The healthcare industry is evolving throughout time, and technology is leading the change as well. At the heart of all the changes is the Electronic Health Record, also known as EHR, a digital system that centralizes patient information and helps healthcare providers deliver better, safer, and more efficient care.
However, there are many types of Electronic Health Records (EHR)systems available, and healthcare providers often ask, “Which EHR system is right for my needs and practice?”
In the blog, we will explore the different types of electronic health records (EHR), explore the benefits and features, and also provide options so that you can compare and make a decision based on the factors.
Whether you run a solo clinic, a hospital, or a behavioral health clinic, this article will be beneficial for you to understand what to look for and how companies like Pace+ can support your needs and provide growth in your patient care.
Types of Electronic Health Records (EHR) Systems
Choosing the EHR system that meets your needs can be overwhelming, especially when there are multiple options to consider.
The types of electronic health record (EHR) software have different functions designed with specific needs in mind, from small clinics to large hospitals. Understanding the difference will help you identify which fits your goals and workflows the best.
Here are some of the categories and types of Electronic Health Records (EHR) that can help you decide which EHR fits your needs best.
Deployment Models
The first decision you need to make is to determine how to set up your EHR. The deployment or hosting of your EHR can impact the cost, maintenance, and data security of your system.
Cloud-Based EHR Systems:
Cloud-Based EHR Systems are hosted on secure servers and can be accessed online. It can be offered with subscription pricing, known as SaaS, and is often affordable, scalable, and does not require extensive IT support.
Practices prefer this because the staff can log in at any time. The benefits of this are lower upfront costs, automatic updates, and enhanced accessibility. However, there are various challenges, including dependency on internet connectivity, cybersecurity risks, and fees required for accessibility.
On-Premises EHR Systems:
On-Premises EHR Systems are installed locally on your own computers, devices, and servers. These systems give you control but may come with upfront costs.
This type of system is usually ideal for big hospitals that have an in-house IT team. The management can have greater control over data and stronger internal security. On the other hand, some of its challenges include high upfront costs for software and hardware, as well as ongoing maintenance requirements that can be problematic. Additionally, remote accessibility can be affected unless paired with VPN solutions.
Hybrid EHR Systems:
Hybrid EHR Systems are a combination of both cloud-based systems and local storage, also providing practices and flexibility.
The benefits of hybrid EHR systems include data protection, customizable storage options, and improved disaster recovery. Although managing this system can be complex, it requires strong coordination between the external and internal IT teams.
By Practice or Specialty
Different healthcare professionals and settings require different tools:
Ambulatory/Outpatient EHR Systems:
The primary focus of the Ambulatory/Outpatient EHR system is on outpatient care, managing scheduling, prescriptions, and follow-ups for patient visits. This makes the documentation smooth and also improves communication between the patients and physicians.
One example of this is a family medicine clinic using ambulatory EHR systems to manage routine and patient visits for an elderly patient, as well as to access previous lab results and their treatment history.
Hospital EHRS or Inpatient:
Hospital EHRS or an Inpatient system can manage multiple departments and patients. It can handle patient admissions, bed assignments, surgery scheduling, giving medications, and teamwork among healthcare staff.
For example, an inpatient EHR can track a patient’s stay from admission, combining lab tests, radiology results, and pharmacy needs in real-time.
Behavioral Health or Mental Health EHRs:
Behavioral Health or Mental Health EHRs are made for mental health care providers. It offers therapy tracking, case management, and tools for compliance.
An example of how this system works is when a counseling center utilizes an EHR system to track medication adherence, therapy sessions, and patient outcomes while maintaining the confidentiality of the information.
Specialty EHRs:
Specialty EHRs are built for areas such as ophthalmology, dentistry, and pediatrics, where there are unique workflows needed. This offers templates for direct fields, diagnostic tools, and documentation formats, which are made for specialized workflows.
An example is when a dental clinic uses an EHR system to integrate imaging capabilities for charting tools and X-rays, facilitating tooth and gum assessments. In contrast, an ophthalmic clinic may integrate its EHR with field tests and optical devices used in the practice.
By Functionality and Maturity
EHR systems also depend on how advanced they can be, and also rely on the features that they can offer for the healthcare providers:
Basic EHRs:
Basic EHR covers patient information, charting, and scheduling, which are essentials for healthcare providers. This focuses on the essential keeping of records rather than advanced analytics or automations.
This is ideal for small clinics or solo practitioners who are beginning their transition into digital spaces.
Advanced EHRs:
Advanced EHR systems feature capabilities that support clinical decision-making, e-prescribing, and laboratory integrations. These systems enhance coordination between hospital departments and reduce errors through automation.
This can be ideal for medium to large clinics that prioritize clinical efficiency and patient safety.
Complete EHR suites:
Complete EHR suites have fully integrated systems that combine clinical documentation with billing, practice management, and analytics.
This system is ideal for large hospital networks and healthcare systems, as it requires a unified, data-driven approach to patient care.
By Ownership & Sharing Model
Ownership also affects how EHR systems are used and shares that shape their accessibility, functionality, and collaboration between healthcare providers:
Single-Practice Systems:
Single-Practice Systems are best for solo/private clinics that can manage their own data. These are self-contained EHRs that are used to maintain full control over access to data storage and customization.
Multi-Location Systems:
Multi-Location Systems aims to unify patient records and is shared across multiple departments and facilities. These systems enable data sharing designed for organizations with large departments, providing centralized control.
This is suited for clinics in different cities that can use a multi-location EHR to ensure seamless access to patient records across all the facilities.
Networked or Regional EHRs:
Networked or Regional EHRs are designed to connect different providers in one region, making it coordinated for patient care. This facilitates secure data sharing, which ensures that the patient information follows the individual’s needs across the different healthcare settings.
This is ideal for situations when a patient needs to be moved from a general practitioner to a specialist or to another department. The networked EHR ensures that the medical information is available and reduces duplication to improve outcomes.
Examples of Common EHR Systems
When looking at the EHR market, a few companies often come up. Names such as Athenahealth, Epic, and Cerner are widely used in hospitals and large hospital systems. This can be effective, but it comes with high costs, complex features, and setups that can’t cater to the needs of smaller or specialty practices.
Practices in behavioral and mental health need an EHR system that is simple, flexible, and built for their unique workflows.
That’s where Pace+ makes a difference. It combines the flexibility of the cloud with features that are specialty-focused, designed specifically for different needs in medical practice.
Key Features of EHR Systems
Modern EHR software is more than just a filing system; it is a need for efficient healthcare. The combination of operational and clinical tools in EHR management systems provides solutions for safer care and simplifies daily tasks.
Here are some of the key features every practice should consider when choosing the EHR system:
Core Features
EHR systems handle the essentials like patient demographics, medical history, clinical notes, and scheduling appointments. They also generate the reports and analytics for providers to have quick insights. These tools ensure that there are accurate records and smooth the process for operations.
Advanced Features
Modern EHR technology includes functions that also support decision-making. Some features have been added, like medication management to reduce errors and e-prescribing. At the same time, lab and imaging integration provides instant access to test results. The built-in clinical decision support provides reminders, alerts, and interoperability using FHIR standards, allowing different systems to share data.
Practice Management Features
An effective EHR system also streamlines administrative workflows, particularly in billing, insurance claims, and scheduling. Revenue cycle management helps maintain financial health by tracking payments and reducing delays. The tools available free the workers from repetitive tasks, so they can focus on patient care and needs.
Patient Engagement Features
Nowadays, patients want to have control over their health. EHRs support this through secure patient portals, where patients can see their records and communicate with providers. The mobile-friendly access also keeps them connected, which enables convenience. It also provides telehealth integration that smoothens remote visits, which is an essential need for modern healthcare.
Security & Compliance Features
There is also a need to protect patient data, which is non-negotiable for healthcare providers. Having a strong EHR system enforces HIPAA compliance, role-based access controls, and audit trails to protect information. Regulatory adherence and provider certifications also add confidence that the system is secure and meets healthcare standards.
While many systems just cover the general needs, Pace+ is designed to cater to behavioral and mental health practices. The combination of special workflows with a cloud-first, mobile-ready platform that supports providers at any time of the day. Pace+ reduces the burden of administrative tasks because of the integration of billing and practice management. It is a solution for professionals to focus more on patient care and needs.
Benefits of EHR Systems
Adopting EHR systems in healthcare provides improvements for providers and patients. This technology enhances the safety and strengthens the care coordination across providers.
Here are some of the benefits that come with using EHR systems.
1. Clinical Benefits
EHR technology enhances patient safety, improves coordination in care services, and reduces medical errors. It uses automated alerts and decision support systems to cater to the needs of individuals.
2. Operational Benefits
The main benefits of EHR management are less administrative work, faster processes, lower costs through automation, and easier adaptation to different practices.
3. Regulatory & Compliance Benefits
EHR systems also help clinics and organizations follow government standards. They keep certifications up to date and ensure accurate data for records and audits.
4. Patient Benefits
Individuals can enjoy their access to their own personal health records while securing communication with their providers, especially for telehealth support when needed.
When it comes to mental health practices, the benefits of EHR systems like Pace+ stand out and go far beyond the basics. Since it offers specialty-focused workflows designed to streamline billing, documentation, and support compliance with the standards in the health industry. The result is more time for patients and less burden in repetitive tasks, which is a win-win situation for both providers and patients.
Comparison of EHR Types / Systems
When comparing the different types of electronic health records systems, it is also important to consider the different factors like compliance, adaptability, and usability.
Below is a detailed EHR system comparison with dedicated tables to help you decide and evaluate options that you need for EHR systems:
1. Cloud vs On-Premises vs Hybrid
Cloud-based EHRs are popular because they minimize costs and reduce the need for IT staff. Meanwhile, on-premises systems may be a practical solution, but they require a large budget and dedicated teams. Also, hybrid systems work well for practices that want flexibility and a combination of both benefits.
| Type | Cost | Maintenance | Security & Compliance | Best For |
| Cloud-Based | Subscription, low upfront | Provider company-managed | Strong compliance, scalable | Small to mid-size practices, fast growth |
| On-Premises | High upfront, long-term cost | In-house IT required | Strong control, less scalable | Large hospitals with IT staff |
| Hybrid | Mid-range, mix of both | Shared responsibility | Balanced security & flexibility | Practices needing cloud + local storage |
2. General vs Specialty EHR
General EHRs cover a wide range of medical needs but can lack tools that are needed for specialties. Specialty EHRs solve this problem with features that are tailored to meet the unique workflows.
| Type | Flexibility | Customization | Best Use Cases |
| General EHRs | Broad, adaptable | Limited niche customization | Multi-specialty hospitals and general clinics |
| Specialty EHRs | Designed for niche workflows | High customization for fields | Behavioral health, pediatrics, dental, etc. |
| Pace+ | Cloud-based flexibility | Tailored for behavioral health | Mental health and behavioral care practices |
3. Integrated Suites vs Modular EHR Systems
Integrated suites also simplify operations by keeping everything in one system, and modular systems are flexible, which lets you pick and choose the features that you need. Integrated suites are best for practices that want consistency, while modular systems are for customization depending on your needs.
| Type | Pros | Cons | Best For |
| Integrated Suites | All-in-one solution, streamlined workflows | Higher upfront cost, less flexibility | Clinics want a unified platform |
| Modular Systems | Pay for what you need, customizable | Requires multiple vendor integrations | Practices tailoring specific features |
4. Cost & ROI Comparison
The cloud-based systems spread costs, making it budget-friendly with a good ROI. On the other hand, on-premises systems require big budgets, so ROi will depend on the long-term use.
| Type | Payment Model | ROI Potential | Best For |
| Cloud-Based | Subscription, predictable | Strong ROI, especially for growth | Clinics seeking cost-efficient scalability |
| On-Premises | High upfront, ownership | ROI depends on long-term use | Large hospitals with IT infrastructure |
5. Usability & Adoption Rates
Adoption depends on how easy it is to use. This means cloud-based systems require minimal training and are faster to adopt by staff. On-premises set-ups can be complicated because they need teams who have long-term training and customizations.
| Type | Training Time | Staff Satisfaction | Adoption Speed |
| Cloud-Based | Minimal, intuitive | High—easy to learn | Fast adoption |
| On-Premises | Longer, complex setups | Mixed—depends on customization | Slower adoption |
| Hybrid | Moderate training needed | Balanced—flexible options | Medium adoption |
6. Security, Compliance & Scalability
Cloud-based EHRs are scalable and excel in compliance because the provider company will handle the updates and security. On-premises systems offer maximum control, but can be harder to scale, and require an in-house compliance management. Hybrid systems often share the responsibility, which offers both benefits for practices.
| Type | Security Strength | Compliance Management | Scalability |
| Cloud-Based | Vendor-managed, encrypted | HIPAA-ready, frequent updates | Highly scalable across locations |
| On-Premises | Strong control, local servers | Managed in-house, resource-heavy | Limited scalability |
| Hybrid | Balanced security approach | Shared between vendor & client | Scales moderately |
Why Choose Pace+?
Unlike the generic platforms, Pace+ is known for its scalability and compliance with cloud-based EHR and workflows that are made for behavioral and mental health practices. This gives full potential in security and simplicity, while streamlining the system to better practices.
Choosing the Right EHR System
An EHR system is perhaps among the most significant technological decisions that any healthcare practice will have to make. There are varied offerings in the marketplace, and the decision will then boil down to a few important factors.
Points to Consider When Choosing Your EHR System:
- Practice Size – There are differences in the requirements of a solo practitioner or small clinic from those of a multi-site hospital network.
- Specialty – They may work for EHRs in the hands of primary care, but specialties like mental health, pediatrics, or dentistry often do better with solutions that are tailored to those specific fields.
- Budget – Smaller practices may end up appreciating a cloud-based EHR with subscription pricing, while larger hospitals may choose on-premise or integrated systems.
- Compliance Requirements – Make sure the EHR system is HIPAA compliant, will support all relevant certifications, and will provide the necessary audit documentation.
Quick Decision-Maker Checklist:
✅ Is it growth-oriented as the practice expands?
✅ Does it understand your workflows?
✅ Is it financially possible?
✅ Is it supporting compliance/regulatory goals?
Real-World Examples
If in a small clinic, you may want a cloud-based EHR system that covers basic scheduling and charting.
If in a larger hospital, you’ll probably need an Integrated suite that unifies departments and data.
Now, such a mental health clinic would benefit from Pace+, the cloud-based EHR specifically created for mental health providers that helps reduce paperwork with customized workflows and enhances patient outcomes.
Focus on size, specialty care, budget, and compliance. Providers can confidently choose the best EHR software depending on their practice, and companies like Pace+ are built exactly to deliver what is needed.
Conclusion
An electronic health record system is no longer an option but a necessity for the efficient care of patients, as well as for simplifying operations and ensuring compliance. Knowing about the various types of electronic health records systems with their respective features and benefits will help healthcare practitioners like you choose which solution best fits their practice.
Pace+ has a modern, cloud-hosted EHR solution specifically for specialty care, in particular, behavioral and mental health, that totally meets the needs of the providers and the patients.
Schedule a demo today with Pace+ to understand how it’ll change your practice.
Frequently Asked Questions (FAQs)
- What are the different types of EHR systems?
Types of electronic health records systems are cloud-based, on-premises hybrid, and specialty solutions. - How many EHR systems are there?
Although hundreds of EHR systems exist, very few are top players in the healthcare market. - What is the difference between EHR and EMR?
The difference between EHR and EMR is that an EHR shares patient data among providers, while an EMR is confined to use one practice. - What are common examples of EHR systems?
Examples include Epic, Cerner, and Athenahealth, as well as specialty-focused systems such as Pace+. - What are the three main types of health records?
The three primary forms are personal health records, electronic medical records (EMRs), and electronic health records (EHRs). - What are the types of electronic medical record systems?
Electronic medical records may be stand-alone for individual practices or networked for collective usage. - What features should I look for in an EHR system?
Search for ease of use, secure data management, patient engagement tools, and scalability. - What are the benefits of EHR systems in healthcare?
EHR systems will improve patient care through reduced errors, streamlined workflows, and compliance support. - What are the types of personal health records?
Personal health records can be tied to a provider, standalone, or accessed through mobile apps. - How does Pace+ compare to other EHR systems?
Pace+ offers cloud-based, specialty-centric features tailored for behavioral and mental health providers.