Choosing an EMR for a small practice can feel like speed dating with software—lots of promises, flashy features, and not enough time to know if it’s really a match.
So what’s the best way to evaluate your options?
Should you rely on a free trial, schedule a guided demo, or both? And more importantly—what should you actually be looking for?
Here’s a breakdown to help you confidently assess the best EMRs for small teams before you commit.
Free Trial: Great for Hands-On Testers
A free trial lets you explore the platform on your own terms. This works best if you:
- Like to “click around” and learn by doing
- Have a few hours to test workflows
- Want to see how intuitive the platform really is
- Are comparing multiple EMRs side-by-side
What to Do During a Trial:
Plan to carve out 30-45 minutes to play with the system. Remember you may be able to tweak workflows if you’re exploring a flexible EMR - so take notes as you run into questions or have ideas on customizations!
- Create a few fake patients and try scheduling, charting, billing
- Test communication tools (email, text, reminders)
- Try mobile access, if that's important to your team
- Check load speed and layout on your devices (make sure you’re using a modern browser like Chrome for the best experience!)
Don’t just test the features. Evaluate how it feels to use them every day.
Live Demo: Great for Getting the Big Picture (Fast)
A demo is usually a 30–60 minute guided walkthrough with a product specialist.
It’s perfect if you:
- Want to ask questions in real time
- Need a quick overview without clicking through every feature
- Have unique workflows or specialty needs
- Prefer to talk to a human before making a decision
What to Ask During a Demo:
- “How does this work for a solo practice vs. a growing team?”
- “Can you show me a day in the life of a provider in this system?”
- “How customizable is the charting for my specialty?”
- “What’s included vs. extra cost?”
- “What happens if I want to add a second location later?”
Pro tip: Have your team join the call. Billing, admin, and providers will all spot different things.
Best of Both Worlds? Try Demo + Trial
The smartest move? Start with a demo, then request a trial.
That way:
- You get a guided intro and context
- You avoid wasting time on tools that obviously won’t work
- You can ask for help setting up your trial environment with your actual workflows
Some platforms even offer “assisted trials,” where support is on hand to answer questions as you go.
A 5-Step Framework to Evaluate EMRs for Small Teams
Use this checklist during any demo or trial:
Final Thought: Don’t Just Evaluate Features—Evaluate Fit
The “best” EMR for your small team isn’t just the one with the most bells and whistles. It’s the one that:
- Has the customer support you need
- Matches your workflow
- Makes your team’s life easier
- Grows with you
- Fits your budget and your brain
Demos and trials are your chance to figure that out—so take your time, ask smart questions, and bring your real workflows to the table.
At OptiMantra, we know one size doesn’t fit all—especially for small, growing teams. That’s why we offer both guided demos and flexible trials, so you can explore on your terms. Whether you’re a solo provider or scaling your practice, we’re here to support your success every step of the way. Ready to see if it’s a match? Start your free trial or schedule a demo today.
