Tebra vs. Proactive Chart: Which is Best for Independent Practices?

When Kareo merged with PatientPop to form Tebra in 2021, many independent practices hoped the combination would create a best-in-class platform for small clinics. Three years later, the reality has been more complicated—and many practice owners are actively looking for alternatives.

If you’re researching “Tebra vs Proactive Chart” or “Tebra alternatives,” you’re likely experiencing one of the common frustrations that drive practices away: rigid 60-day cancellation requirements, billing workflow inefficiencies, unexpected costs, or the platform’s shift toward larger practices. This comprehensive comparison will help you make an informed decision for your independent practice.

The Tebra Reality: What Changed After the Merger

Promise vs. Reality

Tebra positioned itself as the ultimate all-in-one platform for independent practices, combining:

• Electronic Health Records (EHR)
• Practice Management
• Medical Billing
• Patient Engagement (from PatientPop)
• Reputation Management

On paper, it sounds perfect. In practice, many small clinics have encountered significant challenges.

The 60-Day Cancellation Trap

One of the most frustrating aspects of Tebra contracts is the mandatory 60-day advance notice for cancellation. According to Tebra’s own Terms of Service:

“Customers must provide written notice of non-renewal at least 60 days in advance of the end of their Customer Agreement. Any notice received with less than 60 days’ notice will result in auto-renewal for an additional term.”

What does this mean in practice?

• You can’t cancel mid-contract without early termination fees
• If you miss the 60-day window by even one day, you’re auto-renewed
• All fees are non-refundable and non-cancellable
• You continue paying even if you stop using the platform

Real Example from BBB Complaints: One practice owner reported being charged $995.47 despite never fully using the platform. After “at least four written cancellation requests between September 15-25,” they continued receiving invoices because they hadn’t met the 60-day requirement.

The Billing Interface Problem

While Tebra offers integrated billing, user reviews consistently highlight workflow issues:

From Verified User Reviews:

• “The clearinghouse consistently rejects claims, making the billing process inefficient and unreliable”
• “The requirement to download a desktop version just to conduct billing is outdated and inconvenient”
• “The desktop app for billing in Tebra could be improved—it’s not very intuitive and can be difficult to understand”

One reviewer on Capterra summed it up: “Customization is a known challenge, particularly for practices with unique billing setups or niche specialties.”

The Hidden Costs Nobody Mentions

Tebra uses custom quote-based pricing, which means:

• No transparent pricing on their website
• Costs vary significantly based on practice size
• Add-on fees for features you’d expect to be included
• $1 per note for Note Assist (AI documentation help)
• $2,000 fee to export your database in a format other EMRs can’t use

As one user complained: “Patient paperwork doesn’t auto-populate in the chart, making it cumbersome and time-consuming to enter patient information.”

Support Quality Concerns

Multiple recent reviews mention deteriorating support:

• “Awful support. They pay no attention to reported bugs and ignore them.”
• “Inadequate training—the trainer did only one session and referred us to look online when questions arose”
• “Speed issues and outages interrupt your workflow at the worst times”
• “The software was better before Tebra bought out Kareo. It’s extremely frustrating and not very customizable”

Proactive Chart: Built for Independent Practices

Proactive Chart was designed specifically to address the frustrations that small practices experience with enterprise-focused platforms like Tebra.

Transparent, Predictable Pricing

Proactive Chart: $79/month per provider

• ✅ All-inclusive (EHR, Practice Management, Billing, Patient Portal)
• ✅ No setup fees
• ✅ No per-note charges
• ✅ No hidden add-ons
• ✅ No long-term contracts

Tebra: Custom pricing (typically $200-400+/month per provider based on user reports)

• ❌ Requires sales consultation for quote
• ❌ Additional costs for premium features
• ❌ $1 per note for AI assistance
• ❌ $2,000 data export fee
• ❌ Rigid contracts with 60-day cancellation notice

Contract Flexibility You Can Trust

Proactive Chart:

• Month-to-month agreements
• Cancel anytime with 30-day notice
• No auto-renewal traps
• Free data export at any time
• Your data, your choice

Tebra:

• Long-term contracts required
• 60-day advance cancellation notice
• Auto-renewal if you miss deadline
• All fees non-refundable
• Early termination penalties
• $2,000+ to export data in usable format

Billing That Actually Works

Proactive Chart’s approach:

• Web-based billing (no desktop app required)
• Direct clearinghouse integration
• Real-time claim status tracking
• Easy claim correction workflow
• Automated eligibility verification
• Included in base price

Tebra’s challenges (from user reports):

• Requires separate desktop application
• Frequent clearinghouse rejections
• Non-intuitive claim correction process
• Limited customization for specialty practices
• Additional fees for advanced features

Responsive Support When You Need It

Proactive Chart:

• Real humans answer (not outsourced call centers)
• Email, chat, and phone support included
• Response time typically under 2 hours
• Free implementation assistance
• Ongoing training resources at no charge

Tebra (from user reviews):

• “Awful support that ignores bugs”
• “Inadequate training with single session”
• “Outsourced customer support”
• “Referred to online resources for questions”

Feature Comparison: Tebra vs. Proactive Chart

Total Cost of Ownership: 3-Year Comparison

Let’s calculate the real cost difference for a 2-provider independent practice over 3 years:

Tebra (Conservative Estimate):

• Monthly subscription: $300/mo × 36 months = $10,800
• Setup/implementation fee: $1,500
• Training (limited sessions, then paid): $500
• AI Note Assist (avg 200 notes/mo): $200/mo × 36 = $7,200
• Data export (if you leave): $2,000
• Total 3-Year Cost: $22,000

Proactive Chart:

• Monthly subscription: $158/mo × 36 months = $5,688
• Setup fee: $0
• Training: $0 (unlimited)
• AI features: $0 (included in roadmap)
• Data export: $0 (free anytime)
• Total 3-Year Cost: $5,688

Savings with Proactive Chart: $16,312 over 3 years

When Tebra Might Make Sense

To be fair, Tebra isn’t wrong for everyone. It may be worth considering if:

• You’re a multi-location practice (5+ locations) needing enterprise-grade patient marketing
• You have dedicated IT staff to manage the desktop billing application
• You primarily serve mental health and benefit from Tebra’s mental health-specific features
• You’re already deeply integrated with Tebra’s ecosystem and the switching cost outweighs the savings
• You need heavy customization and have the budget for it

However, for most independent practices with 1-5 providers, Tebra’s complexity, cost, and inflexibility create more problems than they solve.

When Proactive Chart Is the Better Choice

Proactive Chart is specifically built for practices that:

• ✅ Want predictable, transparent pricing without surprise fees
• ✅ Value flexibility over being locked into multi-year contracts
• ✅ Need PT-specific workflows (8-minute rule, KX modifiers, SOAP templates)
• ✅ Prefer modern web-based tools over legacy desktop applications
• ✅ Operate cash-based or out-of-network practices with superbill needs
• ✅ Want responsive support from people who understand small practices
• ✅ Need to control costs while maintaining professional-grade features

Real User Perspectives

What Tebra Users Say (from recent reviews):

On G2 (3.8/5 stars):

“The software feels outdated and doesn’t live up to promises of API coding or system integration. I feel deceived by exaggerated claims.”

On Capterra:

“Users complained about awful support. They pay no attention to reported bugs and ignore them.”

“The clearinghouse consistently rejects claims, making the billing process inefficient and unreliable.”

BBB Complaint:

“Tebra repeatedly failed to uphold its contractual and promotional obligations, while continuing to issue invoices and apply charges improperly.”

What Proactive Chart Users Say:

“Switching from our previous EMR was the best decision we made. The pricing is transparent, support is responsive, and the platform just works. We’re saving over $400/month compared to what we were paying before.” — Dr. Sarah M., 2-provider PT clinic

“No more desktop billing app, no more surprise fees, no more feeling trapped by a contract. Proactive Chart gives us the freedom to focus on patient care.” — Michael R., Independent Practitioner

The Migration Question: “Is It Worth Switching?”

If you’re currently on Tebra and considering a switch, here are key questions to ask:

1. When does your contract renew?

• Remember the 60-day notice requirement
• Calculate your current contract end date
• Submit cancellation notice at least 65-70 days in advance to be safe

2. What’s your current monthly cost?

• Base subscription
• Add-on features (Note Assist, etc.)
• Any overage charges
• Compare to Proactive Chart’s $79/month flat rate

3. How complex is your data?

• Tebra charges $2,000 for data export
• Proactive Chart assists with migration at no additional cost
• Consider this one-time cost against long-term savings

4. What’s your opportunity cost?

• Time spent troubleshooting billing errors
• Staff frustration with desktop apps
• Delayed claims due to clearinghouse issues

Migration Timeline

Week 1-2: Trial and Evaluation

• Sign up for Proactive Chart 30-day free trial
• Import sample patient data
• Test key workflows (scheduling, documentation, billing)
• Train 1-2 staff members
• Review our complete EMR switching guide for detailed planning

Week 3-4: Parallel Running

• Continue using Tebra for active patients
• Document new patients in Proactive Chart
• Submit test claims through Proactive Chart
• Verify clearinghouse connections

Week 5-6: Full Transition

• Submit Tebra cancellation notice (60-70 days before contract end)
• Request data export from Tebra ($2,000 fee)
• Import historical data to Proactive Chart
• Cutover active patients to new system

Week 7-8: Optimization

• Cancel Tebra after notice period
• Fine-tune workflows in Proactive Chart
• Complete staff training
• Update patients on any portal changes

Total migration time: 6-8 weeks (with Tebra notice period)

Frequently Asked Questions

Q: Can I try Proactive Chart before committing?

Yes! Proactive Chart offers a 30-day free trial with full feature access. Import sample data, test billing workflows, and train your team—no credit card required.

Q: What happens to my data if I switch from Tebra?

Tebra charges a $2,000 fee for data export in their proprietary format. Proactive Chart’s team will help you convert and import this data. Plus, you can export your data from Proactive Chart free, anytime—your data belongs to you.

Q: Does Proactive Chart have the PT-specific features I need?

Yes. Proactive Chart was built specifically for physical therapy and medical practices, including:

• 8-minute rule time tracking and calculations
• KX modifier support for Medicare
• PT-specific SOAP templates
• Functional outcome measures tracking
• Automated superbill generation for out-of-network patients

Q: What if I have a multi-year Tebra contract?

Review your contract’s early termination clause. In many cases, the monthly savings with Proactive Chart ($200-300+/month for a 2-provider practice) can offset early termination fees within 6-12 months. Our team can help you calculate your specific ROI.

Q: Is billing really included, or will there be add-on costs?

Billing is fully included in the $79/month base price. There are no per-claim fees, no desktop app to purchase, no clearinghouse markups. What you see is what you pay.

Q: How long does implementation take with Proactive Chart?

Most small practices (1-3 providers) are fully operational within 1-2 weeks. We provide:

• Free implementation support
• Data migration assistance
• Unlimited training sessions
• Dedicated onboarding specialist

There are no separate implementation fees or limited training sessions like Tebra.

Q: What if I need help after go-live?

Proactive Chart includes unlimited support via email, chat, and phone—all US-based support staff. No outsourced call centers, no “one training session and you’re on your own.” Typical response time is under 2 hours.

The Bottom Line: Which Platform Is Right for You?

Choose Tebra if:

• You’re a large practice (10+ providers) or multi-location health system
• You have dedicated IT and billing staff to manage complexity
• You’ve already invested heavily in Tebra’s ecosystem
• You need advanced patient marketing features from PatientPop integration
• You’re willing to pay premium prices for enterprise features

Choose Proactive Chart if:

• You’re an independent practice (1-5 providers)
• You want transparent, predictable pricing under $100/month
• You need flexibility without 60-day cancellation requirements
• You operate a PT practice needing specialty-specific workflows
• You value responsive support and easy-to-use interfaces
• You’re cost-conscious but still need professional-grade features
• You want to own your data with free export anytime

Take the Next Step

If Tebra’s rigid contracts, billing workflow issues, and escalating costs are holding your practice back, it’s time to explore a better alternative.

Proactive Chart offers:

• ✅ 30-day free trial (no credit card required)
• ✅ Free migration assistance from Tebra
• ✅ Transparent $79/month pricing
• ✅ No long-term contracts or cancellation penalties
• ✅ All features included (EHR, billing, patient portal, telehealth)

Ready to Make the Switch?

Start Your Free 30-Day Trial →

No risk. No obligations. Just a better way to run your independent practice.

Related Resources

• How to Switch EMR Systems Without Losing Data - Complete migration roadmap with validation checklist
• Cancel Tebra Contract: 60-Day Notice Requirements Guide - Navigate Tebra’s cancellation policy
• PT Billing and RCM Guide - Optimize your billing workflows
• Solo Practitioner EMR: Right-Sized Solutions - Compare options for independent practices
• Client Success Stories: Transitioning to Proactive Chart - Real migration experiences

Questions about switching from Tebra? Our team has helped dozens of practices migrate successfully. Schedule a personalized consultation →

“We calculated that switching from Tebra to Proactive Chart would save us $4,800 per year—and that’s not even counting the hours we’ve saved by not fighting with the billing desktop app.” — Dr. Jennifer K., Austin, TX