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Billing Terms Glossary

EHR Terms: Definitions for Therapists and Psychiatrists

These EHR terms are defined in plain English for therapists and psychiatrists. EHR and healthcare technology terms describe the software behind documentation, billing, and payments. Vendor names appear for reference only and are not endorsements.

In this section

38 terms defined
Written for psychotherapists and psychiatrists
Source organization linked on every entry

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Quiet behavioral health practice office with a desk and armchairs, the setting for our EHR terms glossary

AdvancedMD

General (all payers)

Also called: Advanced MD

Definition: A vendor of cloud-based EHR, practice management, and billing software for independent practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used by some small and mid-size practices, including mental health.
Illustrative example: A practice runs scheduling and billing in AdvancedMD.

Reference source AdvancedMD

Categories EHR & Healthcare Technology Terms

Application Programming Interface (API)

General (all payers)

Also called: API; EHR API; payer API

Definition: A set of rules that lets software systems exchange data automatically.
Why it matters: APIs power real-time eligibility, authorization, and record exchange.
Illustrative example: An EHR sends eligibility requests to a payer through an API.

Related terms FHIR Interoperability

Reference source HL7 International · HL7 FHIR

Categories EHR & Healthcare Technology TermsEDI & Clearinghouse Terms

athenahealth

General (all payers)

Also called: athenaOne; athena EHR

Definition: A vendor of EHR, practice management, and revenue cycle services for medical practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used by some multispecialty and behavioral health practices.
Illustrative example: A practice uses athenahealth for billing.

Reference source athenahealth

Categories EHR & Healthcare Technology Terms

Credible

General (all payers)

Also called: Credible Behavioral Health; Qualifacts

Definition: A vendor of behavioral health EHR and practice management software that merged with Qualifacts. Listed for reference; not an endorsement or partnership.
Why it matters: Used by community and residential providers.
Illustrative example: A residential program bills through Credible.

Verify: confirm current ownership and brand.

Reference source Credible (Qualifacts)

Categories EHR & Healthcare Technology Terms

E-Prescribing (eRx)

General (all payers)

Also called: eRx; electronic prescribing

Definition: Sending prescriptions electronically from a prescriber's system to a pharmacy.
Why it matters: Prescribers such as psychiatrists rely on it; controlled substances have extra rules.
Illustrative example: A psychiatrist e-prescribes through the EHR.

Related terms EPCS NCPDP

Reference source NCPDP

Categories EHR & Healthcare Technology TermsBehavioral Health Specific Terms

eClinicalWorks

General (all payers)

Also called: eCW

Definition: A vendor of EHR and practice management software for ambulatory practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used across many outpatient practices.
Illustrative example: A practice bills from eClinicalWorks.

Reference source eClinicalWorks

Categories EHR & Healthcare Technology Terms

EHR (Electronic Health Record)

General (all payers)

Also called: EHR; electronic health record system; EHR software

Definition: Software that stores a patient's clinical record, including notes, diagnoses, medications, and orders, and often includes scheduling and billing features.
Why it matters: The EHR is the source of documentation that supports claims and audits.
Illustrative example: A therapist writes a progress note in the EHR and the system generates the claim.

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology Terms

Eligibility Verification Tool

General (all payers)

Also called: eligibility tool; insurance verification software

Definition: Software that automates eligibility checks through real-time transactions or payer portals.
Why it matters: Reduces manual checks and eligibility denials.
Illustrative example: A tool checks eligibility for the next day's schedule.

Reference source CAQH

Categories EHR & Healthcare Technology TermsEligibility & Benefits

EMR (Electronic Medical Record)

General (all payers)

Also called: EMR; electronic medical record

Definition: A digital version of a patient's chart within one practice; the term is often used interchangeably with EHR.
Why it matters: Same operational role as an EHR for billing and documentation.
Illustrative example: A small practice keeps notes in an EMR.

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology Terms

Encryption

General (all payers)

Also called: data encryption; encryption at rest; encryption in transit

Definition: Scrambling data so it is unreadable without a key, protecting it in storage and during transmission.
Why it matters: Safe harbor for breach notification depends on proper encryption.
Illustrative example: A laptop with encrypted storage is lost and not treated as an unsecured PHI breach.

Reference source HHS (U.S. Department of Health and Human Services) · HHS Office for Civil Rights (OCR)

Categories EHR & Healthcare Technology TermsAudits & Compliance

EPCS

General (all payers)

Also called: electronic prescribing of controlled substances

Definition: Electronic prescribing of controlled substances, which requires additional identity proofing and security under DEA rules.
Why it matters: Psychiatrists prescribing controlled substances must use compliant systems where required.
Illustrative example: A psychiatrist uses two-factor authentication to sign an EPCS order.

Verify: confirm current DEA and state requirements.

Reference source NCPDP

Categories EHR & Healthcare Technology TermsBehavioral Health Specific Terms

Epic

General (all payers)

Also called: Epic Systems; Epic EHR

Definition: A large electronic health record vendor used mainly by hospitals and health systems. Listed for reference; not an endorsement or partnership.
Why it matters: Behavioral health departments in health systems often work in it.
Illustrative example: A hospital's outpatient psychiatry clinic documents in Epic.

Reference source Epic

Categories EHR & Healthcare Technology Terms

FHIR

General (all payers)

Also called: Fast Healthcare Interoperability Resources

Definition: An HL7 standard for exchanging health data using modern web technologies and APIs.
Why it matters: CMS and payers are moving toward FHIR-based APIs.
Illustrative example: A payer exposes claims data through a FHIR API.

Reference source HL7 FHIR

Categories EHR & Healthcare Technology TermsEDI & Clearinghouse Terms

Greenway Health

General (all payers)

Also called: Greenway; Intergy

Definition: A vendor of EHR and practice management software for ambulatory practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used in some multispecialty practices.
Illustrative example: A practice uses Greenway for billing.

Reference source Greenway Health

Categories EHR & Healthcare Technology Terms

HL7

General (all payers)

Also called: Health Level Seven International

Definition: A standards organization that develops health information exchange standards, including FHIR.
Why it matters: HL7 standards underpin many EHR integrations.
Illustrative example: An EHR sends an HL7 message to another system.

Related terms FHIR Interoperability

Reference source HL7 International

Categories EHR & Healthcare Technology TermsEDI & Clearinghouse Terms

ICANotes

General (all payers)

Also called: ICANotes EHR

Definition: A behavioral health EHR vendor offering documentation and billing tools. Listed for reference; not an endorsement or partnership.
Why it matters: Common among behavioral health practices.
Illustrative example: A psychiatrist documents in ICANotes.

Reference source ICANotes

Categories EHR & Healthcare Technology Terms

Information Blocking

General (all payers)

Also called: 21st Century Cures Act information blocking

Definition: A practice that is likely to interfere with access, exchange, or use of electronic health information, prohibited under federal rules with exceptions.
Why it matters: Affects how practices respond to record requests and EHR access.
Illustrative example: A practice delays giving a patient their records without a valid exception.

Verify: consult counsel.

Related terms Interoperability HIPAA

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology TermsAudits & Compliance

InSync

General (all payers)

Also called: InSync Healthcare Solutions

Definition: A vendor of EHR and practice management software for behavioral health practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used by some behavioral health groups.
Illustrative example: A group uses InSync for scheduling and billing.

Reference source InSync Healthcare Solutions

Categories EHR & Healthcare Technology Terms

Interoperability

General (all payers)

Also called: health information exchange; data exchange

Definition: The ability of systems to exchange and use health information.
Why it matters: Enables data sharing between EHRs, payers, and other systems.
Illustrative example: An EHR shares data with a payer through an API.

Related terms FHIR HL7 TEFCA

Reference source HL7 International · HL7 FHIR

Categories EHR & Healthcare Technology TermsEDI & Clearinghouse Terms

Kareo

General (all payers)

Also called: Kareo EHR

Definition: A legacy name for a practice management and EHR vendor that became part of the Tebra brand. Listed for reference; not an endorsement or partnership.
Why it matters: Older documents and payer records may still use the name.
Illustrative example: A payer file lists Kareo as the software vendor.

Verify: confirm current brand.

Related terms Tebra Practice Fusion

Reference source Tebra

Categories EHR & Healthcare Technology Terms

Multi-Factor Authentication (MFA)

General (all payers)

Also called: MFA; two-factor authentication; 2FA

Definition: A security method that requires two or more proofs of identity to sign in.
Why it matters: Commonly expected for systems containing PHI.
Illustrative example: A biller logs into a payer portal with a password and code.

Related terms HIPAA Security Rule Audit Trail

Reference source HHS (U.S. Department of Health and Human Services) · HHS Office for Civil Rights (OCR)

Categories EHR & Healthcare Technology TermsAudits & Compliance

Netsmart

General (all payers)

Also called: Netsmart Technologies; myAvatar

Definition: A vendor of software for behavioral health, human services, and post-acute care, used by community providers. Listed for reference; not an endorsement or partnership.
Why it matters: Common among larger behavioral health and community organizations.
Illustrative example: A community clinic uses Netsmart for EHR and billing.

Reference source Netsmart

Categories EHR & Healthcare Technology Terms

NextGen

General (all payers)

Also called: NextGen Healthcare

Definition: A vendor of EHR and practice management software for ambulatory practices. Listed for reference; not an endorsement or partnership.
Why it matters: Used in specialty and behavioral health settings.
Illustrative example: A group uses NextGen for its EHR.

Reference source NextGen Healthcare

Categories EHR & Healthcare Technology Terms

Oracle Health

General (all payers)

Also called: Cerner; Oracle Cerner

Definition: Oracle's health information technology business, formerly Cerner, offering EHR and related systems mainly to health systems. Listed for reference; not an endorsement or partnership.
Why it matters: Legacy name Cerner still appears in payer and provider workflows.
Illustrative example: A health system uses Oracle Health for its EHR.

Verify: confirm current product names.

Related terms EHR (Electronic Health Record)

Reference source Oracle Health

Categories EHR & Healthcare Technology Terms

Patient Portal

General (all payers)

Also called: client portal; patient portal

Definition: A secure website where patients view records, pay balances, complete forms, and message providers.
Why it matters: Helps collect intake forms and balances.
Illustrative example: A patient pays a balance through the portal.

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology TermsPatient Financial Responsibility Terms

Practice Fusion

General (all payers)

Also called: Practice Fusion EHR

Definition: An EHR product associated with the Tebra family of software. Listed for reference; not an endorsement or partnership.
Why it matters: Older records may reference it.
Illustrative example: A practice migrated from Practice Fusion.

Verify: confirm current product status.

Related terms Tebra Kareo

Reference source Tebra

Categories EHR & Healthcare Technology Terms

Practice Management System (PMS)

General (all payers)

Also called: PMS; practice management software; billing software

Definition: Software that handles scheduling, patient registration, charge entry, claims, and payment posting.
Why it matters: Often paired with or built into the EHR.
Illustrative example: A practice submits claims from its practice management system.

Reference source MGMA

Categories EHR & Healthcare Technology TermsRevenue Cycle Metrics

RCM Platform

General (all payers)

Also called: revenue cycle management software; RCM software; billing platform

Definition: Software that supports billing steps such as eligibility, claim scrubbing, submission, posting, and denial follow-up.
Why it matters: Can reduce manual work but needs monitoring.
Illustrative example: A biller works a denial queue inside an RCM platform.

Reference source HFMA

Categories EHR & Healthcare Technology TermsRevenue Cycle Metrics

Revenue Integrity Solution

General (all payers)

Also called: revenue integrity software; charge integrity tools

Definition: Tools and processes that check charges, coding, and documentation to ensure accurate billing and prevent revenue loss or compliance issues.
Why it matters: Helps find missed charges and coding errors before submission.
Illustrative example: A tool flags a mismatch between documented time and billed code.

Reference source HFMA

Categories EHR & Healthcare Technology TermsRevenue Cycle Metrics

Role-Based Access Control (RBAC)

General (all payers)

Also called: RBAC; user permissions

Definition: Limiting system access based on a person's role so staff see only what they need.
Why it matters: Supports the minimum necessary standard.
Illustrative example: A front desk user cannot view psychotherapy notes.

Related terms Minimum Necessary Audit Trail

Reference source HHS (U.S. Department of Health and Human Services) · HHS Office for Civil Rights (OCR)

Categories EHR & Healthcare Technology TermsAudits & Compliance

SimplePractice

General (all payers)

Also called: Simple Practice

Definition: A vendor of practice management, EHR, telehealth, and billing software for health and wellness practices. Affiliate disclosure: MCM South has an affiliate relationship with SimplePractice and may receive compensation if you sign up through this link.
Why it matters: Widely used by solo and group therapy practices.
Illustrative example: A therapist schedules, documents, and bills from one platform.

Reference source SimplePractice (affiliate link)

Categories EHR & Healthcare Technology Terms

Tebra

General (all payers)

Also called: Kareo; Tebra practice management

Definition: A vendor of practice management, EHR, and patient engagement software; the Kareo brand transitioned to Tebra. Listed for reference; not an endorsement or partnership.
Why it matters: Legacy Kareo name still appears in older workflows.
Illustrative example: A practice uses Tebra for claims.

Verify: confirm brand and product names.

Reference source Tebra

Categories EHR & Healthcare Technology Terms

TEFCA

General (all payers)

Also called: Trusted Exchange Framework and Common Agreement

Definition: A federal framework meant to enable nationwide health information exchange among networks.
Why it matters: Emerging channel for exchanging records.
Illustrative example: A network participates in TEFCA exchange.

Verify: program details evolve.

Related terms Interoperability HL7

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology Terms

Telehealth Platform

General (all payers)

Also called: video visit software; HIPAA-compliant video

Definition: Software used to deliver video sessions, which for covered entities should be configured to meet HIPAA requirements and be covered by a business associate agreement where required.
Why it matters: Security and vendor agreements matter for compliance.
Illustrative example: A practice uses a video platform under a BAA.

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology TermsTelehealth Terms

TherapyNotes

General (all payers)

Also called: Therapy Notes

Definition: A vendor of EHR and practice management software for behavioral health practices. Listed for reference; not an endorsement or partnership.
Why it matters: Widely used by solo and group therapy practices.
Illustrative example: A therapist documents and bills from TherapyNotes.

Reference source TherapyNotes

Categories EHR & Healthcare Technology Terms

USCDI

General (all payers)

Also called: United States Core Data for Interoperability

Definition: A standardized set of health data classes and elements for nationwide exchange.
Why it matters: Defines minimum data EHRs must be able to share.
Illustrative example: An EHR exports USCDI data elements.

Related terms Interoperability FHIR

Reference source HHS (U.S. Department of Health and Human Services)

Categories EHR & Healthcare Technology Terms

Valant

General (all payers)

Also called: Valant Behavioral Health EHR

Definition: A vendor of EHR and practice management software designed for behavioral health practices. Listed for reference; not an endorsement or partnership.
Why it matters: Behavioral-health-specific workflows and measurement tools.
Illustrative example: A psychiatry group documents in Valant.

Reference source Valant

Categories EHR & Healthcare Technology Terms

Veradigm

General (all payers)

Also called: Allscripts legacy

Definition: A health technology company, formerly Allscripts, offering EHR and related software. Listed for reference; not an endorsement or partnership.
Why it matters: Legacy Allscripts name appears in older documents.
Illustrative example: A practice uses Veradigm for e-prescribing.

Verify: confirm current offerings.

Reference source Veradigm

Categories EHR & Healthcare Technology Terms

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EHR Terms: Definitions for Therapists and Psychiatrists

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