When it comes to choosing an Electronic Health Record (EHR) system for your practice, finding one that balances functionality, ease of use, and affordability can be challenging. My Best Practice EHR is a platform I recently explored in depth, and I was pleasantly surprised by its robust feature set and thoughtful design tailored for mental health professionals. Below, I’ll walk you through everything you need to know—from pricing and key features to customization options and reporting tools—so you can decide if it’s the right fit for your practice.
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Pricing and Basic Features
My Best Practice EHR is HIPAA compliant and offers a wide range of tools designed to streamline your workflow. These include customizable intake forms, questionnaires, homework assignments you can send to clients, a client portal with online scheduling, built-in billing, and telehealth capabilities.
Regarding cost, the pricing structure starts at $39 per month for the first professional and $19 per month for each additional professional. Telehealth is an add-on feature costing $20 per month per professional, which is important to consider if you have a group practice and want to include telehealth services.
One of the perks is that you can add unlimited billers, schedulers, and other staff members without extra charges, which helps keep administrative costs down.
Calendar and Scheduling
The calendar feature is user-friendly and color-coded to differentiate between personal appointments, scheduled sessions, missed appointments, and pre-existing bookings. This visual organization makes it easy to see what’s coming up at a glance.
You can view your schedule in list or day view, though the platform currently lacks a month view, which some clinicians may miss. The calendar also shows payment status for upcoming appointments, so you can quickly identify if a client has paid or not.
Client Management and Billing
Adding new clients, scheduling sessions, and processing payments is straightforward. You can manually record payments or, once your payment processor is set up, take card payments directly within the platform. Invoices are easy to create and customize.
The client list offers a clear overview of each client’s status, including whether they have provided contact information, completed intake packets, have portal access, treatment plans, or outstanding balances. This level of detail helps you keep track of client progress and administrative needs efficiently.
Robust Reporting and Insights
One standout feature is the comprehensive reporting system. You can track billing versus collections, appointment statuses (such as attended or missed), and forecast future income based on scheduled sessions. These insights are invaluable for managing your practice’s financial health.
For group practices, payroll features allow you to calculate payments accurately, including handling split fees. There’s also a note status report to track completed and missing session notes.
Client Retention and Referrals
The client retention report is particularly insightful. It highlights clients who completed intake but are no longer active, those who had fewer than eight sessions, and active clients who are still early in their treatment. This helps you understand client engagement trends and adjust your practice strategies accordingly.
The referral tracking feature integrates with intake paperwork, allowing you to see where clients are coming from—whether it’s Google, another counselor, or other sources.
Communication Tools
My Best Practice EHR includes a messaging system that supports bulk messaging to all or selected clients. You can attach documents and keep all communication within the client portal, ensuring HIPAA compliance and centralizing your client interactions.
The to-do list feature is also useful, showing both clinicians and clients outstanding tasks such as missing diagnoses or session notes. Clients see their own to-do lists in the portal, which can boost adherence and engagement.
Customization and Practice Settings
The platform allows extensive customization to fit your practice’s needs:
- Add your practice logo and customize invoice appearance.
- Group appointments and easily copy or autofill notes from previous sessions (up to five prior notes), which can save time in documentation.
- Include age in months for young clients, a helpful feature for pediatric therapists.
- Auto-generate superbills that are accessible to clients in their portal, simplifying insurance reimbursement.
- Customize default session notes, treatment plans, intake interviews, and case conceptualizations to align with your clinical approach.
- Set different billing policies for missed sessions, no-shows, cancellations, and clinician cancellations with flexible fee structures.
- Add custom fields and use auto-text options to streamline documentation.
Client Portal and Scheduling Flexibility
The client portal can be tailored with options like using preferred names or nicknames, sending welcome messages, and enabling client messaging within the portal. You can control which features clients can access, such as documents, homework, billing, and invoicing.
Online booking is available with a widget that you can enable or disable for existing clients, offering flexibility in how clients schedule appointments. You can also set how far in advance clients can book and determine what happens when clients cancel through the portal (either deleting or marking the session as missed).
Insurance and Reminders
For practices that accept insurance, My Best Practice EHR offers auto-claim filing and appointment reminders. You can customize reminder messages and schedule balance and autopay notifications, helping reduce no-shows and late payments.
AI-Powered Note Taking
One of the more innovative features is AI-assisted note completion, available if you use the telehealth option. You can specify the format you want, and the system will generate notes based on session recordings, deleting recordings after processing if preferred. Notes can be set to require clinician approval, maintaining transparency and control.
Staff Management and Locations
The platform supports multiple users, including clinicians and non-clinical staff. You can organize staff into teams and manage different practice locations and rooms, all of which can appear on the calendar for easy scheduling.
Clinical Tools: CPT Codes, Interventions, Symptoms, and Diagnoses
My Best Practice EHR comes preloaded with CPT codes and outcome measures. You can customize your notes with prepopulated interventions and symptoms, such as those commonly used in Acceptance and Commitment Therapy (ACT). This setup allows you to quickly select interventions during note writing, saving time on documentation.
The system also includes a comprehensive list of diagnostic codes, making it easier to complete clinical notes accurately.
Surveys, Packets, and Cohorts
The platform includes many prepopulated surveys, homework cards, client satisfaction surveys, and good faith estimates. You can add your own forms and assemble them into packets, such as adult intake packets, to streamline client onboarding.
A particularly unique feature is the ability to create cohorts—groups of clients who receive specific packets or homework assignments on a scheduled basis (weekly, biweekly, monthly, or by session). This is ideal for group therapy or clients needing regular check-ins, such as those with severe depression.
Group therapy management is also supported, allowing you to add clients and staff, schedule sessions, and track past and future group appointments.
Client Import and Migration Support
If you’re switching from another system, My Best Practice EHR offers detailed step-by-step instructions and to-do lists to help migrate your clients. They also provide migration services for solo practices ($299 one-time fee) and group practices ($500 one-time fee), which can be a worthwhile investment to get started smoothly.
Note Writing and Templates
Note creation is highly customizable. You can build session notes with multiple sections, choose or create templates, and include diagnoses, surveys, and documents all within a single note. Adding addendums without unlocking the entire note is supported, which can be handy for quick updates.
The note editor allows you to add symptoms, interventions, homework, and even a separate psychotherapy note section. Auto-text features let you insert prewritten text snippets based on your chosen therapeutic modalities, such as ACT metaphors or psychoeducation, speeding up documentation without sacrificing quality.
Final Thoughts
After exploring My Best Practice EHR, I found it to be a solid, feature-rich platform that’s definitely worth considering, especially for solo practitioners or small group practices. While the telehealth add-on and additional professional fees can add up for larger practices, the extensive customization options, insightful reporting, and client management tools make it a strong contender in the EHR market.
If you’re looking for a system that offers both clinical and administrative support with thoughtful features like AI note assistance, cohort management, and detailed retention reports, My Best Practice EHR deserves a closer look.
If you’ve used My Best Practice EHR before, I’d love to hear your experiences and thoughts!
