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The 4 best free EHRs for mental health

EHR systems can be costly. Looking for low-cost or free EHRs for mental health providers? Here are a few options and who they’re best suited for.

Finding the right electronic health record (EHR) system can be a time-consuming journey. Along with identifying a software with features that meet your practice’s needs, you’re also tasked with finding a product that aligns with your budget — and EHRs can be notoriously costly. 

If budget is one of your primary concerns, low-cost or free EHRs may be a great option. Keep reading to learn more about the different types of EHRs, the most important features to look for, and our top choices for free EHRs. 

In this article:

Types of free EHRs

There are a few different types of free EHRs available. Each one varies and caters to different needs — that’s why it’s so important to examine your unique needs along with your budget. The most common types of free EHRs include: 

  • Open-source: Open-source EHRs are systems with publicly available source code that can be modified and customized to meet specific needs. Unlike proprietary EHRs, which require paid licenses, open-source EHRs are typically free to use, though costs may arise from hosting, maintenance, or customization. For therapists, open-source EHRs can offer flexibility and affordability, but they may require technical expertise to set up and manage.
  • Ad-based: Ad-based EHRs are electronic health record systems that offer free access in exchange for displaying advertisements. Instead of charging subscription fees, these platforms generate revenue by showing targeted ads, which may be based on user activity, specialty, or industry trends.
  • Data-capped: Some EHRs offer full free access up to a certain amount of data storage, such as 1 GB. Once you hit the limit, however, you need to upgrade to a paid plan to continue using it. While free access does come with a full suite of features, therapists with a large caseload will hit their data cap fairly quickly.
  • Free tiers: Free-tier EHRs are electronic health record systems that offer a limited set of features at no cost, often as part of a freemium model. Therapists and small practices can use the basic version for free, but access to advanced tools such as billing, e-prescribing, or telehealth typically requires upgrading to a paid plan.
  • Included EHR features: Some platforms, such as Headway, offer EHR features as part of other services. For example, Headway is a platform that makes it easy for therapists to get credentialed and bill insurance companies. Along with billing services, we offer Headway therapists EHR features such as notes templates, assessments, documentation tools, and a built-in secure client messenger. 

Features to look for in free EHR software for mental health

The best EHRs streamline your practice rather than complicate it. No matter the cost, therapists should look for certain features in any EHR software, including: 

  • Data security and privacy: Data security is essential for quality care. EHRs ensure HIPAA compliance through encryption, access controls, and audit trails, making it easier to securely store client data.
  • Thorough patient profiles: EHRs allow you to maintain organized, detailed client records, including medical history, diagnoses, medications, and treatment plans. With quick access to data, you can make more informed decisions to support your clients.
  • Appointment scheduling and reminders: EHRs simplify scheduling and send automatic reminders to clients, reducing no-shows. With calendar integration, you can view upcoming appointments alongside notes, treatment plans, and medical records.
  • Interoperability for collaboration: EHRs make it easy to share data between therapists, psychiatrists, primary care providers, and other healthcare professionals, ensuring better coordination of client care.
  • Results management: When clients undergo assessments or medical tests, EHRs allow you to quickly access results, supporting more informed treatment decisions and better client outcomes.
  • Clinical decision support: Built-in decision support tools offer evidence-based treatment guidance, alerting you to potential drug interactions and suggesting treatment protocols to enhance client safety and adherence to clinical guidelines.
  • Secure messaging and communication: EHRs provide encrypted messaging platforms for secure communication with clients and other healthcare providers. Secure messaging features are key for care coordination and sharing documents or psychoeducation materials.
  • Billing and coding integration: Automated billing and coding features streamline invoicing, payment tracking, and insurance claims so you can reduce your administrative burden and focus more on caring for clients.

Limitations of free EHRs: Are they truly an alternative?

While free EHRs can be appealing when you’re on a budget, some free or low-cost platforms come with limitations that may affect your practice. 

Keep in mind that many free versions offer only basic features, such as client record management and manual scheduling, while advanced tools like billing, e-prescribing, and telehealth may require a paid upgrade. 

Storage limits, restricted numbers of client profiles, or a cap on users can also be challenges for growing practices. Free EHRs may lack customization options, making it difficult to tailor the system to your specific needs. 

Some platforms include potentially distracting ads and may not provide robust customer support. Lastly, data security and compliance with HIPAA regulations can vary, so always carefully vet whether a free EHR meets the necessary privacy and security standards.

For therapists concerned about budget, Headway offers an ideal middle ground. Along with supporting providers in the credentialing and billing process — at no cost — Headway’s platform offers EHR features to simplify your practice. From documentation tools and assessments to secure messaging, you’ll find everything you need to support your clients in one secure place.

Top free EHRs for mental health

The best free EHRs for mental health offer a robust suite of secure, HIPAA-compliant features without breaking the bank. Below, find our picks for the top free or low-cost EHRs for therapists.

Hippocrate

Solo therapists or small practices may appreciate this basic-but-functional EHR without the high fees typically associated with EHR platforms. 

Hippocrate’s highlights

  • Free to use, with optional paid upgrades
  • HIPAA-compliant for secure client data management
  • Cloud-based (accessible from anywhere)
  • All-in-one solution with scheduling, billing, and telehealth

Hippocrate’s limitations

  • Limited support and customization compared to premium EHRs
  • Feature restrictions in the free plan (may require upgrades for full access)
  • Not as widely used as major EHRs like SimplePractice or TherapyNotes

OpenEMR

Solo therapists and group practices looking for a fully free and open-source EHR may find OpenEMR to be a great option if they’re comfortable with some technical setup.

OpenEMR’s highlights

  • 100 percent free and open-source with no licensing fees
  • Highly customizable for different therapy practices
  • Includes scheduling, billing, and insurance claims management
  • Telehealth support via third-party integrations

OpenEMR’s limitations

  • Requires technical knowledge to install and maintain
  • No built-in customer support unless you’re using a paid hosting service
  • Less user-friendly than commercial EHRs like SimplePractice

Carepatron

Designed for solo therapists and small practices, Carepatron offers an intuitive and free practice management system with essential EHR features.

Carepatron’s highlights

  • Free plan with core EHR features like client records, scheduling, and notes
  • HIPAA-compliant, cloud-based platform
  • Mobile app for managing your practice on the go
  • Easy-to-use interface with minimal learning curve

Carepatron’s limitations

  • Limited features in the free version (paid plans unlock more automation and storage)
  • No built-in insurance billing (requires third-party integrations)
  • May not scale well for larger practices

CR Essentials

Ideal for solo and small group therapy practices, CR Essentials (by ClaimRemedi) provides a free, HIPAA-compliant EHR with built-in insurance billing tools.

CR Essentials’ highlights

  • Free to use with no subscription fees
  • Integrated insurance claims processing for seamless billing
  • HIPAA-compliant client records and documentation
  • Cloud-based (accessible from anywhere)

CR Essentials’ limitations

  • Limited to insurance-based practices (not ideal for private-pay only therapists)
  • Basic feature set compared to paid EHRs like SimplePractice
  • Customer support may be limited for the free version

Become a Headway provider and use our included EHR features.

Whether you’re venturing out on your own for the first time or you’re an experienced therapist who wants to scale your practice, the administrative tasks of owning your own business can be stressful and time-consuming. Headway supports therapists in getting credentialed with insurance panels and billing for sessions, ensuring you get paid on time, every time. 

As a Headway provider, you can also access our EHR features at no cost to streamline your practice. Without the extra headache of searching for the right, affordable EHR, you can focus on supporting your clients, wherever they may be on their journeys.


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