Free Open Source EMR: What It Costs to Run in Practice

Open-source EMR software can be downloaded and used without a licence fee. Running it safely and reliably is a different matter. This guide sets out the running costs a clinic should plan for, so that the choice is based on the whole picture.

Setup

Installing the system, configuring modules, building templates, setting up users and testing the workflow all take time. Plan for a specialist or an IT provider to do the technical work, even if the clinic staff enter the clinical content.

Hosting

Security and updates

Open-source software needs regular security patches, updates and monitoring. Assign an owner for this work, and set a schedule. Delayed updates are one of the most common causes of security problems in self-hosted systems.

Backups and recovery

Backups should run automatically, be tested by restoring them, and be kept in a second place. A backup that has never been restored is not a backup you can rely on.

Training and documentation

Staff need training on the system, and someone must maintain the documentation for your own set-up. This work continues as people join and leave.

Support

Community forums can help, but they may not respond when your clinic needs an answer during a busy day. Decide in advance who will fix problems, and whether you will pay for a support contract.

Customisation and integration

Connecting to pharmacy, lab, billing or national health systems often needs custom development. Estimate this work before you start, because it is often the largest cost.

Questions to answer before you start

Where MedeilPlus fits

MedeilPlus is a managed cloud platform, where hosting, updates and monitoring are handled by the vendor under the contract. Clinics that prefer to run their own systems can ask about deployment options during a demo. For a comparison of the two models, read OpenEMR vs MedeilPlus: open source or managed cloud.

Frequently asked questions

Is open-source EMR suitable for a small clinic?

It can be, if the clinic has reliable technical support and clear responsibilities for updates and backups.

How much technical skill is needed?

More than most clinics expect. Plan for an IT provider or a trained person, with time set aside each week.

Can we move from open source to a managed platform later?

Yes, if the data can be exported in a usable format. Test the export early.