Best EHR/Charting Systems for IBCLCs: A Guide to Streamlining Your Practice

As an IBCLC (International Board Certified Lactation Consultant), managing client information, keeping consult notes, tracking progress, and ensuring compliance are all part of the job. However, without an effective EHR (electronic health record) system, it can quickly become overwhelming. Whether you’re just starting out or looking to streamline your existing practice, the right charting system can help you save time, stay organized, and provide better care to your clients.

This is obviously an added expense, but it’s one that I think you need to invest in to stay organized, protect yourself and your clients, and to help your practice grow.

With many options available, finding an EHR platform that meets your needs as a lactation consultant is important. This article’ll explore six popular EHR and charting systems that are particularly useful for IBCLCs: PracticeQ, Practice Better, ChARM, Google Business Suite, Milk Notes, and Jane.

1. PracticeQ

PracticeQ (formerly IntakeQ) is a comprehensive, all-in-one system designed specifically for health professionals, making it a great fit for IBCLCs. It seems to be the most popular amongst lactation professionals. It offers a wide range of features that allow you to manage your entire practice in one place, including client scheduling, billing, charting, and HIPAA-compliant forms.

Key Features:

• Customizable Forms: Create personalized intake forms and consent forms that clients can fill out online.
• Client Portal: A secure portal where clients can schedule appointments, make payments, and access documents.
• Telehealth Integration: PracticeQ supports virtual consultations, which have become increasingly important for IBCLCs.
• Payment Processing: Integrates payment options directly into the platform, simplifying billing and transactions.
• Automated Reminders: Send appointment reminders and follow-up messages to clients.

Why IBCLCs Love It:

PracticeQ is great for IBCLCs because of its all-in-one functionality and focus on automating administrative tasks, so you can focus on your clients. The customizable forms and telehealth features are especially helpful for those offering virtual consultations. However, some users mention that the platform can initially feel overwhelming due to its vast array of features, but it’s worth the learning curve. Their customer support and onboarding teams are fantastic, and they are more than happy to walk you through and help you set it up for your needs.

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2. Practice Better

Practice Better is another highly regarded EHR system offering a streamlined client management approach. While nutritionists and other wellness professionals commonly use it, IBCLCs have found this platform particularly effective for charting, billing, and client communications. I use and love it. I have considered switching to other systems, but at the end of the day, it does what I need it to, and it does it well. I do wish there was a little more flexibility with how the scheduling system looks (I prefer how PracticeQ works more), but it does what it needs to do.

Key Features:

• Task Automation: Automates appointment reminders, invoicing, and follow-up emails. You can create snippets to help you quickly type out your charting and care plan.
• Client Portal: Offers a personalized portal where clients can book appointments, fill out forms, and view consult notes. They have an integrated messaging service which makes it easy to connect with your clients.
• Telehealth Capabilities: Provides secure video calls for virtual consultations. You can use their secure system or connect seamlessly with your Zoom account.
• Mobile-Friendly: Both the client and practitioner portals are mobile-friendly, allowing you to manage your practice on the go. The mobile app is top notch and it works really well.
• Food Journaling: If you’re working with clients on breastfeeding diets, Practice Better also offers a food journaling feature, as well as mood journals. I love when my clients use these features so I can help them better
• AI Services: They have recently added some new AI services, such as AI note taking, which are great tools for
• Program Options: I LOVE that I can host all of my courses in Practice Better. This has saved me quite a bit as I’ve switched from another platform. You can create all types of courses and group programs.

Why IBCLCs Love It:

Practice Better is user-friendly and ideal for those who want an easy-to-navigate platform with robust automation tools. IBCLCs appreciate the seamless telehealth integrations and the ability to communicate securely with clients, making this a top choice for consultants who want to focus on client care rather than paperwork.

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3. ChARM Health

ChARM Health is a versatile EHR platform that caters to a wide variety of healthcare providers, including lactation consultants. It offers a customizable, modular approach, meaning you can select the specific features you need for your practice, which makes it more affordable and adaptable.

Key Features:

• Customizable Templates: Create personalized charting templates for lactation consultations.
• Patient Portal: A HIPAA-compliant portal for clients to access their records, schedule appointments, and communicate with you securely.
• E-Prescriptions: If you work with medical providers, this can be a helpful feature for your practice.
• Document Management: Organize and store all client documents in one place.
• Revenue Cycle Management: Helps manage billing and insurance claims if needed.

Why IBCLCs Love It:

ChARM Health is highly customizable, which is one of the main reasons IBCLCs gravitate toward this platform. It’s ideal for practices that want the flexibility to adapt the software to their unique needs, such as creating custom charting forms specific to lactation care. However, the customizability means it may take some time to set up initially.

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4. Google Business Suite

Though not a dedicated EHR, Google Business Suite (which includes tools like Google Drive, Google Forms, Google Calendar, and Google Meet) is a surprisingly effective and budget-friendly option for IBCLCs just starting out. Many IBCLCs use Google Forms for intake forms and charting, while Google Calendar can be used for scheduling appointments.

Key Features:

• Google Forms: Create and store client intake forms and consent forms.
• Google Drive: Securely store client records, consult notes, and other documents.
• Google Meet: Conduct virtual consults via a secure video platform.
• Google Calendar: Schedule appointments and send automated reminders.

Why IBCLCs Love It:

For IBCLCs looking for a low-cost or free option to manage their practice, Google Business Suite offers essential tools without the high price tag. It’s not a full EHR solution, so it lacks the specialized features of other platforms, but it’s a great stepping stone for those who want a simple, DIY setup. Just be mindful of HIPAA compliance, as extra steps (such as using Google’s paid business services) are necessary to ensure privacy standards.

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5. Milk Notes

Milk Notes is a specialized EHR platform designed specifically for lactation consultants. This platform understands the unique needs of IBCLCs, offering an intuitive design tailored to the specifics of lactation care.

Key Features:

• Lactation-Focused Charting: Pre-built charting templates designed for lactation consultations.
• Client Portal: Secure client access for scheduling, payments, and form submissions.
• Comprehensive Reporting: Offers detailed reports to help track client progress and outcomes.
• HIPAA Compliance: Ensures all client information is securely stored and meets privacy requirements.

Why IBCLCs Love It:

Milk Notes is designed by IBCLCs, for IBCLCs. The lactation-focused features, like pre-built charting templates, make it easier to document consults without needing to customize or adapt a system designed for general healthcare. For consultants looking for a system that understands the nuances of their work, Milk Notes is a perfect match. However, as a smaller platform, it may not offer the breadth of features seen in more general platforms like PracticeQ or Practice Better.

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6. Jane

Jane is an increasingly popular EHR system among healthcare providers, including IBCLCs. This platform focuses on being user-friendly while offering all the essential tools needed to manage your practice, from scheduling and charting to billing and online payments.

Key Features:

• User-Friendly Interface: Simple and intuitive design makes it easy to use.
• Customizable Charting: Create templates for your consult notes specific to lactation care.
• Online Scheduling: Clients can book and manage their own appointments through the platform.
• Payment Processing: Accepts payments directly through Jane, and integrates with Stripe.
• Telehealth: Provides video consultations directly through the platform.

Why IBCLCs Love It:

Jane is well-loved for its simplicity and ease of use. It’s a fantastic option for IBCLCs who want a clean, intuitive system that can handle both in-person and virtual consults. The ability to customize charting templates and easily communicate with clients makes this platform particularly attractive to lactation consultants who want a professional but easy-to-manage system. However, it may lack some of the depth that more specialized platforms, like Milk Notes, provide.

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Final Thoughts

Choosing the right EHR/Charting system for your IBCLC practice comes down to your specific needs and how you want to manage your practice. If you’re looking for a specialized solution tailored to lactation care, platforms like Milk Notes or PracticeQ might be the perfect fit. On the other hand, if you want something more customizable or budget-friendly, Google Business Suite or ChARM Health could work well.

Each of these platforms offers unique advantages, so it’s essential to consider what will work best for your workflow, budget, and the level of client care you want to provide. No matter which system you choose, having a reliable EHR will help streamline your practice, reduce administrative burdens, and allow you to focus on what matters most—supporting breastfeeding families.