Best EHR for group practices with multiple clinicians (2026)

TL;DR

• A group practice EHR has to do four things a solo EHR doesn't: separate clinical from non clinical access, keep every clinician on the same templates, show the owner where documentation and billing stand, and price fairly for part time providers.
• For a 10 clinician practice in 2026, list prices are roughly $747/month on SimplePractice Plus, $529/month on TherapyNotes, and about $500/month on Upheal at 50 sessions per clinician, with AI notes included only on Upheal.
• Upheal's full EHR is built for groups of 2 to 25 providers. Larger teams, or practices that need supervision workflows beyond co-signing or API access, should ask on a demo.
• Competitor pricing verified on the vendors' own pages on September 25, 2026.

A group practice is a mental health business where more than one clinician sees clients under the same roof, the same tax ID, or both. That definition matters because "group therapy" means several clients in one session, which is different from a group practice. Most EHR comparisons blur the two.

This guide is for the owner or clinical director of a group practice choosing or replacing an EHR. It explains what changes when a practice grows from one clinician to ten. It also compares what SimplePractice, TherapyNotes, and Upheal charge in 2026 and where each one fits.

The quick answer

For most group practices of 2 to 25 clinicians, the best EHR is the one that includes AI documentation for every clinician, separates clinical and non clinical roles, and doesn't charge a flat seat fee for part time providers. On those three criteria, Upheal comes out ahead; TherapyNotes is the strongest choice if supervision depth, insurance billing volume, and 24/7 phone support matter most; SimplePractice is the most polished option for practices that want one familiar system and can absorb per seat pricing.

We compare only tools whose pricing and role documentation we could verify on the vendor's own pages. Larger multi program organizations often also evaluate Valant and ICANotes, but we haven't verified their group pricing here.

Group practice EHRs compared (verified September 25, 2026)

These are published list prices and exclude SimplePractice's current 50% off promotion for the first three months. We verified them on SimplePractice's and TherapyNotes' own pricing and help center pages on September 25, 2026.

How much should a 10 therapist group practice expect to pay for an EHR?

Between about $500 and $1,250 a month in 2026, depending on the platform and whether AI documentation is included or added on. Here is the math for ten clinicians, before per claim fees and card processing.

Two details can change the practical total:

1. Part time providers. A clinician who sees 20 clients a month costs the same seat fee as one who sees 80 on SimplePractice and TherapyNotes. On Upheal's full EHR, you pay for sessions held, so a part time provider costs less than a full time one. Associates and interns can get additional discounts.
2. Insurance fees stack. From October 1, 2026, SimplePractice charges $0.39 per claim on every plan, with no free claims and volume pricing available. It also charges $0.15 per coverage check, while existing Plus customers keep checks included until March 31, 2027. We broke down what changed in SimplePractice's insurance pricing. TherapyNotes charges 14¢ per electronic claim, 14¢ per claim in an ERA, and 14¢ per eligibility check. Upheal charges $0.30 per claim and $0.15 per eligibility check, US practices only. None is large per claim, but at 500 sessions a month they are real line items.

Groups of six or more can ask SimplePractice for custom pricing. Any group can price its actual session volume on a demo with Upheal.

Which EHR lets group practices set per clinician note templates and permissions?

All three let a practice set roles; only Upheal and SimplePractice document template control in a way we could verify, and only Upheal builds templates in plain language rather than form fields.

Upheal has four roles, and every team member holds exactly one. Two are clinical (Admin, Healthcare Provider), and two are non clinical (Practice Manager, Biller). The clinical line is absolute: a Practice Manager or Biller never sees a note, transcript, or treatment plan, and there is no setting that changes that.

Providers and Practice Managers can create and edit the practice's shared note templates. Templates can be tailored by program or by clinician. Full details are in Upheal's role permissions guide.

SimplePractice offers an Account Owner plus four clinician access levels (entire practice, full client list, billing access, basic access). It also has a Supervisor role that can be stacked on a clinician role, and administrative roles (practice manager, biller, scheduler). Only the Account Owner and practice manager can add or manage team members, and once someone is added as a clinician, that clinician role can be changed but not removed.

TherapyNotes stacks roles like checkboxes: Clinician, Intern, Supervisor, Clinical Administrator, Practice Administrator, Practice Scheduler, and Practice Biller. The non clinical roles are free and unlimited on the Group plan. We did not find vendor documentation on per clinician template permissions, so confirm that on a demo.

One gap on Upheal: dropdown and checkbox fields inside AI generated notes are not built yet. It is on the public roadmap.

How do group practice EHRs handle supervision and co-signing?

Supervisors can co-sign notes in all three, and TherapyNotes has the most complete supervision setup: approval or co-sign levels, multiple supervisors, and billing under the supervisor.

In Upheal, a supervisor co-signs a supervisee's note inside the platform. An Admin can also ask the Assistant which providers have unsigned notes from last week. Supervision workflows beyond co-signing, including structured review and supervision hours tracking, are still in development and listed on the public roadmap.

In SimplePractice, a clinician can be designated a supervisor with unlimited supervisees, while each supervisee can have one supervisor. Supervisors review and sign documentation for clinicians under supervision. Supervisees can also bill insurance under supervision.

In TherapyNotes, any user can be assigned as a supervisor. A Practice Administrator sets each supervisee's level: access their notes, review and approve every note, or review and co-sign every note. Each note waiting on the supervisor creates a To-Do item.

TherapyNotes also lets a supervisee have more than one supervisor, and its claims can carry the clinician, the supervisor, or both, including incident to billing.

Can clinicians share client notes securely across a group practice?

Yes in all three, but the default is different: Upheal keeps each provider inside their own caseload unless an Admin is involved; SimplePractice assigns one primary clinician per client and lets that clinician grant others access.

In Upheal, a Healthcare Provider works only with their own clients and can't open a colleague's client or calendar. An Admin can see every client and every provider. Billers see diagnoses needed for claims and appointment details, but never clinical content.

That design lets a front desk hire start on day one without a privacy conversation. On request, Upheal can also set up other access combinations, such as every clinician seeing all of the practice's clients.

In SimplePractice, each client has one primary clinician with full access. Other clinicians can be granted access to that client's profile through the client's Privacy tab. A clinician with entire practice access sees everything.

In TherapyNotes, every user can see contact details for every client. Clinical notes are limited to the clinicians assigned to that client, their supervisors, and Clinical Administrators, who see all notes and assign clients to clinicians. Practice Billers see all clients but never clinical notes.

How long does it take to onboard a new therapist onto a group practice EHR?

Adding a clinician takes minutes in any of the three; what takes time is migration and templates, and that is where the vendors differ.

• Upheal: every group practice gets a dedicated customer success manager. Onboarding runs as a kickoff call, a migration call where your admin uploads the export from your current EHR and reviews the AI mapping with us, and team setup (templates, roles, training), which most teams do themselves. New clinicians inherit the practice's shared templates, so their first note follows the same standard as everyone else's. Migrated clients, notes, and history are available to Upheal Assistant right away, so it can draw on a client's full record to build richer content such as treatment plans. If you only use AI notes alongside another EHR, migration is optional.
• SimplePractice: the Account Owner or practice manager adds team members under Settings > Team, then assigns roles and permissions, optionally assigns a supervisor, and sends an email invitation. Groups of 6+ get a personalized onboarding experience as part of custom pricing.
• TherapyNotes: client data import from another EMR is free on every plan, and 24/7 phone and email support is included.

Why do growing group practices outgrow EHRs built for solo therapists?

Because four things that are invisible with one clinician become the owner's daily problem with ten: access control, documentation consistency, visibility, and cost per provider.

1. Access. A solo EHR has one user who sees everything. A group needs a biller who sees claims but not notes, and a front desk that schedules without opening charts.
2. Consistency. Ten clinicians who learned documentation in ten programs write ten kinds of notes. Without practice level templates, the owner ends up rewriting notes before audits.
3. Visibility. Owners need to know who has unsigned notes, how long notes take to sign, and which claims were denied, without opening every chart.
4. Cost. Per seat pricing was designed for full time clinicians. Group practices run on a mix of full time, part time, and prelicensed providers.

If you are still deciding whether you need a group EHR at all, the best EHR for private practice in 2026 covers the solo side of this decision.

Where Upheal fits, and where it doesn't

Upheal's full EHR is built for group practices of 2 to 25 providers: AI progress notes and treatment plans for every clinician, shared templates, four roles with clinical and non clinical access separated, scheduling with every provider's calendar in one view, insurance billing and client payments, and Reports with five dashboards and 30+ premade reports (custom charts through Assistant Pro). Upheal is HIPAA, GDPR, PHIPA, and PIPEDA compliant on every plan and has completed a SOC 2 Type II audit.

You don't have to move your practice to use it. Many groups run AI notes alongside their current EHR: clinicians record or upload sessions, review the AI draft, sign, and Smart Fill in Upheal's Chrome extension fills the note form in SimplePractice, TherapyNotes, Owl Practice, Jane App, or Healthie. Supervisors still co-sign, and admins still get the Assistant and documentation reports.

That is how Alliance Family Services, about a dozen clinicians running county mental health court and family programs, uses Upheal today.

Where Upheal isn't the right fit yet:

• Supervision workflows beyond co-signing (on the roadmap).
• Dropdown and checkbox fields inside AI generated notes (on the roadmap).
• Documentation for large group therapy sessions, such as 10 to 12 clients with one therapist (on the roadmap). Couples and family sessions are supported.
• Insurance billing is US only; client payments are available in the US and Canada.
• Teams above 25 providers, or with specialized billing workflows, should walk through their needs on a demo rather than assume.

Full comparisons: Upheal vs SimplePractice and Upheal vs TherapyNotes.

Frequently asked questions

What is the best EHR for a group therapy practice with multiple clinicians?

For groups of 2 to 25 clinicians, Upheal, because AI notes are included for every clinician, roles separate clinical from non clinical access, and pricing follows sessions rather than seats. TherapyNotes is the strongest alternative for practices with heavy supervision or insurance volume that want 24/7 phone support, and SimplePractice for practices that prefer a single familiar system and accept per seat pricing.

How much does SimplePractice cost for a group practice in 2026?

$99 a month for the first practitioner on the Plus plan, then $74 per additional clinician for practices of 2 to 5, $72 for 6 to 15, and $69 for 16 or more. AI notes are an add on: Note Taker at $35 a month, or Care Aide at $59 for the owner plus $49 per additional clinician. Practices of six or more can request custom pricing. Verified on SimplePractice's pricing page and support center on September 25, 2026.

How much does TherapyNotes cost for a group practice in 2026?

$79 a month for the first clinician and $50 for each additional clinician, with unlimited free non clinical users. TherapyFuel AI documentation is $40 per clinician per month. Electronic claims, ERAs, and eligibility checks are 14¢ each. Verified on TherapyNotes' pricing article on September 25, 2026.

How much does Upheal cost for a group practice?

For 2 to 5 providers, AI notes alone are $45 per provider per month, and the full EHR is $1 per session held with AI notes included and a $100 monthly minimum. Practices with 6 or more providers get their pricing on a call. Associates and interns can get additional discounts, and paying annually saves 10%. Assistant Pro, which unlocks Upheal Assistant across the practice, is $39 per provider per month. Insurance claims are $0.30 each, eligibility checks $0.15, and card payments 2.9% + $0.30.

Does Upheal have role based permissions for group practices?

Yes. Upheal has four roles: Admin, Healthcare Provider, Practice Manager, and Biller. Practice Managers and Billers never see clinical content. Providers see only their own clients. Admins see everything and manage the team.

Can a group practice use Upheal for AI notes and keep SimplePractice or TherapyNotes?

Yes. Clinicians create and sign notes in Upheal, and Smart Fill in Upheal's Chrome extension fills the note form in SimplePractice or TherapyNotes. Scheduling and billing stay where they are.

Can we migrate a whole group practice from another EHR to Upheal?

Yes, from any EHR. Your admin pulls an export from your current system, uploads it on a migration call with your customer success manager, and reviews the AI mapping of clients, notes, and history. Because past notes and history come over, not just a client list, Upheal Assistant can use each client's full record from day one.

Competitor pricing and role details verified on SimplePractice's and TherapyNotes' own pages on September 25, 2026. Prices change; confirm with the vendor before you sign.