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EHR Setup & Configuration for Private Practice Clinicians

Your EHR should work for you from day one. I build it out so you can focus on your clients, not your tech stack.

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Your EHR Should Be Ready Before Your First Client.

Setting up an EHR is one of those tasks that sounds straightforward until you are actually doing it. Forms need to be built, scheduling parameters configured, automated messages written and tested, intake workflows sequenced. For many new private practitioners, it becomes the thing that sits half-finished while everything else is waiting.

I offer EHR setup as a standalone service for independent clinicians who want their system built correctly from the start. You bring the content and I do the build. We close with a handoff session where I walk you through everything and make sure you feel confident before your first client walks in the door.


Who This Is For

This service is available to fully independent private practitioners, whether you are a supervisee of mine or not. You do not need to be in a supervision relationship with CESWP to book EHR setup. 

If you are on a platform like Alma, Headway, BetterHelp, Rula, or Grow, this service is not the right fit. Those platforms manage their own EHR and billing infrastructure. If you are on one of those platforms and also building your own independent private pay practice alongside it, that is a different conversation and I am happy to help with the independent side.

Supported Platforms

Supported EHR Platforms

SimplePractice
Most common among solo social work practitioners. I am highly efficient here.
TherapyNotes
Clean, documentation-forward platform. Well suited for clinicians who prioritize note quality.
Jane App
Strong scheduling and client portal features. Popular with solo practitioners and small group practices alike.
Sessions Health
Newer platform with a clean interface and strong telehealth integration.
Therapy Appointment
Straightforward and reliable. Good for clinicians who want simplicity over features.
Using a different platform? Reach out before booking. I may be able to support it, or I will refer you elsewhere. I do not provide setup support for enterprise systems including Epic, Cerner, or Athenahealth — and I have no affiliation with Alma, Headway, BetterHelp, Rula, or Grow.

What's Included

Every tier includes asynchronous build time on my end, followed by a 55-minute live handoff session billed at $170. During the handoff we walk through everything I built, I answer your questions, and I make sure you know how to use your own system before we close.  

EHR Setup Service Pricing Tiers

Foundation

$255 – $340 1.5 – 2 hours
Best for clinicians who have their systems in place and just need the EHR built out.
  • Client intake forms and consent documents
  • Scheduling parameters and appointment types
  • Client portal configuration
  • Self-pay billing rate and autopay setup

Foundation +
Communications

$595 – $680 3.5 – 4 hours
Everything in Foundation, plus your full automated messaging suite.
  • Everything in Foundation
  • Appointment reminders and intake instructions
  • Cancellation notices and standard communications
  • All messages written, configured, and tested

Full Setup

$850 – $1,020 5 – 6 hours
Everything above, plus custom clinical forms tailored to your populations.
  • Everything in Foundation plus Communications
  • Custom intake and clinical templates
  • Full workflow sequencing from intake through ongoing care
Handoff session: $170, billed separately. All tiers close with a 55-minute live session where I walk you through the completed build and make sure you feel confident using your system. This session is not included in the tier prices above. It is billed separately at the standard consultation rate. Receipts are provided for all services.

Foundation

• Client intake forms and consent documents built from your provided materials
• Basic scheduling parameters: appointment types, session lengths, availability
• Client portal configuration
• Basic autopay and self-pay billing rate setup

Foundation + Communications

• Everything in Foundation
• Automated client messaging: appointment reminders, intake instructions, cancellation notices, and any other standard communications
• Message templates written, configured, and tested

Full Setup

• Everything in Foundation + Communications
• Custom intake forms and clinical templates tailored to your populations and modalities, built from your provided
materials
• Full workflow sequencing from first contact through ongoing care

 

What This Service Does Not Include

I want to be clear about scope before you book, so there are no surprises.
Payment processor setup
I will not touch Stripe, Square, or any payment processor requiring your Social Security number or banking credentials. That setup is yours to complete, or you can work with a biller who specializes in this.

Insurance billing and credentialing
I do not set up insurance billing, ERA/EOB configuration, or credentialing workflows. I will configure your billing descriptor and self-pay rates. Everything else belongs with a professional biller.

Content creation
I build what you bring me. I do not write your intake forms, draft your consent documents, or create your clinical templates. Come prepared with your materials finalized and ready to load.

Platforms outside my scope
If your EHR is one I am not familiar with or cannot support well, I will tell you before we begin. I reserve the right to decline a setup that falls outside my expertise rather than deliver substandard work.