Personal Injury EMR Pricing and Cost Worksheet

Ask for a first-year total and the cost at renewal. Two quotes with the same monthly seat price can differ once you add migration, training and attorney access.

Calculate your first-year cost

Multiply the number of paid seats by the monthly rate and 12. Add setup, migration, training, recurring modules and any annual or usage-based fees. At an illustrative rate of $300 per provider per month, three providers cost $10,800 per year before other fees.

Get the same line items in each quote

Seats: Clarify how the vendor counts providers, part-time clinicians, billers and front desk staff.
Migration: Confirm which charts, attachments and outstanding case balances move over and who checks them.
Case tools: Ask whether forms, reporting, attorney access and data exports cost extra.
Renewal and exit: Ask about price changes, minimum terms and the cost of retrieving your data.

Per-provider pricing

Pros: Easy to budget when staffing is steady.

Cons: Costs rise with headcount. Ask whether part-time providers count as full seats.

Per-location or package pricing

Pros: May be easier to budget at a larger site.

Cons: Ask about location limits, implementation fees and what happens when you add a site.