9 Steps to Choosing the Best EHR for Your Practice

Healthcare delivery is changing rapidly. Patients expect convenience, providers need efficiency, and practices must balance clinical and financial demands. At the center of it all is your electronic health record (EHR) system.

Selecting the right EHR can improve patient care, streamline workflows, and increase profitability. Whether you’re choosing your first EHR, replacing an outdated system, or consolidating multiple platforms, these nine steps will help you find the best EHR for your practice.

Step 1: Build Your EHR Selection Team

An EHR impacts every part of your practice. Form a small team of 3–4 people from clinical, billing, and administrative roles. Together, identify pain points in your current system and define must-have features for your new EHR.

Step 2: Do Your Research

List what isn’t working today and what capabilities you need moving forward. Explore vendors that address these gaps and watch product demos online. Pay attention to usability and scalability—two essential factors in long-term success.

Step 3: Establish an EHR Budget

Factor in current costs like software licenses and IT, as well as new expenses such as training, implementation, and data migration. Cloud-based EHR systems are often cost-effective, eliminating the need for extensive in-house IT support.

Step 4: Narrow the Pool of Vendors

Use a scoring system to rank vendors and create a shortlist of the top three. Balance needs with budget—sometimes this means adjusting expectations or revisiting priorities.

Step 5: See EHR Systems in Action

Schedule in-depth demos with your finalists. Ask vendors to perform real-world tasks (like adding data elements or generating reports, signing in to the patient portal, conducting a telemedicine visit) so you can gauge flexibility and ease of use.

Step 6: Evaluate the Vendor Partnership

Your EHR provider should be more than a software vendor—they should be a long-term partner. Ask about their implementation plan, data migration process, training options, and customer support.

Step 7: Request Best and Final Offers (BAFO)

When you’ve narrowed down to two vendors, request best and final offers. This step encourages competitive pricing and gives you leverage during negotiations.

Step 8: Choose the Right EHR Partner

When one vendor clearly meets your needs and earns team consensus, move forward—but don’t finalize until the contract is signed. Keep your second-choice vendor as a backup.

Step 9: Review and Sign the Contract

Work with legal counsel to review the contract carefully. Understand licensing terms, hidden fees, and third-party software requirements before signing.

Why Choosing the Right EHR Matters

The best EHR system for independent practices goes beyond record-keeping—it enhances patient engagement, reduces administrative workload, and ensures compliance.

For example, NextGen® Office offers an all-in-one, cloud-based EHR with built-in telehealth, billing, e-prescribing, patient portals, and even AI-powered ambient listening that creates structured SOAP notes directly in your workflow. Designed for independent practices, it’s intuitive, mobile-friendly, and scalable.

Key Takeaway

Choosing an EHR is one of the most important investments you’ll make in your practice. By following these nine steps, you’ll not only select the right technology—you’ll choose a trusted partner that helps your practice grow and thrive.