Rex says
Money math without the spreadsheet headache. Plug in your numbers and I'll show you exactly where the dollars land.
Try a scenario
Click to load — tweak from there.Inputs
Result
True annual cost per provider
$13,900
Total annual cost, all providers
$83,400
Total cost over contract term
$417,000
Amortized implementation cost per provider/yr
$1,500
One-time productivity loss cost (all providers)
$171,000
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How to use this
- 1Enter one-time implementation & training cost ($).
- 2Enter number of providers.
- 3Enter annual license fee per provider ($).
- 4Enter annual support/maintenance per provider ($).
- 5Enter annual interface fees (labs, e-rx, etc.) ($).
- 6Enter contract term (yrs).
- 7Enter productivity loss during go-live (weeks).
- 8Enter weekly revenue per provider ($).
- 9Read your true annual cost per provider on the right — it updates as you type.
- 10Hit Share to keep the scenario or send it to someone.
About this calculator
EHR sticker prices rarely reflect what a practice actually pays. Implementation fees, per-provider or per-encounter licensing, interface fees for labs and e-prescribing, ongoing support contracts, and the productivity hit during go-live all add real dollars that vendors don't lead with in sales conversations. This calculator amortizes one-time implementation and training cost over a chosen contract term, adds annual license and support fees, and folds in an estimated productivity loss cost (reduced visits per provider during a transition period) to produce a true annual cost per provider. It's built for practices comparing two or more EHR vendors on equal footing, since a system with a lower monthly fee but a brutal six-month implementation and steep per-encounter interface charges can end up more expensive than a higher-sticker-price competitor with bundled interfaces. Run the numbers over a 5-year term, which is the realistic replacement cycle for most outpatient EHR systems, since one-time costs matter much less when amortized over a longer commitment but recur painfully if you switch systems every 2-3 years.
Worked example
Using the values the calculator loads with:
Inputs
- One-time implementation & training cost: 45000 $
- Number of providers: 6
- Annual license fee per provider: 4800 $
- Annual support/maintenance per provider: 900 $
- Annual interface fees (labs, e-Rx, etc.): 6000 $
- Contract term: 5 yrs
- Productivity loss during go-live: 3 weeks
- Weekly revenue per provider: 9500 $
Results
- True annual cost per provider: $13,900
- Total annual cost, all providers: $83,400
- Total cost over contract term: $417,000
- Amortized implementation cost per provider/yr: $1,500
- One-time productivity loss cost (all providers): $171,000
What each field means
Inputs
- One-time implementation & training cost ($)
- The one-time implementation & training cost used in the calculation, measured in $. Starts at 45000 $ so you have a working example on load.
- Number of providers
- The number of providers used in the calculation. Starts at 6 so you have a working example on load.
- Annual license fee per provider ($)
- The annual license fee per provider used in the calculation, measured in $. Starts at 4800 $ so you have a working example on load.
- Annual support/maintenance per provider ($)
- The annual support/maintenance per provider used in the calculation, measured in $. Starts at 900 $ so you have a working example on load.
- Annual interface fees (labs, e-Rx, etc.) ($)
- The annual interface fees (labs, e-rx, etc.) used in the calculation, measured in $. Starts at 6000 $ so you have a working example on load.
- Contract term (yrs)
- The contract term used in the calculation, measured in yrs. Starts at 5 yrs so you have a working example on load.
- Productivity loss during go-live (weeks)
- The productivity loss during go-live used in the calculation, measured in weeks. Starts at 3 weeks so you have a working example on load.
- Weekly revenue per provider ($)
- The weekly revenue per provider used in the calculation, measured in $. Starts at 9500 $ so you have a working example on load.
Results
- True annual cost per provider
- Returned as a money amount in US dollars and shown as the headline result. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Total annual cost, all providers
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Total cost over contract term
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Amortized implementation cost per provider/yr
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- One-time productivity loss cost (all providers)
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
FAQ
How big is the productivity hit during an EHR go-live really?
Published data and practice surveys consistently show a 20-30% drop in visit volume for 2-6 weeks post go-live, longer for complex specialty workflows. Budget 3-4 weeks of reduced productivity for a straightforward primary care switch and up to 8 weeks for surgical or multi-specialty practices.
Why compare 5-year TCO instead of monthly subscription price?
Monthly price alone hides one-time and recurring add-on costs that compound over a contract term. A vendor charging $300/month but $60,000 to implement can cost more per provider over 5 years than one charging $450/month with a light $15,000 implementation.
What interface fees should I expect to pay?
Budget $500-1,500 per year per external system connection — lab interfaces, e-prescribing, immunization registries, health information exchanges. A practice connecting to 4-5 external systems commonly pays $3,000-8,000 annually in interface fees alone, often billed separately from the core license.
Does switching EHRs ever pay for itself?
Yes, when the current system's per-provider cost is meaningfully above market (common with legacy or acquired vendors that raise prices annually) or when productivity gains from better workflow outweigh the one-time switching cost within 2-3 years. Run this calculator for both your current and prospective vendor to compare directly.
Accuracy and limitations
- Results are estimates before tax, fees, and inflation unless an input explicitly covers them.
- Rates are treated as fixed for the whole period — variable-rate products will drift from this projection.
- This is educational maths, not financial advice. Check anything contractual with the lender or your accountant.
Related tools
Cite this calculator
Writing about this topic? Grab a citation — every link helps keep these tools free.
RevenueLab. (2026). EHR Software TCO Per Provider Calculator. Retrieved from https://www.revenuelab.fyi/toolbox/ehr-software-tco-per-provider
<p>Source: <a href="https://www.revenuelab.fyi/toolbox/ehr-software-tco-per-provider" target="_blank" rel="noopener">EHR Software TCO Per Provider Calculator — RevenueLab</a> (2026).</p>
Source: [EHR Software TCO Per Provider Calculator — RevenueLab](https://www.revenuelab.fyi/toolbox/ehr-software-tco-per-provider) (2026).