Understanding how much mental health billing software costs can help you make better decisions, whether you’re a clinical director, billing manager, or solo provider. Electronic medical record (EMR) and revenue cycle management (RCM) software is often a small practice’s largest investment outside of staffing and facilities, and you’re operating on tight margins. Many options are available to you, and it’s essential to compare prices and cost variables. You should also consider the benefits of easier billing and how they could improve your facility’s day-to-day workflow.  

Behavioral health providers face unique challenges, and you need an EMR system that can handle all of them. Benji, a Hansei company, was designed by behavioral health experts as an all-in-one, AI-powered software platform for mental health professionals. Call 888.670.6388 or schedule a demo to discover why Benji is the perfect administrative sidekick for your small behavioral healthcare practice. 

Common Pricing Structures for Mental Health Billing Software

The first step to understanding the price of mental health billing software is grasping how you’ll be charged for it. The industry has three common pricing models:

Per-User Pricing

• Charged based on the number of providers accessing the platform
• Ideal for smaller practices with limited staff
• Costs can add up quickly for larger teams
• Average cost: $25 to $75 per user per month

Per-Claim Pricing

• Charged based on the number of claims processed by the software
• Works well for practices with lower claim volumes
• High-volume practices may find costs less predictable
• Average cost: $0.25 to $0.75 per claim

Tiered Plans

• Provides different features at different price points based on the plan you choose (Basic, Standard, Premium)
• Provides flexibility to growing practices
• May include limitations on claims, users, and/or features at lower tiers
• Average cost: $50 to $300 per user per month, depending on tier

Some vendors also offer pay-per-encounter models where practices pay per patient visit, which may be more cost-effective for practices with variable patient volumes. The cost typically ranges from $0.50 to $1.50 per visit.

All of these structures have their pros and cons, so evaluate your needs and budget before making a choice. Finding the right balance between features and cost for your small practice’s specific workflow is essential. 

EMR Costs: Up-Front vs. Subscription Pricing

You’ll also need to choose between up-front and subscription models. Here’s a brief breakdown of each:

Up-Front

Systems purchased up-front require a one-time payment to buy the software. You may also need specialized hardware that necessitates professional installation for an additional fee. This model allows for long-term ownership of your system; however, you typically won’t receive automatic updates or customer support.

Subscription

Subscription pricing models are recurring monthly or annual charges. They generally include periodic updates, ongoing support, and cloud storage. Installation is generally more affordable since you don’t need expensive hardware. This software-as-a-service (SaaS) model is easier to budget for, but it may be more costly over the long term. 

Most vendors favor subscription models today, but up-front models are still available. You should carefully consider all of your options before signing a contract. 

The Unique Challenge of EMR Solutions for Small Practices

Smaller behavioral health clinics often lack the scale of larger practices, resulting in higher costs per user. The following data was compiled from provider forums, vendor websites, and third-party industry sources. Bear in mind that all of these numbers are only generalized estimates. Your specialty, practice size, contract terms, and payment structure could significantly impact these figures. 

Are There Any Hidden Fees in Medical EMR Software Pricing?

Some vendors advertise attractive upfront costs, but tack on unexpected hidden fees. Common fees include onboarding and training staff, data migration costs to import data from your existing system, 24/7 phone support, and practice management features such as:

• E-prescribing (including Electronic Prescribing of Controlled Substances or EPCS)
• Telehealth functionality
• SMS/email appointment reminders
• Outcome tracking tools
• Analytics dashboards
• Custom clinical templates
• Third-party billing integrations
• In-person onboarding support

Many of these fees are revealed mid-installation or on your first bill, when it’s no longer practical to change systems. Long-term contracts may also include price increases or auto-renewal clauses, which can result in unexpected fees years after initial installation. 

Some pricing plans also punish small practices for expanding. For instance, let’s say you hire a new part-time clinician. If you have per-user pricing, that part-time employee will be counted as a full-time provider and increase your bill every month. Most practices pay more than they expect once key features and customer support are included in the total cost. 

Requesting a detailed price breakdown is the most effective way to improve transparency. Once you see the real “all-in” price, you can pick behavioral health billing software that best meets your small practice’s needs. 

How Does Mental Health Billing Software Generate an ROI?

Behavioral health billing software is a significant investment, and small practices need a return on investment (ROI) to make it worthwhile. Fortunately, the right EMR software simplifies billing and improves profitability through enhanced practice efficiency. Most practices see their costs return to baseline about six months after implementation, according to research compiled by the National Institutes of Health (NIH). Here are some of the long-term benefits that can improve your practice’s bottom line:

• Staff spend fewer hours filing claims and tracking payments, leaving more time for patient care
• Automation features improve payment accuracy, reducing denials while speeding up reimbursements
• Transparent financials, such as robust reporting tools, monitor cash flow and identify inefficiencies
• Flexible scalability lets you pay only for what you need while avoiding interruptions as you expand
• Fewer missed charges ensure your practice collects all of the revenue you’ve earned
• Improved performance visibility ensures compliance while identifying areas of potential growth

EMR software also provides tangible benefits that aren’t captured in a spreadsheet. One NIH-backed study concluded that EMR improves patient engagement. Likewise, anything that reduces employee burnout, improves documentation quality, and simplifies compliance provides long-term benefits even if they cannot be easily measured in dollars. 

Small practices may also qualify for meaningful use incentives offered by the U.S. Government to encourage healthcare providers to upgrade their EMR software. These incentives may offset a significant portion of the installation cost, allowing your practice to realize a return on investment much sooner. 

Benji’s Transparent, Straightforward Pricing Model

At Benji, we want to be your partner for growth. If our platform isn’t right for you, we don’t want you to choose us. That’s why you can count on transparent pricing from day one, including:

• No onboarding fees
• Clear pricing models
• Pricing tied to census, not user count
• Scalable plans that grow with you
• All-in-one electronic medical records (EMR) and revenue cycle management (RCM) features for one price
• Time-saving automation that reduces staff hours on administrative tasks and errors that lead to payment delays and denials
• Friendly, white-glove customer support

All essential features are included in the base price, so the price we quote you is the price you’ll pay. That includes compliance forms, billing automation, real-time dashboards, audit-ready documentation, and more. We never upcharge for hiring additional staff or try to sneak unexpected charges into your first invoice. 

Ultimately, for behavioral health professionals, choosing EMR software isn’t about finding the best price but the best value. Delivering unparalleled value is our core mission at Benji. 

Ready to Talk Behavioral Health EMR Software Pricing?

Practice management software should improve your small practice’s operations without breaking your budget or adding frustration to your day-to-day workflow. You want a fair and transparent pricing model and features that promote revenue generation and growth. You also want customer support and the flexibility to adapt as your business expands. 

You’ll find all of these and more with Benji. Call 888.670.6388 or contact Benji online for a price quote tailored to your practice’s specific needs. We’ll gladly walk you through our features, pricing tiers, and onboarding process with no pressure.