Managing paper-based records and treatment charts can be challenging if you’re dealing with hundreds of patients daily. The simplest way to avoid documentation issues, including illegible handwriting and error-prone transcription, is to use EMR software. If you’re new to this concept and don’t have the budget to invest in a paid app, this article will help you learn about free EMRs.

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Article Roadmap

• Best Affordable and Free EMR Systems
  • Tebra
  • RXNT
  • DrChrono
  • 75Health EHR
  • Praxis EMR
• Cons of Free EMR Systems
• Open-Source vs. Proprietary
• How To Implement an EMR/EHR System?
• Cost Considerations
• Next Steps

Best Affordable and Free EMR Systems

Electronic medical records are a key part of any health care practice. They streamline charting of patient information, treatment plans, medical histories and more. But while they automate various admin and clinical tasks, their cost can be a significant hurdle.

For small and medium-sized health care setups, free and open-source platforms offer numerous benefits. They can reduce administrative errors and enhance clinical efficiency, facilitating seamless coordination among physicians, lab technicians, pharmacists and office staff without costing a fortune.

Here is our list of inexpensive EMR systems for cash-conscious medical practices:

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Kareo Clinical EHR

Kareo clinical EHR is a cloud-based platform for solo to mid-sized practices looking for an intuitive, easy-to-use system. It functions well on both desktop and mobile sites, so you can easily use the application on the go. Its customizable physician dashboards make navigating the system smooth and intuitive and limit the number of clicks to get through tasks.

Top Benefits

• Enhance Record-Keeping: Standardize data entries to capture and store information in a structured format. Streamline data consolidation procedures, enhancing practitioners’ efficiency and accessibility.
• Boost Employee Productivity: Use electronic documentation and a patient scheduling system to eliminate repetitive data entry needs. Facilitate seamless information transfer across departments and staff to save time and minimize potential errors associated with redundant manual input.
• Improve Patient Satisfaction: Provide patients with transparent access to their treatment and health information via patient portals. Send accurate and legible prescriptions to reduce medication error risks and instill confidence in treatments.

Primary Features

• Patient Portal: Enable patients to receive timely responses to urgent treatment-related questions. Provide educational resources to help them better understand their health conditions, treatment progresses and medications.
• E-Prescribing: Actively track prescription statuses, specifically monitoring whether pharmacies have filled the prescriptions. Gain insights into patient adherence and promptly identify potential issues related to medication availability.
• Appointment Scheduling: Enable patients to immediately view open slots, facilitating quicker bookings and reducing care delivery delays. Tailor the scheduling system to accommodate different appointment types, including routine check-ups, follow-ups and other specific treatment-related sessions.

Limitations

• Inactive customer support team.
• Challenging template creation and editing functionality.
• Time-consuming report generation.

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RXNT

RXNT is a cloud-based, ONC-certified health care solution suitable for health establishments of all sizes. Its user-friendly dashboard streamlines administrative responsibilities across hospitals, medical enterprises, billing companies and hospice care units.

It also offers a patient portal that enables patients to self-schedule appointments, view lab test results and pay medical bills electronically.

Top Benefits

• Increase Revenue: Enable quick and accurate claims submission to speed up payment cycles, leading to faster reimbursement.
• Enhance Office Officiency: Establish secure communication channels between doctors and staff to increase office efficiency. Monitor employee metrics to identify gaps and implement data-driven strategies for enhanced staff productivity.
• Save Time: Enable provider access to relevant information, reducing data search time and promoting informed-decision making. Set automated reminders for important tasks to help staff receive alerts for critical activities.

Primary Features

• Medical Billing: Create an electronic audit trail for billing activities. Let providers track and review new bills, changes and other billing-related actions.
• Reporting: Gain detailed insights into financial and employee performance. Get alerts when predefined thresholds or noteworthy changes in data occur, facilitating prompt interventions.
• Customizable Templates: Update existing templates to reflect new requirements, saving time and minimizing workflow disruptions. Create patient registration and billing forms with standardized data fields to reduce inconsistencies and improve record-keeping.

Limitations

• Counterintuitive interface.
• Limited support hours.
• Time-intensive payment posting procedures.

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DrChrono

DrChrono is a cloud-based, integrated solution that offers a clean interface and easy-to-use features to doctors who don’t want to spend time learning to use a clunky system.

This flexible and intuitive platform lets you add extra modules and add-ons as you go. It also helps you set up commonly used notes as macro buttons to streamline treatment plan navigation.

Top Benefits

• Boost Staff Coordination: Share calendars to improve scheduling transparency and provide better coordination for patient care activities. Use secure messaging platforms to enable instant communication between staff and providers, fostering efficient and prompt coordination.
• Improve Patient Satisfaction: Set up automated reminders to inform patients about their upcoming appointments, medication schedules and treatment sessions. Enable direct communication between patients and doctors for health inquiries and treatment updates.
• Reduce Costs: Transition to electronic documentation to reduce printing, storage and office supply costs. Enhance electronic communication channels, reducing the need for traditional, costly internal communication methods.

Primary Features

• Claims Management: Automate claim evaluation against payer-specific rules, policies and fee schedules. Gain real-time visibility into their stage status.
• Telemedicine: Provide patients with timely access to care delivery activities via virtual consultations. Offer providers remote access to patient records, including treatment histories and prescriptions, for accurate diagnoses and personalized treatment plan creation.
• Documentation: Document patient demographics, health conditions, medications and progress notes systematically. Share medical files across systems electronically, saving staff time and giving doctors immediate access to information during consultations and treatment sessions.

Limitations

• Occasional system outages.
• Inactive support team.
• Cumbersome template construction and customization.

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75Health EHR

75Health EHR by Kaaspro is a web-based software solution for small and medium-sized medical organizations. Its medication module manages pharmacies and saves important information as favorites. It also provides patients with educational resources to read about their conditions, treatment options and medications in detail.

Top Benefits

• Minimize Documentation Errors: Enter patient information electronically to avoid handwriting errors. Perform real-time validation checks to identify errors and inconsistencies. Set access control to let only authorized users view and edit patient records.
• Reduce Storage Costs: Electronically register patients and update their medical files, reducing paper-based file-keeping and storage requirements. Create and maintain digital billing files to reduce extra physical storage space needs for such records.
• Enhance Profitability: Enable patients to claim open slots via patient portals and automate available slot assignment to waitlisted patients in case of cancellations or rescheduling. Increase the number of patients providers see in a day, enhancing revenue and profitability.

Primary Features

• Appointment Scheduling: Manage patient appointments and equipment allocation in a unified space. Optimize provider schedules dynamically based on patient slot changes and updates.
• Medical Billing: Closely monitor invoicing life cycles to identify and address discrepancies or other billing-related issues. Automate validations to mitigate errors, reducing audit risks and facilitating seamless interactions with payers.
• Test Order Management: Receive rapid and accurate diagnostic results for quicker treatment and medication decisions. Track test order progress from initiation to completion.

Limitations

• No mobile application.
• Restricted search capabilities.
• Limited drug database.

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Praxis EMR

Praxis EMR is a flexible solution that’s great for small practices and independent physicians but has the ability to scale with your organization too. Its user-friendly and intuitive interface makes navigation simple for beginners.

Top Benefits

• Enhance Patient Education: Provide direct access to educational materials via patient portals. Create personalized health care resources based on patients’ medical conditions, medications and health goals to give patients information that aligns with their individual cases.
• Boost Information Sharing: Use secure messaging and collaboration tools to enable staff and doctors to communicate efficiently. Consolidate different aspects of patient health information into a single profile to help providers and front-desk staff gain deeper understanding of patient conditions.
• Improve Document Management: Transition to digital documentation methods to reduce physical paperwork clutter and minimize file loss and damage risks. Centralize repositories to create a unified, organized space for all patient information, including treatment plans, test reports, prescriptions and more.

Primary Features

• Charting: Create a comprehensive activity log for every action within a patient’s medical file. Track and document changes, especially in cases involving multiple providers. Tailor templates to align with documentation needs and industry standards.
• Patient Portal: Offer a transparent, comprehensive view of billing statements, payment options, treatment notes, medications and test orders. Gain patient feedback through assessments and use patient input to improve care delivery services.
• E-Prescribing: Access patients’ medication histories to make data-driven prescribing decisions. Set automated alerts for potential drug interactions.

Limitations

• Frequent downtime.
• Steep learning curve.
• Unintuitive notes writing processor.

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Cons of Free EMR Systems

Free EMR software often limits users, unlike their paid counterparts, providing minimal customization options and restricting the number of patient profiles you can store in the system.

These platforms often come with hidden costs, resembling the freemium model where initial usage is free, but you may have to pay for upgrades and gated content after implementing the product.

Free versions also lack adequate support, and when it’s available, the assistance may be limited, leaving users reliant on self-help resources. Users may turn to public forums or discussion platforms, which can provide wrong and obsolete information.

Certain applications may also restrict access to essential features, requiring you to endure targeted ads that can disrupt routine workflows.

Lastly, very few users feel comfortable with a free or open-source platform. Limited availability of free EHR software exists due to the scarcity of developers creating them. So while you can definitely pick a free platform, we don’t always recommend it.

Open-Source vs. Proprietary

Numerous free and affordable EHR/EMR solutions are available to consumers, today! Despite some drawbacks, the benefits could outweigh the cons, depending on your specific requirements for managing daily admin and clinical operations.

Before delving into a detailed discussion of affordable systems and their features, it’s essential to understand the two primary types of free or affordable EMR/EHR solutions:

• Open-Source
• Proprietary

What Is an Open-Source EHR/EMR Solution?

An open-source licensed application allows users to freely share and redistribute it, provided they comply with the OSI’s (Open Source Initiative) Open Source Definition criteria.

Direct access to source code is freely available to open-source application users, enabling flexibility in selecting vendors and modifying the system to align with their organization’s preferences.

Benefits of Using Open-Source Systems

Known for their transparent source code and collaborative development, open-source platforms stand out for providing not only flexibility but also cost-effectiveness.

Mentioned below are some benefits of using open-source EMR systems:

• Community-Driven Support Network: Whether a health care organization is evaluating or commercially integrating an open-source EHR/EMR, the same IT professional and developer community is available for questions and doubts. Support includes forums, email groups, live chats, newsgroups and wikis.
• Robust Security Framework: Open-source EHR/EMR products are more secure than proprietary systems. Their transparency due to publicly available source codes make them easier to track and address security vulnerabilities, unlike the opaque nature of proprietary software, where bugs may exist but are harder to identify.
• Free Versions: Vendors provide users with free application downloads globally, offering trials along with source code and detailed documentation to facilitate easy and enhanced evaluation.
• Interoperable Architecture: Open-source communities adhere to interoperable standards in communication, documentation and data formats. This enables users to easily share information across both open-source and proprietary platforms.

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What Is a Proprietary EHR/EMR Solution?

Proprietary software vendors don’t release the product’s source code to the public, removing the opportunity for users to create their own variants and freely distribute them among each other. Developed by corporations and for-profit organizations, this software type has strict protection policies to prevent third parties from copying and selling the products.

Benefits Of Using Proprietary Systems

Now that we know the benefits of using an open-source system, it’s time to shift our focus to the distinctive offerings of a proprietary system. Let’s delve into the benefits that set these systems apart:

• Comprehensive Ownership Package: Vendors offer users complete platform ownership rights and continuous support with regular updates, bug fixes and documentation for new product versions. These services, however, may come with significant upfront costs.
• Planned Optimization: Crafted with foresight, these products nurture health care companies’ future by catering to organizational needs through planned, paid upgrades.
• Dedicated Support & Security: Proprietary vendors, especially of cloud-based products, handle security for their systems, so you don’t have to worry about it. Additionally, they offer support options, meaning you don’t have to rely on community responses.

Key Differences

Proprietary and open-source platforms, like characters in a tech-driven play, perform distinctive roles.They aren’t particularly distinct only because the former is free of cost and the latter not. Their dissimilarity in terms of usage and flexibility will help you make a better decision.

Let’s explore the factors that set them apart from each other:

Open-Source:

• Users have access to source codes for plenty of customization options, fostering flexibility and innovation.
• Community develops and maintains it with nonprofit funding.
• Vendors offer assistance for independent improvements.
• Buyers incur no costs for customizations.

Proprietary:

• Users lack source code access, limiting customization and flexibility.
• Publishers develop and maintain with the help of for-profit entities.
• Vendors control implementation and installation, limiting user independence.
• Buyers make hefty investments to use the application.

Key Similarities

Addressing distinct client needs, proprietary and open-source platforms, despite evident cost differences, necessitate exploration of nuanced similarities. Understanding these shared aspects is crucial for audiences navigating both software realms.

Since staying competitive without the right toolkit is challenging and strenuous, investing in the right software can help you smoothly keep up with industry changes.

Mentioned below are some key similarities between the two to help you evaluate each one even better:

• Both require cost estimation, process standardization and plan implementation.
• Implementing both involves application customization, server setup, team building and staff training.
• Both are susceptible to data leaks and IT threats, necessitating a robust security strategy to prevent information loss and hacking risks.

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How To Implement an EMR/EHR System?

Spare resources are a luxury for small medical enterprises, health care organizations and clinics. After months of evaluating applications and vendors, avoiding mistakes during implementation is crucial.

Mentioned below are implementation steps to facilitate a seamless transition:

• Appoint an Implementation Manager: Hire or appoint an implementation manager to accelerate the process, offering valuable insights and guidance to health care staff for meticulous planning and execution of the implementation strategy.
• Conduct Process Analysis: Thoroughly analyze each task in the new system to identify implementation errors, customization needs and automation improvement opportunities to enhance efficiency.
• Control User Access: Implement stringent security measures to safeguard against data threats and leaks. Set two-factor authentication to encrypt critical medical data and patient records.

Want to know more about EHR implementation? Read our article — EHR Implementation: Assembling Your Team and Managing Your Implementation — for all the details you need.

Cost Considerations

In a competitive market, businesses aim to enhance efficiency and reduce overheads by streamlining daily operations.

When purchasing a new application, the initial steps include shortlisting applications that align with your company requirements, followed by a thorough cost review to understand all necessary expenses.

Mentioned below are some cost and price considerations you must take into account while navigating a product purchase:

• Implementation Costs: Implementing a new application, especially with open-source solutions, entails additional costs for IT support in installation, training, testing and customization.
• Upgrade Investments: Free EHR software often limits a company to basic features and imposes usage and user restrictions. This leads users to eventual upgrade to a paid version to meet growing business demands and provide system access to all departments.
• Additional Expenses: Affordable software comes with initial savings, but buyers must anticipate additional costs like maintenance, bug fixes and updates, depending on the chosen software type and vendor.

If you’re looking for more information on implementation costs then here’s our article with all the details you need — EHR Implementation Cost: A Logistical Breakdown

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Next Steps

There’s no single best free EMR software — but there’s a best EMR for your organization. For this, thorough research and in-depth knowledge of the top products is imperative to make the right buying decision.

Need help selecting an appropriate platform? Our free, interactive comparison report is the right place to compare multiple solutions. Learn all about their functional and technical requirements before shortlisting vendors.

What cost-effective EHR or EMR do you use? Tell us about your experience in the comments!