The Essentials List: Four Types of Administrative Functions in the EHR

EHR functions can significantly benefit therapists by organizing and automating record-keeping and administrative tasks. In this article we list four types of administrative functions in the EHR that are must-have functionalities of an EHR (electronic health record) system.

Technological advances have changed the way therapists, mental health counselors, and clinicians treat patients and manage their practices. And one advance that has had a profound impact? Electronic health record systems ( EHRs).

“EHR systems have revolutionized the healthcare industry, transforming the way we document, share, and use patient information,” says Ryan Sultan, MD, a board-certified psychiatrist, medical director at Integrative Psych, and professor at Columbia University.

While EHRs were initially focused on replacing paper records, they have “evolved into complex platforms that do more than just store clinical data,” says Sultan. “They integrate with various other systems, allowing for a seamless flow of information across departments, between physicians, and even across different healthcare institutions.”

But what, exactly, are the different uses of electronic health records? Let’s take a deep dive into core EHR functions and list four types of administrative functions in the EHR.

What are the core EHR functions?

The benefits of an EHR come from the platform’s core functions. So what are those functions—and how do they benefit therapists?

Let’s list four types of administrative functions in the EHR—and how these core functionalities of an EHR benefit clinicians:

1. Information management

As mentioned, EHR systems were created to replace paper recordsAnd, it’s clear that digitizing records has made accessing and managing information significantly easier for clinicians.

“EHR systems allow mental health professionals to store, organize, and manage patient information electronically,” says Marissa Moore, LPC, a freelance writer for the SimplePractice Monarch directory. “This includes personal details, medical history, treatment plans, and progress notes.”

EHRs give clinicians easy, immediate access to the information they need to understand their clients and treat them—which not only saves time and improves efficiency, but can ultimately lead to improved treatment outcomes.

“This immediate access ensures [therapists] have all the information needed to make informed decisions, reducing the likelihood of errors or misdiagnoses,” says Sultan.

2. Scheduling and billing

EHRs are a great way to store sensitive patient information electronically—but that’s only one of the EHR functions you should expect to have in a practice management software. 

EHRs are also extremely helpful for administrative tasks—including scheduling for therapists.

“EHRs often come with integrated scheduling features that help streamline appointment bookings, reminders, and rescheduling,” says Moore. “This reduces no-shows and ensures efficient time management.”

In addition to scheduling, EHRs are also effective at billing for therapists and counselors.

“EHRs can also simplify the billing and coding process, eliminating the need for redundant paperwork and reducing administrative costs,” says Sultan. 

EHRs often come equipped with a variety of features that simplify the billing process, including automatic coding for insurance companies and direct payment links for providers—which can help clinicians get paid faster and more efficiently.

“For instance, after you finish a therapy session, you can directly input your billing codes into the system,” says Sultan. “This feature speeds up the billing process and reduces the chances of billing errors, which can be a significant drain on resources.”

3. Increased security

As a therapist, you are both ethically and legally responsible for protecting sensitive client information. And thanks to advanced security features, EHRs offer a great opportunity to run a more secure therapy practice.

“EHRs offer better data security compared to paper records,” says Moore. “They often include encryption, access controls, and audit trails to protect patient privacy.” 

In addition to increased security for client records and information, EHRs also offer additional security features that make communicating with clients safer and more secure, particularly for therapists that see clients remotely—including HIPAA-compliant email for therapists and secure behavioral health telehealth platforms.

“EHRs can support telehealth services, allowing therapists to conduct sessions online while maintaining secure and organized records,” says Moore.

4. Increased accessibility for clinicians and patients

One of the main benefits of an EHR is that it allows clinicians to better access, organize, and manage their client records. 

But that’s not the only accessibility benefit: EHRs also make it easier and more efficient for clinicians to share and exchange important client records—which can set the stage for better communication between practitioners and more effective, coordinated treatment.

“Authorized healthcare professionals can access patient records remotely, which can be especially useful for telehealth or when collaborating with other practitioners,” says Moore.

For example, let’s say a client is seeing a therapist—and over the course of their treatment, the client expresses interest in exploring eye movement desensitization and reprocessing (EMDR). 

Once the client has secured an EMDR therapist (and with the client’s permission), the therapist and the EMDR practitioner can coordinate the client’s care, sharing relevant notes and information to ensure the client is getting the support they need. The therapist can easily download the patient files, have the client sign an electronic release of information (ROI), and document the treatment changes all in one place. 

EHRs also give clients an easier way  to communicate with their therapist and better access to their own health records, which can improve the client’s experience.

“Some EHRs offer patient portals where clients can access their own records, appointment schedules, and even communicate with their therapist securely,” says Moore.

Additional EHR functions

Although the listed four types of administrative functions in the EHR are some of the core functionalities of a practice management software, they’re not the only benefits an EHR can provide. 

Additional functions of an EHR that allow therapists to more effectively run their practice include:

• Results management. EHRs give clinicians and patients access to test history and results (such as blood work, X-rays, and/or MRIs) in real-time. This can  eliminate redundancies and unnecessary testing, and can help r clinicians  compare results over time—making it easier to  spot abnormal or problematic test results. 
• Decision support. Many EHRs have the ability to compare a client’s health records to a computerized database—and then provide personalized recommendations to help the clinician make better, more informed decisions about client care.
• Order entry and management. EHRs also make it easier for clinicians to submit and manage orders—while limiting the potential for human error (for example, handwriting being misinterpreted or orders being submitted multiple times).
• Reporting features. EHRs also allow clinicians to anonymously report relevant information to public health organizations, which can help in the identification, management, and treatment of public health issues.

EHRs help therapists build and run more effective practices

Through this article, we explain the core functionalities of EHRs and list four types of administrative functions in the EHR that benefits therapists most. 

EHRs (and the key functions EHR systems offer) help therapists, psychologists, counselors, behavioral health therapists, and other practitioners more effectively build and run their practice—and offer their clients a higher level of service in the process.

“[EHR] systems offer mental health practitioners a range of functions and benefits that enhance the efficiency, accuracy, and effectiveness of their practice,” summarizes Moore. “By embracing EHR technology, mental health professionals can streamline operations, improve patient care, and contribute to better overall outcomes for their clients.”

How SimplePractice streamlines running your practice

SimplePractice is HIPAA-compliant practice management software with everything you need to run your practice built into the platform—from booking and scheduling to insurance and client billing.

If you’ve been considering switching to an EHR system, SimplePractice empowers you to run a fully paperless practice—so you get more time for the things that matter most to you.

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READ NEXT: 

• What Are the Core Functionalities of an EHR System? 
• What Is an EHR System?