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Summary: How per-visit and per-provider EMR pricing compare for physical therapy clinics in 2026. Covers the breakeven formula (per-provider fee divided by per-visit rate), six EMR pricing models including tiered, base plus practitioner, percentage of collections and usage fees, how SPRY, WebPT, Jane, SimplePractice and TheraPlatform price, hidden add-on costs, which model fits which clinic, 2027 Medicare context, a breakeven calculator and FAQs.
Per-provider pricing is cheaper for most established physical therapy clinics; per-visit pricing is cheaper only while volume is low. Per-provider (per-clinician) pricing charges a fixed monthly fee for each licensed provider. Per-visit (per-encounter) pricing charges for each documented visit. The breakeven point is the per-provider fee divided by the per-visit price: at $150 per provider and $1.50 per visit, it is 100 visits per provider per month. A therapist who sees 10 patients a day, five days a week, logs more than 200 visits a month, so the flat fee wins. Many vendors now blend the two, so compare full quotes, not headline rates.
Below: the six EMR pricing models, the breakeven math, how SPRY, WebPT, Jane, SimplePractice and TheraPlatform price in 2026, hidden add-on fees, which model fits which clinic, a breakeven calculator and FAQs.
EMR pricing models at a glance
| Model | How you pay | Pros | Watch out for | Best fit |
|---|---|---|---|---|
| Per-provider (per clinician) | A fixed monthly fee for each licensed provider | Predictable bill; cost per visit falls as volume grows | Paying full price for low-volume or part-time providers | Full-time providers with steady caseloads |
| Per-visit (per encounter) | A fee for each documented visit | Low cost while volume is low; cost tracks revenue | Bill rises in busy months; harder to budget | New, part-time or seasonal practices |
| Tiered by visits per provider | A per-provider price set by visit volume, often pro-rated for part-time staff | Fits teams that mix full-time and part-time providers | Know which band you are in and when it changes | Growing clinics with part-time staff |
| Base plan plus practitioners | A plan fee that covers the first provider, then a smaller fee per added provider | Low cost to start | Per-practitioner add-ons add up | Solo and small group practices |
| Percentage of collections | A billing service fee charged as a share of collections | Includes billing work, not just software | Cost rises with revenue | Clinics outsourcing billing |
| Usage fees | Charges per claim, eligibility request, text or video minute | Pay only for what you use | Hard to forecast; easy to miss in a quote | Light add-on use on top of a base plan |
The breakeven math: when per-provider pricing wins
Use one formula: breakeven visits per provider per month = per-provider monthly fee ÷ per-visit price. Below the breakeven, per-visit pricing costs less; above it, per-provider pricing does. Add each model's add-ons before you divide: a per-visit plan that charges extra for eligibility or AI documentation moves the breakeven lower, while per-claim fees on a per-provider plan move it higher.
| Visits per provider per month | Per-visit cost | Per-provider cost | Cost per visit on per-provider | Cheaper model |
|---|---|---|---|---|
| 60 | $90 | $150 | $2.50 | Per-visit |
| 100 | $150 | $150 | $1.50 | Same cost |
| 150 | $225 | $150 | $1.00 | Per-provider |
| 200 | $300 | $150 | $0.75 | Per-provider |
| 300 | $450 | $150 | $0.50 | Per-provider |
These prices are examples to show the math, not quotes from any vendor. Run your own numbers in the calculator below.
Per-visit vs per-provider breakeven calculator
Per-visit vs per-provider breakeven calculator
Enter your clinic's volume and the prices from each quote. Monthly visits use 52 weeks divided by 12 months. Example values are placeholders, not any vendor's actual prices.
Your clinic
Per-visit quote
Per-provider quote
Add one-time costs such as setup, data migration and training separately, and ask each vendor for a line-item quote. This tool does not store any data.
How PT and therapy EMR vendors price in 2026
| Vendor | Pricing model | Published prices | Add-ons and usage fees |
|---|---|---|---|
| SPRY | Visits per full-time provider, pro-rated for part-time providers; Essentials and Plus plans | Quote-based | AI Scribe, kiosk and companion app in Plus; optional billing service at 4–6% of collections, based on billable appointments |
| WebPT | Per provider per month or per visit, by plan (Starter, Enhanced, Ultimate) | Quote-based | Depends on plan and customization |
| Jane | Base plan plus per-practitioner fees | Practice $79/month and Thrive $99/month with 1 full-time practitioner; $29/month per added full-time and $15 per part-time practitioner; Balance $59/month for 1 practitioner and 20 appointments a month | AI Scribe $15/month per practitioner; insurance billing $20/month plus $5 or $2.50 per added practitioner |
| SimplePractice | Per clinician | Solo plans $49, $79 and $99/month; group Plus $99/month for the first practitioner and $74 for each added one; custom pricing at 6+ | Note Taker $17.50/month; per-claim Insurance Navigator listed at $1.79 per claim (coming soon) |
| TheraPlatform | Per provider plus usage fees | Basic $39, Pro $69 and Pro Plus $79/month; added providers $39 (Pro) or $49 (Pro Plus) | $0.25 per electronic claim; $0.10 per insurance verification; AI Notes $30 per provider |
Sources: SPRY pricing, WebPT pricing, Jane pricing, SimplePractice pricing and TheraPlatform pricing pages. Prices are standard monthly rates in USD, without promotional discounts, and can change; confirm them with each vendor.
Two things stand out. First, few vendors are pure per-visit or pure per-provider: WebPT lets practices choose either structure, and SPRY sets its per-provider price by visit volume. Second, the published base price is rarely the whole bill. For deeper comparisons, see 2026 PT EMR pricing: SPRY vs WebPT vs Prompt vs Raintree and practice management software pricing.
Hidden costs that change the answer
- AI documentation: sold as a per-practitioner add-on by some vendors (for example $15/month at Jane and $30 per provider at TheraPlatform) and included in a plan tier by others, such as SPRY Plus. See AI for PT notes.
- Insurance billing and claims: per-claim fees behave like per-visit pricing, so a per-provider plan with claim fees has a hidden per-visit cost.
- Eligibility checks: per-request fees add up at therapy volumes, where patients come in two or three times a week. Ask whether eligibility verification is included.
- Part-time providers: check whether part-time staff pay a full seat, a reduced rate or a pro-rated price.
- Clearinghouse, home exercise programs and messaging: often priced separately.
- One-time costs: setup, data migration and training; see the PT EMR implementation timeline.
- Contract terms: length, auto-renewal, price increase caps and data export fees.
Which pricing model fits your clinic
| Clinic profile | Usually cheaper | Why |
|---|---|---|
| New solo practice, first months | Per-visit or a low-volume plan | Visits are below the breakeven while the caseload builds |
| Part-time or mobile practice | Per-visit or pro-rated per-provider | A full seat for a few visits a week costs more per visit |
| Established full-time providers | Per-provider | High visit counts spread the fixed fee thinly |
| Mix of full-time and part-time staff | Tiered or pro-rated per-provider | You pay closer to actual use for part-time providers |
| Strong seasonal swings | Compare both across a full year | Per-visit costs fall in quiet months but peak in busy ones |
| Multi-location group | Per-provider with volume terms | Predictable costs across sites; see multi-location pricing |
| Outsourcing billing | Percentage of collections plus software | The billing fee replaces in-house billing work, so compare it with staff costs |
Solo therapists can also compare the best EMR for small practices.
Where percentage-of-collections billing fits
A billing service priced as a share of collections is a third cost, separate from the EMR subscription. It covers work your team would otherwise do, such as claim follow-up and denials. SPRY's billing service costs 4–6% of collections, based on the number of billable appointments, and includes credentialing, bulk eligibility verification, prior authorization, denial management and patient communication. On $100,000 a month in collections, 5% is $5,000 a month, so weigh it against the full cost of in-house billing staff, software and clearinghouse fees. See the best physical therapy billing software.
Why cost per visit matters more in 2027
Medicare's proposed 2027 physician fee schedule lowers the conversion factor for most therapists to $32.84, down 1.68%, because a temporary 2.5% increase for 2026 expires (CMS fact sheet). The proposed KX modifier threshold rises to $2,540 for PT and SLP combined and $2,540 for OT, with targeted medical review at $3,000 (Medbridge summary). With lower rates, software cost per visit takes a bigger share of each payment, and your EMR still needs to track KX thresholds automatically.
Questions to ask every EMR vendor
- Is the price per provider, per visit, tiered by volume or a blend?
- How are part-time providers, assistants and front desk users charged?
- Which features cost extra: AI documentation, billing, eligibility, kiosk, messaging, home exercise programs?
- Are there per-claim, per-eligibility-request or per-message fees?
- What are the setup, data migration and training fees?
- How long is the contract, and is there an annual price increase cap?
- Can you give me a line-item quote at my current visit volume and at 25% higher volume?
For a full evaluation, use the PT EMR buyer's guide and SPRY pricing explained, or request a SPRY quote.
Frequently asked questions
Is per-visit or per-provider EMR pricing cheaper for a PT clinic?
For established clinics, per-provider pricing is usually cheaper because full-time therapists see enough visits to spread the fixed fee. Per-visit pricing is cheaper only below the breakeven point, which is the per-provider fee divided by the per-visit price.
What is per-visit EMR pricing?
Per-visit, or per-encounter, pricing charges a fee each time a visit is documented. Your software bill rises and falls with your patient volume.
What is per-provider EMR pricing?
Per-provider, or per-clinician, pricing charges a fixed monthly fee for each licensed provider, however many visits they document. It gives a predictable bill and a lower cost per visit as volume grows.
How do I calculate the breakeven point between per-visit and per-provider pricing?
Divide the per-provider monthly fee, plus its add-ons, by the per-visit price. At $150 per provider and $1.50 per visit, the breakeven is 100 visits per provider per month. Use the calculator above to include add-ons and usage fees.
Does WebPT charge per visit or per provider?
WebPT says its pricing can be set up per provider per month or per visit, depending on the plan and customization. It does not publish prices, so you need a quote.
How does SPRY price its EMR?
SPRY prices by the number of visits per full-time provider, with pro-rata pricing for part-time providers, across Essentials and Plus plans. Its optional billing service costs 4–6% of collections. See SPRY pricing.
How does per-provider pricing compare to flat-rate pricing?
A flat rate charges one price for the whole practice, while per-provider pricing grows with headcount. Flat rates suit clinics adding providers quickly; per-provider pricing suits clinics with a stable team. Check what a flat rate includes and whether it has usage limits.
What EHR pricing models are there?
The main models are per-provider, per-visit, tiered by visit volume, base plan plus practitioners, percentage of collections for billing services, and usage fees such as per-claim charges. Many vendors combine two or more.
How should part-time providers be priced?
Look for pro-rated or reduced part-time rates. Jane charges $15 a month for each added part-time practitioner, against $29 for a full-time one, and SPRY offers pro-rata pricing for part-time providers.
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Get a DemoLegal Disclosure:- Comparative information presented reflects our records as of Nov 2025. Product features, pricing, and availability for both our products and competitors' offerings may change over time. Statements about competitors are based on publicly available information, market research, and customer feedback; supporting documentation and sources are available upon request. Performance metrics and customer outcomes represent reported experiences that may vary based on facility configuration, existing workflows, staff adoption, and payer mix. We recommend conducting your own due diligence and verifying current features, pricing, and capabilities directly with each vendor when making software evaluation decisions. This content is for informational purposes only and does not constitute legal, financial, or business advice.
