EHR system cost calculator

Cost over the whole term: $170,200
Subscription, per month: $2,520
Subscription, per year: $30,240
Paid before anybody logs in: $19,000

Nothing on this page is a market rate. The figures come from the numbers you type into the worksheet and the arithmetic printed next to each answer, and the worked example is there so the page is not blank before you start. Where a page cites a rule or a certification programme, the link goes to the document itself rather than to a summary of it.

The figures above start from a worked example ($170,200). Put your own seats, quotes and must-haves in and every answer moves as you type.

Download the EHR system cost calculator worked example (CSV)

The Siftvo workspace signed in as Dana Okonkwo, on the sheets and cost workings tab, with the saved costing 'Five-year cost, Vendor A quote of 28 August' open beneath its row against Vendor A and the decision 'Replace the 2014 record, four clinicians': 4 clinicians needing a licence and 6 front desk and billing seats at $450 and $120 a month, a $12,000 implementation and data migration fee, 5 training days at $1,400 and 5 years to compare over going in, and against them $170,200.00 over the whole term, $2,520.00 a month and $30,240.00 a year of subscription, $19,000.00 paid before anybody logs in, 10 seats being paid for and $42,550.00 per clinician, with the reference CC-2026-041 saved on the record — Pro kept the costing as it was worked: the seats, quoted rates, implementation fee and training days that went in, and the $170,200.00 whole-term figure and $19,000.00 paid up front they produce, saved against the vendor whose quote it prices.

Put the quote in front of you into this and it returns the number the quote does not: what the whole term costs. Clinician seats and support seats at whatever each has been quoted at, plus the implementation and migration fee, plus the training days, over the years you are comparing on. It gives you the subscription per month and per year, the money paid before anybody logs in, the total over the term and what that is per clinician. Run it once per vendor on the same seats and the same term and the quotes finally become comparable.

Where the constants in this worksheet come from

FTC, the Negative Option Rule on automatic renewals.

CMS, interoperability and burden reduction.

What an owner asks before filling in the EHR system cost calculator

What if the vendor charges a percentage of collections? Work out what that percentage came to on your own last twelve months and enter it as the monthly figure. A percentage cannot be compared with a per-seat quote until it has been turned into money at your own volume.

Should I include my own staff time? Yes, if you want the real number. Add the clinic hours lost during the cutover to the training figure at what an hour is worth to you. It is the largest cost of a switch and it is on nobody's quote.

Does this tell me what an EHR should cost? No. There is no price list and no benchmark on this site. It works your quotes, on your seats, over your term, and prints the arithmetic beside the answer so somebody else can check it.

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