EHR – Practice Management System Features – Clients

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EHR – Practice Management System Features – Clients

This is the fourth article in my series on Cloud Based Practice Management Systems.  While this series is focused on Cloud-Based solutions, most of this information applies to traditional software solutions as well.For a more detailed discussion, as well as a five-stop process for selecting an EHR, check out the Guide to Choosing an EHR.

Special Note: Readers will note that I utilize the term Client instead of Patient. This is based on my theoretical approach and philosophy. Feel free to substitute Patient for Client in your reading if that is your preference. Note that software solutions also vary in which term they use. A couple of them even offer you the option of setting your preference.


While it would be nice if EHR / Practice Management Software would produce clients for us, this feature is about tracking client data. At a bare minimum, practitioners have a need to track names and contact information for clients. If filing claims for a client, other data points like Insurance ID, Date of Birth, and Name of the Insured become important. Some insurance companies may require even more, like referring doctor/NPI and Insurance Group Number. Practitioners who accept insurance may benefit from additional functionality. For example, it’s often important to track the number of approved sessions, co-pays, and deductibles. Software that can warn you when a client is running out of sessions and/or needs a new authorization is efficient and financially prudent.

The Client component of a practice management system is also a key cog in the “going paperless” machine. Being able to upload intake and other documents to the system allows a practitioner to truly take their office anywhere, while eliminating the need for files and filing cabinets. Some systems even provide web-based Intake Forms and other documents so that you truly have zero paper to deal with. 

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About the Author

Rob has been covering technology and business news for mental health professionals since 2011. His extensive experience in IT, business, and private practice allow him to synthesize information in a friendly, digestible manner. He also enjoys time with his family, ultimate frisbee, and board gaming.

Rob Reinhardt

CEO, Tame Your Practice

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