How to Choose an EHR for Your Ketamine Clinic

Why Ketamine-Specific Features Matter

Running a ketamine clinic isn't like running a typical outpatient practice. You have unique workflow requirements that general-purpose EHRs weren't designed to handle:

Multi-session treatment series - Patients typically complete 4-6 initial infusions over 2-3 weeks, then maintenance sessions
Real-time vital monitoring - IV and IM administrations require documented vital sign tracking during sessions
Outcome measurement - Tracking PHQ-9, GAD-7, and other scales over time to demonstrate treatment efficacy
SPRAVATO® compliance - If you offer esketamine, you need REMS-compliant documentation workflows
Controlled substance handling - ePrescribing for Schedule III substances with PDMP integration

A general behavioral health EHR can work, but you'll spend significant time building custom templates and workarounds. A ketamine-specific solution saves that time and reduces compliance risk.

Must-Have Features

Regardless of which software you choose, ensure it includes these essential capabilities:

Clinical Documentation

ePrescribing for controlled substances (EPCS) - Essential for prescribing ketamine troches, nasal spray, or other take-home formulations
PDMP integration - Required in most states to check prescription drug monitoring databases
Customizable note templates - You'll need to document infusion protocols, vital signs, and patient responses

Patient Rating Scales

PHQ-9 - Depression severity
GAD-7 - Anxiety severity
PCL-5 - PTSD symptoms (if treating trauma patients)
Visual Analog Scale - Pain assessment (if treating chronic pain)

The best systems auto-score these assessments and graph trends over time.

Billing & Insurance

Insurance claim submission - For practices billing insurance (note: many ketamine treatments are cash-pay)
Payment processing - Credit card integration for patient payments
Superbill generation - For patients seeking out-of-network reimbursement

Compliance & Security

HIPAA compliance - Non-negotiable for any healthcare software
Audit trails - Documentation of who accessed what records and when
Secure messaging - Encrypted communication with patients

Nice-to-Have Features

These features aren't essential but can significantly improve your workflow:

IV/IM protocol templates - Pre-built documentation for ketamine infusions and injections
Treatment series tracking - Automatic scheduling and tracking of multi-session protocols
Ketamine-specific consent forms - Pre-built informed consent documents
Inventory tracking - Monitor ketamine stock levels and expiration dates
AI-assisted documentation - Auto-generate notes from session recordings
Integrated telehealth - For intake consultations and follow-ups
Patient portal - Self-service scheduling, paperwork, and messaging

Understanding Pricing Models

Healthcare software pricing varies significantly. Here's what to expect:

Per-Clinician Pricing

Most common model. You pay a monthly fee for each provider (MD, NP, PA) using the system. Typical range: $99-300/clinician/month.

Watch out for: Some vendors count nurse practitioners and physician assistants as full clinicians, significantly increasing costs.

Flat-Rate Pricing

A single monthly fee regardless of team size. Better for larger practices with multiple providers. Typical range: $200-500/month.

Per-Encounter Pricing

Pay based on how many patient encounters you bill. Good for low-volume practices or startups.

Hidden Costs to Ask About

ePrescribing add-on fees
PDMP integration fees
Implementation and training costs
Data migration fees
Text message reminder fees
API access fees
Additional user fees for staff

Implementation Considerations

Data Migration

If you're switching from another EHR, ask about data migration. Some vendors include it; others charge thousands of dollars. Consider:

Can you export patient demographics, insurance info, and clinical notes?
Will historical outcome measurements transfer?
What's the timeline for migration?

Training

Even "intuitive" software requires training. Ask:

Is training included in the subscription?
Is it live or self-paced?
What about training for new hires?

Support

When something breaks on a busy clinic day, you need help fast. Compare:

Support hours (24/7 vs. business hours only)
Support channels (phone, chat, email)
Average response time
US-based vs. offshore support

Questions to Ask Vendors

Before committing, ask these questions:

Do you have other ketamine clinics using your software? Can I speak with references?
What ketamine-specific templates or workflows are included?
How do you handle treatment series tracking and scheduling?
Can I customize outcome measure questionnaires?
What's included in the base price vs. add-ons?
What's the contract length? Can I cancel monthly?
Is there a free trial to evaluate before committing?
How long does implementation typically take?
What happens to my data if I leave?

Our Recommendations

Based on our research, here's how we'd categorize the options:

Best for Ketamine-Only Practices

If ketamine therapy is your primary or only service, consider ketamine-specific solutions:

CliniFusion - IV ketamine infusion clinics run by anesthesiologists seeking specialized infusion charting and vital signs integration.
MediYeti - Ketamine and mental health practices prioritizing billing automation and wanting US-based, same-timezone support.
Osmind - Solo practitioners and small ketamine clinics seeking a specialized EHR with built-in patient engagement tools.
PracticeQ - Multi-specialty clinics offering ketamine alongside other mental health services who want flexible, customizable practice management.

Best for Multi-Service Practices

If you offer ketamine alongside traditional psychiatry or therapy, a broader behavioral health EHR with strong customization may work better. Consider Valant, TherapyNotes, or PracticeQ.

Best for Budget-Conscious Startups

If you're just starting out and need to minimize costs, consider Charm Health (free tier available) or SimplePractice ($49/month starter plan).