The 27 Best HIPAA-Compliant Messaging Software For 2025
10 Best HIPAA-Compliant Messaging Software Shortlist
Here's my pick of the 10 best software from the 27 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
Navigating the world of HIPAA-compliant messaging solutions can feel like a minefield, especially when you need to consider aspects such as BAA agreements, cloud-based systems, end-to-end encryption, GDPR compliance, and secure authentication procedures.
After evaluating various tools, I've curated a list of top software options that I believe can effectively address your needs. These solutions not only enhance secure communication within healthcare teams but also alleviate some of the key pain points such as data privacy concerns and efficient patient care coordination.
What is HIPAA-Compliant Messaging Software?
Hospital management software is a comprehensive solution designed to streamline various administrative and clinical processes in a healthcare facility. It serves as an integral tool for healthcare providers such as hospitals, clinics, and nursing homes.
Imagine receiving secure notifications, conducting assessments, and even sharing ePHI, all with the confidence that your data is secure. That's the kind of confidence a quality HIPAA-compliant messaging software can bring to your practice.
Users, ranging from hospital administrators to healthcare professionals, leverage this software to manage patient data, schedule appointments, track medical records, monitor patient progress, handle billing and invoicing, and even manage inventory. The primary goal is to enhance efficiency, improve patient care, and allow for informed decision-making through data-driven insights.
Best HIPAA-Compliant Messaging Software Summary
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  Rocket.Chat A desktop and mobile view for the messaging feature of Rocket.Chat HIPAA-compliant messaging software | Best for customizable open-source solutions | Not available | From $3/user/month, (billed annually) | Website |
| 2 |  RingCentral The features for audio calls of RingCentral HIPAA-compliant messaging software | Best for unified communication and collaboration | Free demo + free trial available | From $19.99/user/month (billed annually) | Website |
| 3 |  OhMD Automated check in feature of the tool OhMD HIPAA-compliant messaging software | Best for secure texting with patients | Free plan available | From $10/user/month | Website |
| 4 |  athenaCommunicator A screenshot of the workflow dashboard of athenaCommunicator | Best for streamlined healthcare communication | Not available | Pricing upon request | Website |
| 5 |  Spruce Communication feature of Spruce HIPAA-compliant messaging software | Best for seamless telemedicine integration | Not available | From $49/user/month. | Website |
| 6 |  Updox A screenshot of the inbox tab of the tool Updox HIPAA-compliant messaging software | Good for enhancing patient engagement with video chat | Free demo available | From $15/user/month | Website |
| 7 |  iPlum Messaging feature of the tool iPlum. | Best for cost-effective HIPAA texting | Not available | From $4.99/user/month, (billed annually). | Website |
| 8 |  Klara A photo for the interface of Klara HIPAA-compliant messaging software | Best for centralized patient messaging | Not available | Pricing upon request | Website |
| 9 |  MangoApps Desktop and mobile view for the messaging feature of MangoApps HIPAA-compliant messaging software | Best for comprehensive team collaboration | Not available | From $4/user/month (min 10 seats). | Website |
| 10 |  Virtru A photo highlighting one feature of the tool Virtru HIPAA-compliant messaging software | Best for robust data encryption | Not available | From $5/user/month, (billed annually). | Website |
Best HIPAA-Compliant Messaging Software Reviews
Rocket.Chat is a powerful open-source messaging platform, offering extensive customization options. Its adaptable framework makes it stand out as the best choice for customizable open-source solutions.
Why I Picked Rocket.Chat: Rocket.Chat caught my eye due to its flexibility and open-source nature. These attributes make it distinct from other messaging platforms by providing users the freedom to modify its source code to fit their unique needs. I believe Rocket.Chat is best for customizable open-source solutions because it can be tailored to meet any specific requirement, ensuring a personalized user experience.
Standout Features & Integrations:
Rocket.Chat provides features such as unlimited chat messages, voice and video conferencing, and screen sharing. Its ability to be customized using a variety of plugins and APIs makes it uniquely adaptable. Rocket.Chat supports integration with various platforms like Google Workspace, GitHub, and Trello, further enhancing its versatility.
Pros and cons
Pros:
- Offers unlimited chat messages
- Supports a wide range of integrations
- Highly customizable due to its open-source nature
Cons:
- Customer service can be slow
- Customization could be time-consuming
- Setup may require technical expertise
RingCentral is a comprehensive communication solution that combines messaging, video conferencing, and phone calls in one platform. Its unified communication approach makes it best for teams looking to centralize their communication and collaboration efforts.
Why I Picked RingCentral: I chose RingCentral due to its comprehensive suite of features that provide a unified communication experience. Its integration of messaging, video conferencing, and phone services within a single platform was a distinct factor in its selection.
I judged that RingCentral is the best tool for unified communication and collaboration due to its holistic approach.
Standout Features & Integrations:
RingCentral offers HD video meetings, team messaging, and a cloud phone system as part of its core functionalities. It stands out with its ability to integrate with various productivity tools like G Suite, Microsoft 365, Slack, Salesforce, and many more, which further aids in seamless communication and collaboration.
Pros and cons
Pros:
- Offers unlimited phone calls and business SMS in their base plan
- Has extensive integration capabilities with numerous productivity tools
- Provides an integrated solution for messaging, video conferencing, and phone services
Cons:
- Some users might find the interface not as intuitive as other tools
- Can be complex to set up due to its broad range of features
- Higher tiers can be expensive for small businesses
OhMD is a healthcare-focused communication tool, designed to facilitate secure and HIPAA-compliant texting between providers and patients. Given its focus on privacy and ease of use, it stands out as the best choice for secure texting with patients.
Why I Picked OhMD: I selected OhMD for this list primarily because of its focus on ensuring patient privacy. Its unique offering of HIPAA-compliant texting for healthcare providers sets it apart from other communication tools.
I found it to be the best tool for secure patient-provider texting, considering its user-friendly interface and rigorous adherence to privacy standards.
Standout Features & Integrations:
OhMD's standout feature is its secure and HIPAA-compliant texting that allows for safe, private conversations between patients and healthcare providers. It also supports appointment reminders, which can enhance patient communication and reduce no-shows. Moreover, OhMD integrates with leading electronic health record (EHR) systems, streamlining patient management.
Pros and cons
Pros:
- Affordable and straightforward pricing model
- Seamless integration with leading EHR systems
- HIPAA-compliant, secure texting for patient-provider communication
Cons:
- Limited customization options compared to broader communication platforms
- Interface may not be as robust or feature-rich compared to some alternatives
- Could use more features for team collaboration
athenaCommunicator is a comprehensive patient communication service that enables healthcare providers to manage all aspects of their patient interactions efficiently. The platform assists in enhancing the patient-provider relationship, making it a top choice for those seeking streamlined healthcare communication.
Why I Picked athenaCommunicator: athenaCommunicator emerged as my selection due to its ability to streamline multiple aspects of healthcare communication in one platform. What sets it apart is its robust set of features such as appointment reminders, secure messaging, and patient portal, all aimed at improving the efficiency of communication.
I find it to be the best tool for streamlined healthcare communication given its integrated approach and emphasis on improving patient-provider interactions.
Standout Features & Integrations:
athenaCommunicator provides numerous valuable features such as automated appointment reminders, secure messaging, and an interactive patient portal. These features aid in reducing no-shows and enhancing patient satisfaction.
The platform also integrates seamlessly with athenaClinicals, athenahealth's EHR system, making it easier for providers to access and manage patient information.
Pros and cons
Pros:
- Features such as secure messaging enhance patient satisfaction
- Integrates well with athenahealth's EHR system
- Offers a comprehensive set of tools for healthcare communication
Cons:
- Might require training to use effectively
- Limited compatibility with non-athenahealth systems
- May be more costly compared to some other platforms
Spruce is a patient communication tool that excels in telemedicine functionality. It offers a robust set of features geared towards facilitating remote medical consultations and interactions, hence its distinction as best for seamless telemedicine integration.
Why I Picked Spruce: I selected Spruce for this list based on its strong focus on telemedicine. It stood apart in my evaluation due to its robust video consultation capability and its overall ease of use in a medical context. Consequently, I determined it was the best choice for the seamless integration of telemedicine functionalities.
Standout Features & Integrations:
Spruce provides a fully-integrated communication platform that includes secure messaging, video calls, and task management. For integrations, it offers compatibility with various electronic health record (EHR) systems and other healthcare-specific software, streamlining the workflow in a telemedicine context.
Pros and cons
Pros:
- Provides a robust video consultation feature
- Offers compatibility with various EHR systems
- Fully-integrated communication platform suitable for telemedicine
Cons:
- Requires more setup compared to simpler communication tools
- Not all EHR systems may be compatible
- Pricing is higher compared to some competitors
Updox is a healthcare communication platform designed to streamline patient interaction and engagement. With a suite of patient-centric tools, it's ideally suited for practices looking to enhance patient involvement and satisfaction.
Why I Picked Updox: Updox made it to my list due to its comprehensive set of tools geared toward patient engagement. It's distinct in its ability to cover multiple aspects of patient interaction, from secure messaging to video chat and appointment reminders. In my judgment, it stands as the best tool for enhancing patient engagement due to its wide range of patient-centric features and interface designed with usability in mind.
Standout Features & Integrations:
Updox offers a variety of features designed to boost patient engagement, including secure messaging, video chat, and automated appointment reminders. In addition, its patient portal provides a secure and convenient platform for patients to access their health information.
As for integrations, Updox smoothly integrates with a multitude of electronic health record (EHR) and Practice Management systems, ensuring seamless data exchange and workflow.
Pros and cons
Pros:
- User-friendly interface promoting ease of use
- Smooth integration with various EHR and Practice Management systems
- Comprehensive set of tools designed for patient engagement
Cons:
- Limited customization features compared to some other platforms
- May require a learning curve for staff members
- Pricing can escalate with added features
iPlum is a mobile app that offers secure, HIPAA-compliant messaging and communication tools. Its value proposition lies in its affordability, making it ideal for organizations in need of budget-friendly compliance solutions.
Why I Picked iPlum: In my selection process, I decided on iPlum due to its affordability without sacrificing compliance or functionality. Its standout trait is the balance it strikes between price and HIPAA-compliant features, which include secure texting.
Hence, I regard it as the best cost-effective HIPAA texting, as it offers the necessary features at a reasonable price.
Standout Features & Integrations:
iPlum has a range of essential features such as secure texting, voice calling, and faxing, all within a HIPAA-compliant environment. It doesn't offer an extensive list of integrations like other tools, but it does integrate with cloud storage services for secure document management.
Pros and cons
Pros:
- Offers a comprehensive suite of communication tools
- Simple and straightforward user interface
- Affordable pricing for HIPAA-compliant services
Cons:
- Mobile-centric design may not suit all workflows
- Annual billing may not be flexible for all organizations
- Limited integrations compared to other tools
Klara is a healthcare communication platform that enables efficient patient-provider communication. It focuses on streamlining patient messaging in a central location, making it an ideal choice for healthcare providers seeking organized and accessible communication methods.
Why I Picked Klara: I selected Klara for its dedication to improving patient messaging. The standout feature is its centralized messaging app that organizes all patient communication in one place, making it simpler to manage. Given its comprehensive approach to patient messaging, I believe Klara is the best tool for this specific use case.
Standout Features & Integrations:
Klara's key features include its centralized inbox, automatic appointment reminders, and secure messaging. These features make it simpler for healthcare providers to manage all their patient communication.
It also integrates with various electronic health records (EHR) systems and practice management systems, enhancing its utility and functionality.
Pros and cons
Pros:
- Offers integrations with various EHR and practice management systems
- Provides automatic appointment reminders
- Centralizes all patient communication
Cons:
- May lack some advanced features found in other platforms
- Might have a learning curve for some users
- Higher starting price compared to some alternatives
MangoApps serves as an all-in-one platform for team collaboration, offering a suite of communication tools. It's the optimal choice for those seeking a comprehensive solution for team interactions.
Why I Picked MangoApps: I chose MangoApps because it provides a variety of collaboration tools under one roof, making it unique among HIPAA-compliant messaging software. From chat rooms to project management, this platform covers it all. It's the best for comprehensive team collaboration due to its ability to facilitate various types of teamwork within a single platform.
Standout Features & Integrations:
MangoApps' standout features include team rooms, task management, and personalized dashboards, all of which foster effective team collaboration.
It also supports integrations with major platforms like Office 365, Google Workspace, and Dropbox, allowing teams to streamline their workflow in a familiar environment.
Pros and cons
Pros:
- Provides a customizable interface
- Supports numerous integrations with popular platforms
- Offers a range of collaboration tools
Cons:
- Not all features are available in the basic plan
- Learning curve for non-tech savvy users
- Requires minimum 10 seats for the base plan
Virtru specializes in data protection and privacy solutions, focusing heavily on safeguarding sensitive information. Their robust encryption mechanism underpins all their services, making them an ideal choice for healthcare data protection.
Why I Picked Virtru: I chose Virtru because of its commitment to security and its use of robust data encryption. It stands out for its high-level data protection measures, making it ideal for organizations that handle sensitive healthcare information. I believe it's best for robust data encryption because it utilizes state-of-the-art techniques to ensure that all data, including patient records, are securely encrypted at all times.
Standout Features & Integrations:
Virtru's key features include its powerful encryption, control over data access, and efficient key management. These work in harmony to provide a secure data protection environment. It integrates seamlessly with Google Workspace and Microsoft Office 365, allowing for protected email and file sharing within these popular platforms.
Pros and cons
Pros:
- Efficient control over data access
- Seamless integrations with popular platforms
- High level of data encryption
Cons:
- Customer support could be more responsive
- Requires some technical know-how for setup
- Slightly higher cost compared to some competitors
Other HIPAA-Compliant Messaging Software Tools
Below is a list of additional Health Insurance Portability and Accountability Act (HIPAA) compliant messaging software that I shortlisted, but did not make it to the top 10. Definitely worth checking them out.
- Weave
For integrating patient communication
- Emitrr
For automated healthcare communication
- Slack
For data encryption at rest and in transit
- Trillian
Good for centralizing instant messaging communications
- RMail
Good for obtaining legal proof of email delivery and encryption
- SolutionReach
Good for patient relationship management via automated reminders
- Symplr
Good for managing healthcare operations and ensuring compliance
- Luxsci
Good for secure web and email services following HIPAA guidelines
- Intiveo
Good for personalized communication that enhances patient experience
- Buzz
Good for patient communication with a mobile-first approach
- Relatient
Good for automating patient appointment reminders and surveys
- TigerConnect
Good for secure messaging in real-time for healthcare teams
- Paubox
Good for email encryption adhering to HIPAA compliance
- Artera
Good for improving communication efficiency in dental settings
- RevenueWell
Good for dental offices requiring efficient patient communication
- Luma Health
Good for automated and interactive patient engagement
- Rhinogram
Good for healthcare communication without the need for additional apps
Selection Criteria For HIPAA-Compliant Messaging Software
In my years of working in the healthcare industry, I've tested and evaluated dozens of healthcare communication tools. From my experience, I've found that not all software is created equal, and different tools cater to different needs and situations. With this in mind, I've focused on three main criteria while selecting these tools: core functionality, key features, and usability.
Core Functionality
A good healthcare communication tool should enable you to:
- Facilitate real-time communication between healthcare providers and patients
- Enable appointment scheduling and reminders
- Support secure messaging, respecting patient privacy and abiding by HIPAA regulations
- Provide a platform for telehealth services or integrate with existing ones
- Assist with patient relationship management, such as sending automated messages, satisfaction surveys, or educational content
Key Features
There are several features that make a healthcare communication tool stand out:
- Security and Compliance: The tool should provide encrypted messaging and comply with HIPAA and other relevant regulations. It should also provide features for obtaining consent where necessary.
- Integration: The software should integrate well with electronic health record (EHR) systems and other relevant software used in healthcare settings.
- Automated Messaging: Automation of routine messages such as appointment reminders, follow-up communications, and health tips can be a significant time saver.
- Customizability: Each healthcare setting is unique. A tool that allows customization of messages, workflows, and interfaces can be highly beneficial.
- Multi-channel Communication: The tool should support various communication channels - email, SMS, voice calls, video calls, etc.
Usability
Usability is key in ensuring that the healthcare communication tool will actually be used by both healthcare professionals and patients. Here are some aspects to consider:
- User Interface: A clean, intuitive user interface is essential. Healthcare professionals don't have time to wrestle with complicated software. The best tools make it easy to view and manage communications at a glance.
- Easy Onboarding: The tool should be easy to set up and start using. Look for options that offer onboarding assistance, useful tutorials, or a robust support center.
- Customer Support: Responsive and effective customer support can be critical, especially when dealing with patient communications.
- Mobile Compatibility: Given the increasing use of smartphones, the tool should have a robust mobile version or app for both healthcare professionals and patients.
Most Common Questions Regarding HIPAA-Compliant Messaging Software Tools (FAQ's)
What are the benefits of using HIPAA-compliant messaging software?
There are numerous benefits of using HIPAA-compliant messaging software:
- It allows for secure, private patient-provider communication, maintaining the confidentiality of patient health information.
- It streamlines patient care coordination by making it easier for healthcare professionals to communicate about patient cases.
- It enhances patient engagement and satisfaction by enabling convenient, on-demand communication between patients and healthcare providers.
- It improves efficiency by automating routine communications such as appointment reminders or follow-up instructions.
- It ensures compliance with HIPAA regulations, protecting healthcare organizations from potential penalties or legal action related to breaches of patient privacy.
How much do HIPAA-compliant messaging software cost?
Pricing for HIPAA-compliant messaging software can vary widely based on factors such as the software’s features, the size of the healthcare organization, and the number of users. Many providers offer tiered pricing models, where the cost per user decreases as the number of users increases.
What are the pricing models for HIPAA-compliant messaging software?
Most HIPAA-compliant messaging software providers operate on a subscription-based pricing model, usually charged on a per-user, per-month basis. Some providers may offer discounts for annual payments. Pricing may also vary depending on the specific features or services included in the subscription.
What is the typical range of pricing for HIPAA-compliant messaging software?
The typical range for HIPAA-compliant messaging software can start from around $10 per user per month for basic packages and can go up to $100 or more for premium packages with more advanced features. Some providers also offer custom pricing for larger organizations or those with specific needs.
Which are the cheapest and most expensive HIPAA-compliant messaging software?
The cheapest HIPAA-compliant messaging software options usually start from around $10 per user per month, such as TigerConnect and Paubox. More expensive options, like Luma Health, can cost upwards of $100 per user per month, depending on the features included.
Are there any free options for HIPAA-compliant messaging software?
Some providers offer limited free versions of their software or free trials for a certain period. However, these free options typically have limitations in terms of the number of users or the range of features available. For full functionality and scalability, a paid plan is usually necessary.
Is the use of HIPAA-compliant messaging software mandatory?
While the use of HIPAA-compliant messaging software is not mandatory, any communication containing protected health information (PHI) must be compliant with HIPAA regulations. As such, if healthcare providers choose to communicate electronically with patients or among themselves, the platform they use should be HIPAA-compliant to avoid potential penalties.
Can HIPAA-compliant messaging software integrate with other healthcare software?
Yes, most HIPAA-compliant messaging software can integrate with other healthcare software systems, such as electronic health record (EHR) systems, practice management software, and scheduling software. This makes it easier to coordinate care and keep all patient communication in one place.
More Healthcare Messaging Software Reviews
Summary
In conclusion, choosing the best HIPAA-compliant messaging software for your needs revolves around a few main considerations. Firstly, the tool should offer robust security and privacy features to keep sensitive patient information safe. Secondly, ease of use and seamless integration with existing systems are crucial for a smooth workflow. Lastly, consider the pricing model and whether it aligns with your budgetary constraints.
Key takeaways:
- Security Matters: The tool must provide robust security measures, such as encryption and access controls, to ensure patient information is secure and complies with HIPAA regulations.
- Ease of Use and Integration: The software should have an intuitive interface and be easy to integrate into existing systems. This minimizes disruptions to your workflow and ensures a smooth transition for staff.
- Pricing Structure: Consider your budget and the value the software provides. Pricing structures can vary, with some providers offering tiered plans, and others basing their fees on the number of users. Choose a tool that gives you the most value for your investment.
Remember, the best HIPAA-compliant messaging software for you will ultimately depend on your specific needs, priorities, and the specifics of your healthcare practice.
What Do You Think?
As the world of healthcare technology continues to evolve, there may be other HIPAA-compliant messaging software tools out there that we haven't covered. We'd love to hear from you. If you have a tool you think should be on this list, please let us know. We appreciate your input as we strive to make this resource as comprehensive and useful as possible. Thank you for reading and contributing to this conversation.