Skip to main content

12 Best Healthcare CRM Software

After a thorough evaluation, I've handpicked 12 top-notch healthcare CRM software tools. Each selection aims to address your specific needs and fill those hard-to-solve gaps in your practice.

  1. Efficy - Best for dynamic client data management
  2. Solutionreach - Best for patient engagement and communication
  3. Zendesk - Best for customer support ticketing in healthcare
  4. Vcita - Best for small healthcare businesses seeking streamlined CRM
  5. LeadSquared - Best for HIPAA-compliant CRM needs
  6. Really Simple Systems - Best for simple, HIPAA-compliant CRM solutions
  7. Thryv - Best for end-to-end client management
  8. Zoho for Healthcare - Best for comprehensive, healthcare-specific CRM
  9. Salesforce - Best for advanced analytics and data management
  10. Aesthetics Pro - Best for clinics in the aesthetics industry
  11. Pipedrive - Best for sales process tracking in healthcare
  12. Monday.com - Best for healthcare teams needing project management integrated CRM

Navigating the vast world of CRM software as a healthcare professional can feel overwhelming, but I understand your unique needs and the challenges you face. CRM software isn't just about managing contacts - it's a crucial tool for improving patient communication, managing appointments and referrals, tracking patient medical history and trends, and simplifying billing and coding.

I know that a key pain point in healthcare management is juggling numerous tasks and responsibilities while trying to provide top-notch patient care. That's why I've shortlisted these healthcare CRM software options for you. Each one offers a solution to streamline your processes, improve communication, and help you focus on what truly matters: your patients.

What Is Healthcare CRM Software?

Healthcare CRM software, or Customer Relationship Management software, is a specialized tool used primarily by medical professionals, clinics, and hospitals. The central function of this software solution is to manage and analyze patient interactions and data throughout the patient lifecycle. This allows healthcare providers to enhance patient care, manage interactions, and nurture relationships more effectively.

Users include anyone from solo practitioners to large healthcare systems, and the software aids in managing patient information, appointments, referrals, communication, billing, and even outreach efforts. It's a tool that enables professionals in the healthcare industry to seamlessly integrate all facets of patient management into one accessible and efficient system.

Overviews of the 12 Best Healthcare CRM Software

1. Efficy - Best for dynamic client data management

Efficy healthcare CRM software interface
Efficy's contacts dashboard

Efficy is a highly customizable CRM solution designed to adapt to the specific needs of your healthcare practice. It offers a central place for all your client data, allowing for dynamic data management that’s crucial for a fluid healthcare practice.

Why I Picked Efficy:

I selected Efficy because of its impressive flexibility and its focus on dynamic data management. In an industry where client data changes rapidly, Efficy's adaptability makes it stand out. Its strength lies in managing complex data dynamics, making it the optimal choice for healthcare professionals seeking a CRM tool that can grow and evolve with their practice.

Standout Features & Integrations:

Efficy's standout features include a comprehensive customer database, opportunity management, segmentation, and marketing campaign management. Its dynamic data management capability allows healthcare professionals to stay updated with their clients' data effectively. As for integrations, Efficy provides an open API, making it compatible with multiple software, including Microsoft, Google Apps, and many telephony systems.

Pricing:

Efficy's pricing starts from $35/user/month (billed annually). They offer several plans to cater to different business sizes and needs.

Pros:

  • High level of customization
  • Strong dynamic data management
  • Open API for flexible integration

Cons:

  • No free trial or free version
  • Pricing can be steep for small practices
  • Requires a learning curve to fully utilize its extensive features

2. Solutionreach - Best for patient engagement and communication

Solutionreach healthcare CRM software interface
Solutionreach's dashboard

Solutionreach serves as a comprehensive healthcare communication platform, optimizing patient engagement and interactions. Its tools focus on forging strong, meaningful relationships between healthcare providers and their patients.

Why I Picked Solutionreach:

I picked Solutionreach because it stands out with its robust patient communication tools, which are the backbone of any thriving healthcare practice. It offers innovative ways to engage patients, making it best for healthcare providers who prioritize open and transparent communication. In my assessment, its ability to enhance patient engagement and the overall experience sets it apart from other medical CRM software.

Standout Features & Integrations:

Key features of Solutionreach include automated real-time appointment reminders and follow-up notifications, patient surveys, and a patient portal. The platform also allows for effective communication via sms, email, and voice. Regarding integrations, Solutionreach syncs well with a wide range of electronic health record (EHR) & PM systems, making data transfer smooth and efficient.

Pricing:

Solutionreach does not disclose its pricing publicly. You have to contact the company directly for a quote, so it's a case of "Pricing upon request".

Pros:

  • Robust patient communication tools
  • Comprehensive patient engagement features
  • Wide range of EHR & PM system integrations

Cons:

  • No free trial or free version
  • Pricing information is not transparent
  • Could be cost-prohibitive for small practices

3. Zendesk - Best for customer support ticketing in healthcare

Zendesk software interface
Zendesk's dashboard

Zendesk is a versatile CRM platform that shines in managing customer support ticketing, particularly in the healthcare sector. This tool aims to streamline the way healthcare professionals handle patient inquiries and support requests.

Why I Picked Zendesk:

I chose Zendesk for its powerful ticketing system that simplifies customer support in healthcare settings. This tool sets itself apart with its unique ability to manage and resolve patient support tickets efficiently, earning it the title of 'best for customer support ticketing'. In my opinion, Zendesk's focus on streamlining patient interactions and queries makes it an excellent fit for healthcare providers with a high volume of patient communications.

Standout Features & Integrations:

Zendesk comes equipped with a robust ticketing system, automated responses, and comprehensive analytics tools. These features work together to simplify the handling of patient inquiries and improve overall patient care. Zendesk integrates seamlessly with a wide variety of other platforms such as email, web, social media, and phone.

Pricing:

Zendesk pricing starts from $49/user/month (billed annually). The pricing structure allows for scalability and grows with your business needs.

Pros:

  • Powerful ticketing system
  • Variety of integrations for streamlined workflow
  • Comprehensive analytics tools

Cons:

  • High starting price may not suit small practices
  • Free trial has limitations
  • Might require a learning curve for those unfamiliar with ticketing systems

4. Vcita - Best for small healthcare businesses seeking streamlined CRM

Vcita interface
Vcita's dashboard

Vcita is a healthcare CRM solution designed specifically for small businesses. The platform aims to streamline customer relations and improve client communication for small-scale healthcare providers.

Why I Picked Vcita:

I picked Vcita for its direct focus on small healthcare businesses, delivering a streamlined CRM that simplifies and improves client communications. Its distinct capability to cater to smaller businesses makes it stand out. Vcita is "best for" small healthcare businesses due to its scalable, user-friendly CRM solutions that specifically address the challenges these enterprises face.

Standout Features & Integrations:

Vcita has a comprehensive set of features including appointment scheduling, online payments, and client communication tools. It integrates well with various software platforms such as Google Calendar, PayPal, and Quickbooks, ensuring a smooth workflow.

Pricing:

Vcita starts from $12/user/month, making it an affordable option for small businesses. However, this pricing is based on an annual billing cycle.

Pros:

  • Tailored for small healthcare businesses
  • Variety of integrations for smoother workflow
  • Affordable pricing

Cons:

  • May not be suitable for large healthcare organizations
  • Limited features in free trial
  • Relatively limited functionality compared to some larger CRMs

5. LeadSquared - Best for HIPAA-compliant CRM needs

LeadSquared healthcare CRM software interface
LeadSquared healthcare CRM software

LeadSquared is a robust healthcare CRM system that ensures the efficient management of patient data while remaining fully HIPAA-compliant. It provides a secure environment for healthcare providers to manage and engage with patients effectively.

Why I Picked LeadSquared:

I chose LeadSquared for its strong commitment to HIPAA-compliant data management, which is a crucial requirement in the healthcare sector. Its distinctive quality is its rigorous focus on security add-ons, making it stand out from other CRM solutions. Given its Health Insurance Portability and Accountability Act (HIPAA) compliance, LeadSquared is "best for" healthcare organizations seeking a secure environment for patient data management and engagement.

Standout Features & Integrations:

LeadSquared offers a variety of essential features including patient demographics tracking, appointment scheduling, and digital records management. It integrates smoothly with other healthcare software systems such as EHRs and billing systems, facilitating a unified patient care platform.

Pricing:

The pricing for LeadSquared starts at $25/user/month. This cost is subject to an annual billing cycle.

Pros:

  • HIPAA-compliant
  • Variety of patient management features
  • Smooth integration with existing systems

Cons:

  • No free plan available
  • Might be cost-prohibitive for smaller practices
  • More suited to larger organizations due to its complex features

6. Really Simple Systems - Best for simple, HIPAA-compliant CRM solutions

Simple Systems healthcare CRM software interface
Really Simple Systems healthcare CRM software

Really Simple Systems is a CRM solution designed with simplicity in mind, while also ensuring compliance with healthcare regulations such as HIPAA. It caters to healthcare providers looking for an easy-to-use system to manage patient relationships and data securely.

Why I Picked Really Simple Systems:

In selecting this tool, what caught my attention was its balance between simplicity and regulatory compliance. While many CRM systems can be overly complex, Really Simple Systems differentiates itself by offering an easy-to-use interface without compromising on necessary HIPAA-compliant features.

Therefore, it's my pick as the "best for" providers in search of a straightforward, HIPAA-compliant CRM solution.

Standout Features & Integrations:

The tool's standout features include its patient data management, patient relationship management (PRM), and reporting capabilities, as well as the simplicity of its interface. Its integrations include popular tools like Microsoft Office 365, Google Workspace, and Zapier, allowing users to sync their existing systems seamlessly.

Pricing:

Pricing for Really Simple Systems starts from $14/user/month (billed annually).

Pros:

  • Simplicity in interface and functionality
  • HIPAA-compliant
  • Availability of a free version

Cons:

  • More advanced features only in premium plans
  • Limited storage in the free version
  • Could lack complex features needed by larger organizations

7. Thryv - Best for end-to-end client management

Thryv healthcare CRM software interface
Thryv's dashboard

Thryv is a client management platform that consolidates numerous business tasks into one system, helping businesses manage clients more effectively. It is particularly suited for businesses seeking an all-in-one solution for managing every stage of the client journey.

Why I Picked Thryv:

Choosing Thryv for this list was primarily driven by its holistic approach to client management. In contrast to other platforms, Thryv provides a unified suite of tools for businesses, reducing the need for multiple disjointed systems. Its stand-out capability to handle client management from end-to-end is why I consider it the "best for" businesses looking for comprehensive client management solutions.

Standout Features & Integrations:

Thryv's critical features include contact and lead management, appointment scheduling, communication tools, and online payment processing. For integrations, it connects with popular platforms like QuickBooks, WordPress, Gmail, and Outlook, providing a well-rounded approach to end-to-end client management.

Pricing:

Thryv's pricing is available upon request, suggesting a tailored approach to each client's needs and specifications.

Pros:

  • Comprehensive client management tools
  • Integrates with popular platforms
  • Tailored pricing plans

Cons:

  • No free plan
  • Pricing is not transparent
  • May have a learning curve due to the range of features

8. Zoho for Healthcare - Best for comprehensive, healthcare-specific CRM

Zoho healthcare CRM software interface
Zoho healthcare CRM software

Zoho for Healthcare is a specialized Customer Relationship Management (CRM) solution designed to cater to the unique needs of the healthcare sector. Its robust set of features and functionalities aims to streamline operations, from patient management to billing, making it a comprehensive tool for healthcare providers.

Why I Picked Zoho for Healthcare:

I selected Zoho for Healthcare because it is a healthcare-specific Zoho CRM tool. Its standout characteristic is its capacity to address industry-specific challenges such as patient management and compliance with healthcare regulations. The tool's unique design for the healthcare sector makes it the "best for" comprehensive, healthcare-specific CRM requirements.

Standout Features & Integrations:

Zoho for Healthcare boasts features such as a 360-degree view of patient records, appointment scheduling, invoicing, and billing management. It also includes collaboration tools to improve communication within the organization. Zoho integrates seamlessly with other Zoho products, as well as popular platforms like Microsoft Office 365 and G Suite.

Pricing:

The pricing for Zoho for Healthcare starts from $20/user/month. This cost is for the Basic plan, with additional features and capabilities available at higher pricing tiers.

Pros:

  • Tailored for healthcare industry needs
  • Comprehensive feature set
  • Seamless integration with Zoho ecosystem and other popular platforms

Cons:

  • No free tier, only a trial version
  • May be more expensive compared to generic CRM tools
  • Relatively steep learning curve for those unfamiliar with the Zoho ecosystem

9. Salesforce - Best for advanced analytics and data management

Salesforce healthcare CRM software interface
Salesforce healthcare CRM software

Salesforce is a cloud-based CRM platform that offers an extensive range of features for managing customer relationships, sales, marketing, and more. Its advanced analytics and data management capabilities make it a powerful tool for businesses looking to extract insights from their data.

Why I Picked Salesforce:

I picked Salesforce for its powerful analytics and robust data management features. Salesforce distinguishes itself with Einstein Analytics, its artificial intelligence (AI) system that leverages data to provide business insights and predict outcomes. I deem Salesforce "best for" businesses that require advanced analytics and data management due to its ability to harness and interpret large amounts of data effectively.

Standout Features & Integrations:

Salesforce provides advanced features like contact and lead management, opportunity management, and customizable report templates and dashboards. It's particularly recognized for Einstein Analytics, which offers predictive analytics and machine learning capabilities. Salesforce has numerous integrations, including with software such as Microsoft Office, Google Workspace, Slack, and Mailchimp, enhancing its versatility.

Pricing:

Pricing for Salesforce starts from $25/user/month, billed annually. This is for the Essentials package which covers basic CRM functionalities. Other plans with more advanced features are available at higher price points.

Pros:

  • Advanced analytics and data management capabilities
  • Wide array of features and customizability
  • Extensive integration options

Cons:

  • No permanent free plan, only a trial
  • Can be complex and overwhelming for new users
  • The cost can be high, particularly for small businesses

10. Aesthetics Pro - Best for clinics in the aesthetics industry

Aesthetics Pro software interface
Aesthetics Pro's dashboard

Aesthetics Pro is a cloud-based, medical spa management solution that offers electronic medical records (EMR), appointment scheduling, and marketing services. It's designed specifically for the aesthetics industry, making it a great fit for clinics in this field.

Why I Picked Aesthetics Pro:

In making my selection, I looked at the industry-specific needs of aesthetics clinics. Aesthetics Pro stood out with its unique blend of EMR, practice management, and marketing tools tailored for this industry. Its specialization makes it an ideal choice for clinics in the aesthetics industry, effectively handling their unique workflow and patient management needs.

Standout Features & Integrations:

Aesthetics Pro stands out with its comprehensive electronic medical records (EMR) system, client-facing portal for appointment scheduling, and in-built marketing tools such as email marketing automation and lead tracking. Its integrations are mainly payment processors, like Square and CardConnect, which can facilitate smoother financial transactions.

Pricing:

Pricing for Aesthetics Pro starts from $149/month (billed annually) for their 'Standard' plan. More feature-rich plans are available at higher price points. Please note, a one-time onboarding fee is required upon signing up.

Pros:

  • Industry-specific features tailored for aesthetic clinics
  • Comprehensive EMR system
  • Integrated marketing tools

Cons:

  • No free plan, only a free demo
  • Higher starting price compared to some other CRMs
  • An additional onboarding fee applies

11. Pipedrive - Best for sales process tracking in healthcare

Pipedrive CRM software interface
Pipedrive's dashboard

Pipedrive is a robust Customer Relationship Management (CRM) tool specifically designed with sales teams in mind. It facilitates sales process tracking, aiding healthcare organizations in better managing and optimizing their sales pipelines.

Why I Picked Pipedrive:

In comparing different CRMs for this list, I chose Pipedrive for its strong focus on sales process management. It is designed to provide an easy-to-use platform that streamlines pipeline management. It is uniquely suitable for healthcare organizations aiming for new patient acquisition and retention to optimize their sales process.

It's especially beneficial for sales process tracking in the healthcare sector, where maintaining a well-managed sales pipeline can be crucial.

Standout Features & Integrations:

Pipedrive shines with features such as pipeline management, sales reporting, invoicing, and email tracking. Moreover, it boasts integration capabilities with numerous mobile apps and platforms including, but not limited to, Google Apps, MailChimp, Trello, and Zapier, providing the flexibility that healthcare organizations might need.

Pricing:

Pricing for Pipedrive starts from $12.50/user/month (billed annually). Remember, this is the starting price and higher-tier plans with additional features are available at different price points.

Pros:

  • Strong focus on sales process tracking
  • Extensive integration capabilities
  • User-friendly interface

Cons:

  • No free plan available, only a free trial
  • Advanced features only available at higher price tiers
  • Healthcare-specific features may be limited

12. Monday.com - Best for healthcare teams needing project management integrated CRM

Monday.com healthcare CRM software interface
Monday.com's dashboard

Monday.com is a versatile project management system that seamlessly integrates with CRM capabilities. It caters to healthcare teams needing a platform to manage projects, tasks, and customer relationships all in one place.

Why I Picked Monday.com:

I picked Monday.com because of its strength in integrating project management with CRM. This ability sets it apart from many other CRM tools. The decision to include it in this list was also influenced by its potential to cater to healthcare teams who need to manage customer relations and handle project and task management. Thus, it stands out as a suitable option for healthcare teams needing project management integrated CRM.

Standout Features & Integrations:

Key features of Monday.com include project and task management, workflow automation, and advanced reporting. The platform also provides extensive integration capabilities with widely used applications such as Google Workspace, Microsoft Outlook, Slack, and many more.

Pricing:

The pricing for Monday.com starts from $8/user/month (billed annually). It's important to note that this is the starting price, with additional features available at higher price points.

Pros:

  • Provides CRM capabilities alongside robust project management
  • Extensive integration capabilities
  • Highly customizable interface

Cons:

  • No permanent free plan, only a free trial
  • Advanced features may require higher-tier plans
  • Might have a steep learning curve for new users

Other Healthcare CRM Software

Below is a list of additional healthcare CRM software that I shortlisted, but did not make it to the top 12. Definitely worth checking them out.

  1. Hubspot - Good for all-in-one marketing, sales, and service platform
  2. Caspio - Good for customizable healthcare management software
  3. NextHealth - Good for integrating with various EHR systems
  4. Veeva - Good for pharmaceutical and biotechnology companies
  5. Odoo - Good for open-source CRM with diverse business application integrations
  6. VerioMed - Good for AI-powered healthcare CRM and data management
  7. Sequence Health - Good for integrating CRM and electronic medical record systems
  8. Insightly - Good for project management-focused healthcare CRM
  9. Freshsales - Good for an intuitive interface and AI-driven insights
  10. Kapture - Good for mobile-first healthcare CRM operations

Selection Criteria for Healthcare CRM Software

When evaluating healthcare CRM software, there are several criteria that are key to identifying the most effective and useful tools. I've tested dozens of health and wellness CRM tools and was really looking for features that streamline patient management, data privacy, interoperability, and user-friendly interfaces. Here are the specific criteria that were most important in my selection process:

Core Functionality

  • Streamlined patient management: The tool should facilitate easy scheduling, tracking, and managing of patient appointments.
  • Data privacy: Given the sensitivity of health-related data, a top-tier CRM for healthcare should offer robust security features, complying with standards like HIPAA.
  • Interoperability: It should smoothly integrate with other software in use, like EHR/EMR systems, billing software, and appointment scheduling platforms.

Key Features

  • Contact management: The ability to track and manage patient contacts effectively is crucial.
  • Communication tools: Integrated communication features such as email or messaging systems for streamlined contact with patients are desirable.
  • Patient Portal: An interactive portal where patients can book appointments, view their health records, and communicate with healthcare providers enhances the overall patient journey.
  • Reporting and analytics: Tools should provide insightful reports about patient behavior, appointment schedules, and other relevant metrics.

Usability

  • Intuitive user interface: Healthcare CRMs should offer a clean and intuitive interface that's easy to navigate, even for non-tech-savvy users.
  • Easy onboarding and training: A good health and CRM will have extensive onboarding resources, tutorials, or even a dedicated customer success manager.
  • Role-based access: Given the sensitive nature of healthcare data, the CRM should enable admins to easily define access rights for different user roles, from doctors to receptionists.
  • Reliable customer support: Rapid response times, 24/7 availability, and knowledgeable support staff can greatly impact the usability and overall experience of a healthcare CRM tool.

Most Common Questions Regarding Healthcare CRM Software

What are the benefits of using healthcare CRM software?

Healthcare CRM software offers numerous benefits that help improve patient care and enhance the efficiency of healthcare providers:

  1. Streamlined Patient Management: A healthcare CRM allows you to schedule, track, and manage patient appointments in one place.
  2. Enhanced Communication: CRM tools often feature integrated communication systems that facilitate seamless interaction with patients.
  3. Improved Data Management: These platforms assist in managing patient records securely, ensuring easy access while maintaining data privacy.
  4. Personalized Patient Experience: A CRM can help provide personalized care by tracking patient history and preferences.
  5. Data-Driven Decision Making: CRM software often includes analytics and reporting tools, providing insights that can inform strategic decisions.

How much does healthcare CRM software cost?

The cost of healthcare CRM software can vary widely based on the features, integrations, and scale of use. Pricing models typically range from per user per month, to a flat rate per month, to even annual contracts.

What are the typical pricing models for healthcare CRM software?

The most common pricing models for healthcare CRM software are subscription-based, either billed monthly or annually. Some providers offer tiered pricing, with different plans offering varying levels of features and user limits.

What's the typical range of pricing for healthcare CRM software?

Pricing can range from around $10 per user per month for basic plans, to over $200 per user per month for more comprehensive solutions with advanced features and integrations.

Which are the cheapest and most expensive healthcare CRM software?

The cheapest options include tools like Insightly and Zoho, with starting prices around $10-$15 per user per month. More expensive platforms include Salesforce Health Cloud and Microsoft Dynamics 365, which can cost upwards of $200 per user per month depending on the specific plan and features.

Are there any free healthcare CRM options?

While there are CRM platforms that offer free tiers, such as HubSpot and Zoho, these are typically quite limited and may not include the specific healthcare-focused features required. It's essential to consider the features and integrations needed when assessing whether a free option is suitable.

Other Healthcare Software Reviews

Summary

In conclusion, selecting the right healthcare CRM software can significantly improve the efficiency and effectiveness of healthcare operations. It can streamline patient management, enhance communication, and foster personalized patient experiences. However, the best tool for your organization will depend on your unique needs and goals.

Key takeaways:

  1. Understand your needs: Before choosing a CRM, it's vital to understand what you need from the tool. Are you looking for better data management, enhanced communication, or more insightful analytics? Identifying your key requirements will guide your selection process.
  2. Consider usability: The best CRM is one that your team will actually use. Look for a tool with an intuitive interface, accessible customer support, and effective onboarding resources to ensure your team can make the most of the software.
  3. Evaluate cost-effectiveness: While pricing is an essential factor, the cheapest option isn't always the best. Evaluate the tool's features and potential return on investment to determine the most cost-effective solution for your organization.

What Do You Think?

Of course, this is not an exhaustive list of all the healthcare CRM software available in the market. If you've had a positive experience with a tool not mentioned in this guide, I love to hear about it! Feel free to suggest other tools that have worked well for your healthcare organization, and I'll consider including them in future updates to this list. Your input helps make our resources even better.

By Ben Aston

Ben Aston is an online media entrepreneur and founder of Black & White Zebra, an indie media company on a mission to help people and organizations succeed.

Since 2011, he has been evaluating, reviewing, and helping to recommend software through hundreds of articles across the company's influential digital publications, seeking to make technical workplace topics fun and easier to understand.