down your options. These sessions help you explore features, understand pricing, and ultimately make the right investment. Preparation is key to getting the most out of these sessions.

How to prepare for vendor demos

Once you’ve compiled your shortlist of EMR software systems, you’ll begin to schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about the features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right EMR system for your practice.

Some questions you should consider asking vendors in each demo include:

What kind of customer support do you offer during implementation?

One of the major reasons implementations fail is a lack of proper customer support and assistance. Be sure to ask vendors what plan they have to assist your staff members during the implementation process.

How often do you update your EMR software and what updates are you planning for your next release?

Look for answers such as, "Yes, we update our software regularly and offer free updates to our customers," or "Yes, we update our software regularly and our next version is scheduled to be released in three months." Products that are updated regularly are usually better when it comes to addressing customer requests and offering functionality to meet changing regulatory requirements.

What customization options are currently available?

The ability to customize existing EMR features can help you get exactly what you want from your new software. A given system may include specialty-specific features that don't apply to your practice, for example, so the ability to tailor a system to your specific needs will make it more efficient and cost effective.

To help you keep track of the questions you want to ask each vendor and their answers, we’ve created an EHR vendor scorecard. Use this checklist to ensure you’re asking the right questions and objectively considering their answers.

Step 4: Make the most of your EMR software

Once you’ve made your selection and finalized your EMR software purchase, you’ll begin the implementation process. Whether you’re switching from one EMR to another or going from paper charts to your first electronic system, there are some important considerations you’ll want to pay attention to during this process:

• Data migration: Transferring all of your patient data and records from an existing EMR to a new system is time consuming, but it’s crucial to get this part of the process right. Communicate with both your old and new EMR providers to make sure nothing gets missed in this part of the process.

• Training: Once you have the new system in place, you’ll want to make sure your staff fully understands how to use it. If possible, you should lean on your new EMR provider to run staff training sessions and provide training materials. Be aware that this will take some time, so plan on holding multiple training sessions and refresher courses until everyone feels confident with the new EMR.

• Communication: Realistically, the implementation process may cause some delays or confusion for your staff that could impact patients. In order to head off any potential issues, it’s helpful to communicate with patients that you’re in the middle of an EMR transition. This is a great way to set expectations, reassure patients that any issues will be temporary, and remind them that you’re doing this in order to provide even better care.

For more details on how to ensure a smooth transition, check out our guide here.

Software related to EMR

Depending on which EMR you choose, you may need to supplement some features with related software systems in order to provide the most convenient care to your patients. Some types of software that are closely related to EMR, but may or may not be included in your EMR system, include:

• Behavioral/mental health EHR software: Electronic medical record (EMR) systems for mental and behavioral health providers have unique features for counselors, mental health clinics, and group practices.

• Medical billing software: Medical billing systems help providers generate patient statements and submit claims. This software is ideal for practices that want to handle billing in-house.

• Patient portal software: Patient portal systems allow patients to access their own healthcare information, pay bills, schedule appointments, and communicate directly with providers. This software is an ideal way to keep patients engaged with their own care and improve outcomes.

• Patient scheduling software: Patient scheduling systems make it easier to set and manage your schedules by automating the process. You can enable patients to schedule their own appointments without needing to call your office, and automated appointment confirmation and reminder notifications can be sent to decrease no-show rates.

• Telemedicine software: Telemedicine systems are HIPAA-compliant tools that allow medical professionals to provide care to patients remotely using features such as secure video conferencing, chat, and messaging.

More resources for your EMR journey

• 3 EHR Selection Criteria for Your Independent Practice

• Is Google Building an AI-Powered EHR?

• Five Best Practices for Training Staff on Using a New EHR

• 5 Ways to Reduce Physician Burnout Caused by EHRs

• 3 Disadvantages of EHRs (And How to Overcome Them)

About our contributors

Author

Lisa Morris is an associate principal analyst at Software Advice, covering the healthcare and medical industry, with a focus on technologies impacting independent practices and mental healthcare, such as electronic medical records and practice management tools.

Lisa’s research and analysis is informed by more than 15,000 authentic user reviews on Software Advice and over 20,000 interactions between Software Advice software advisors and medical software buyers. Lisa also regularly analyzes market sentiment by conducting surveys of medical practitioners and administrators so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

She presented her research on medical wearable devices at the 2022 Sensors Summit in La Jolla, California, and also appeared on the Health Innovation Matters podcast with Logan Plaster. Her work has been featured in multiple publications, including Becker’s Hospital Review, Healthcare IT News, and AP News.

Editor

Carolyn Santa Maria is a senior editor at Software Advice. Carolyn has been working in content for more than five years as an editor. With her keen eye for detail, technical experience, and cross-team collaborative expertise, she has developed new content types, briefs, and processes for a variety of different projects and teams. She has edited a large variety of content, including research reports, white papers, eBooks, email marketing campaigns, and many other types of technical papers.

When she isn’t correcting grammar or changing the structural flow of an article, Carolyn is spending her time with her nose in a book, cuddling with her dog Mac, or traversing Austin looking for the best meal.

Advisors

Rocco Mangione is a senior software advisor. He joined Software Advice in 2020 as a software advisor. He is based in Austin, Texas. 

As part of the software advisor team, Rocco helps medical professionals who are seeking electronic medical records, mental health, telehealth, or home health software. He provides a short list of personalized technology recommendations based on their budget, business goals, and other specific needs. Rocco’s favorite part of being a software advisor is helping people save time as they look for the right software tool for their medical practices.    

Rocco holds a bachelor’s degree in business and sports management. He has spent nearly five years advising small businesses and medical practices through their software selection process.

Lexi Smith is a software advisor at Software Advice. She joined the Software Advice advisor team in 2018, and she is based in Austin, Texas.

As a software advisor, Lexi works directly with small business leaders to connect them with best fit software providers. She assesses the technology needs of small businesses seeking medical, mental health, telehealth, and home health software through one-to-one conversations and provides a short list of potential matches. Her favorite part of being on the Software Advice advisor team is being an unbiased resource software buyers can rely on. 

Lexi holds a bachelor’s degree in business marketing, and she has spent nearly three years helping members of the medical field identify the right technology for their practices.

Sources

1. Software Advice's 2023 Digital Minimalism survey was conducted in July 2023 among 100 doctors, RNs, nurse practitioners, and physician assistants. We used screening questions to ensure respondents' titles fit our criteria and that everyone who participated in our survey had worked at their current practice for at least two years. We conducted this survey to gain insight into what software platforms are commonly used by these healthcare workers, how much time they spend learning and using them, and to what extent software contributes to medical employee burnout.

2. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking ophthalmologic tools. For this report, we analyzed phone interactions from August 1, 2023, to August 1, 2024. Read the complete methodology.

3. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of November 29, 2023, are included in the pricing analysis. Read the complete methodology.