17 Best Patient Case Management Software Reviewed for 2025
10 Best Patient Case Management Software Shortlist
Here's my pick of the 10 best software from the 17 tools reviewed.
Managing patient cases can be overwhelming, especially with the constant influx of data and the need for accurate record-keeping. You might find yourself buried in paperwork or struggling to keep your team on the same page.
Patient case management software can help by organizing information and improving communication, saving you time and reducing errors. In my experience, these tools are essential for efficient medical practice.
In this article, I'll guide you through the top patient case management software options. I'll provide an unbiased, well-researched review of each, focusing on their unique features and how they can benefit your practice. Let's find the right solution for you and your team.
Need expert help selecting the right tool?
Why Trust Our Software Reviews
Best Patient Case Management Software Summary
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for aesthetics and cosmetic clinics, providing industry-specific features | Not available | From $75/user/month (billed annually) | Website | |
| 2 | Best for nonprofit healthcare organizations, ensuring efficient patient tracking | Not available | From $20/user/month (billed annually) | Website | |
| 3 | Best for massage therapists, tailored to unique industry needs | Not available | From $25/user/month | Website | |
| 4 | Best for integrated care management, easing caregiver burden | Not available | From $29/user/month, (billed annually) | Website | |
| 5 | Best for streamlining clinic operations, boosting productivity and efficiency | Not available | From $39/user/month | Website | |
| 6 | Best for therapists and mental health professionals, providing holistic client management | 21-day free trial available | From $38/user/month (billed annually) | Website | |
| 7 | Best for unifying patient data across platforms, ensuring continuity of care | Not available | Pricing upon request | Website | |
| 8 | Best for comprehensive case management, facilitating improved patient outcomes | Not available | From $45/user/month (billed annually) | Website | |
| 9 | Best for seamless team collaboration, improving coordination in care delivery | Not available | From $30/user/month | Website | |
| 10 | Best for proactive patient communication, enhancing patient engagement | Not available | From $299/user/month | Website |
Best Patient Case Management Software Reviews
Pabau
Best for aesthetics and cosmetic clinics, providing industry-specific features
Pabau is a patient case management software uniquely designed for the aesthetics and cosmetics industry. It brings to the table industry-specific features, making it an excellent choice for clinics and practitioners in this particular field.
Why I Picked Pabau: I picked Pabau for this list due to its targeted approach to the aesthetics and cosmetic clinic sector. What makes it stand out is its array of features specifically built for this industry. In my assessment, it shines as the best tool for aesthetics and cosmetic clinics as it meets the unique needs of these practices with its industry-specific features.
Standout Features & Integrations:
Key features of Pabau include appointment scheduling, consent forms, and treatment templates that cater to the nuances of the aesthetic and cosmetic field. It also offers a client portal for better client-practitioner communication. In terms of integrations, Pabau connects well with numerous EHR systems, marketing tools, and accounting software, rounding out its capability as a comprehensive management tool.
Pros and cons
Pros:
- Useful integrations with EHR, marketing, and accounting tools
- Comprehensive suite of features tailored to the field
- Industry-specific features for aesthetics and cosmetic clinics
Cons:
- The niche focus might limit its appeal to a broader audience
- Features may not cater to general medical practices
- High starting price compared to some alternatives
Best for nonprofit healthcare organizations, ensuring efficient patient tracking
CharityTracker is an intuitive case management software designed to offer a unified platform for non-profit healthcare organizations. It's particularly effective in providing organizations with robust patient tracking capabilities, hence its status as the best option for such use cases.
Why I Picked CharityTracker: In my thorough selection process, CharityTracker stood out because of its specific focus on non-profit healthcare organizations. This specialization allows it to provide unique features tailored to the needs of these organizations. I chose it as the best tool for nonprofit healthcare organizations because it not only optimizes their operations but also ensures efficient tracking of patients, a crucial aspect for such organizations.
Standout Features & Integrations:
CharityTracker offers a comprehensive dashboard that makes data tracking straightforward and effective. It also provides tools for collaboration, allowing organizations to connect with others in their network to coordinate efforts and resources. In terms of integrations, CharityTracker works seamlessly with popular productivity and data management tools, enhancing workflow and data accessibility.
Pros and cons
Pros:
- Useful integrations with productivity and data management tools
- Robust patient tracking capabilities
- Focused specifically on the needs of non-profit healthcare organizations
Cons:
- A one-time setup fee is required in addition to the subscription cost
- The software may have features unnecessary for non-healthcare-related non-profits
- Higher starting price compared to some other tools
noterro is a patient case management software created with the particular needs of massage therapists in mind. By focusing on this niche, noterro delivers a toolset that is perfectly tailored to meet the unique industry needs of massage therapy.
Why I Picked noterro: When I was curating this list, noterro stood out due to its targeted solution for massage therapists. It offers specialized features that cater precisely to the needs of this group, something that differentiates it from many other platforms. I believe it's best for massage therapists due to this unique focus, aligning closely with the practical needs of professionals in this field.
Standout Features & Integrations:
noterro provides features such as treatment note templates, appointment scheduling, and invoicing, all tailored to massage therapy. As for integrations, noterro works well with popular payment gateways and marketing tools, helping therapists run their practices more efficiently.
Pros and cons
Pros:
- Offers useful integrations with payment gateways and marketing tools
- Provides relevant features such as treatment note templates
- Tailored for the unique needs of massage therapists
Cons:
- Less effective for larger healthcare organizations due to its specialized focus
- Starting price could be high for individual practitioners
- Niche focus may limit its application for general medical practices
Carepatron is a comprehensive patient case management software that champions integrated care management. With a range of features aimed at easing the burden on caregivers, it serves as a lifeline for healthcare providers looking to streamline their practice.
Why I Picked Carepatron: I chose Carepatron for its unique approach to integrated care management. Its standout characteristic lies in the tools designed to alleviate the workload of caregivers, making it a crucial asset in care management. In my evaluation, it is best for integrated care management, offering solutions that ease the burden on caregivers, hence improving the quality of care.
Standout Features & Integrations:
Key features of Carepatron include care planning, time tracking, and invoicing, all created with the aim of simplifying the caregiving process. For integrations, Carepatron pairs effectively with various EHR systems and billing software, enhancing the overall care management process.
Pros and cons
Pros:
- Effective integrations with EHR and billing software
- Useful tools for easing the burden on caregivers
- Focus on integrated care management
Cons:
- Limited features for specialized medical fields
- The interface might require some learning for first-time users
- Starting price might be high for smaller practices
Best for streamlining clinic operations, boosting productivity and efficiency
ClinicSense is a comprehensive patient case management software primarily designed to streamline operations in clinics. The tool excels at boosting productivity and efficiency, making it a top choice for those aiming to optimize their clinic workflows.
Why I Picked ClinicSense: In the process of selecting case management software for this list, ClinicSense stood out due to its specific focus on clinic operations. What makes it different is its suite of tools that are fine-tuned for streamlining processes and boosting efficiency in a clinic setting. I believe it is best for improving clinic operations due to its robust set of features aimed at making the daily tasks of a clinic more manageable and efficient.
Standout Features & Integrations:
ClinicSense offers features such as online booking, SOAP notes, intake forms, and automated reminders that aid in the smooth running of a clinic. Its built-in payment processing makes billing and transactions more efficient. Regarding integrations, ClinicSense works well with various EHR systems, accounting tools, and even marketing software to provide a well-rounded tool for clinic management.
Pros and cons
Pros:
- Comprehensive integrations with EHR, accounting, and marketing tools
- Built-in payment processing for easier transactions
- Features focused on clinic operations
Cons:
- Steeper pricing compared to some other options
- Features may not cater to specialized healthcare fields
- The annual billing might be less flexible for some users
Best for therapists and mental health professionals, providing holistic client management
TheraNest is a versatile patient case management software primarily designed for therapists and mental health professionals. It shines in its ability to provide holistic client management, marking it as the optimal choice for professionals in this field.
Why I Picked TheraNest: When selecting the best case management software, TheraNest caught my attention due to its deep understanding of the unique needs of therapists and mental health professionals. What sets it apart is its focus on providing holistic client management, which is vital in mental health practice.
In my assessment, it stands out as the best tool for therapists and mental health professionals due to its comprehensive feature set and empathetic design approach.
Standout Features & Integrations:
TheraNest includes features like appointment reminders, therapy notes templates, and a client portal for better engagement. It also provides integrated billing, making practice management smoother. As for integrations, TheraNest pairs well with multiple electronic health records (EHR) systems, as well as insurance and billing systems, ensuring therapists have all the necessary tools at their disposal.
Pros and cons
Pros:
- Useful integrations with EHR, insurance, and billing systems
- Comprehensive client management features
- Tailored for therapists and mental health professionals
Cons:
- The pricing can be expensive for solo practitioners
- Not as suitable for general medical practices
- Requires a minimum of two seats for subscription
Best for unifying patient data across platforms, ensuring continuity of care
athenaOne stands out as a patient case management software that unifies patient data across platforms, ensuring seamless continuity of care. It does so by integrating with multiple systems and collating data into a single, coherent record.
Why I Picked athenaOne: I picked athenaOne for its excellence in consolidating patient data. The ability to unify data from different sources is what sets it apart from many other options. I believe it's best for ensuring continuity of care, as the unified patient data offers healthcare providers a comprehensive understanding of patient history, resulting in more informed treatment decisions.
Standout Features & Integrations:
Key features of athenaOne include EHR, practice management, and patient engagement tools, all of which contribute to a more integrated patient care approach. For integrations, athenaOne links seamlessly with a wide variety of healthcare apps and platforms, facilitating a unified view of patient data.
Pros and cons
Pros:
- Wide array of integrations with healthcare apps and platforms
- Comprehensive feature set, including EHR, practice management, and patient engagement
- Specializes in unifying patient data across platforms
Cons:
- Could be overkill for smaller practices with simpler needs
- May require a learning curve to fully utilize its comprehensive features
- High starting price compared to some alternatives
FAMCare
Best for comprehensive case management, facilitating improved patient outcomes
FAMCare is a robust patient case management software designed to offer healthcare providers a comprehensive solution for patient care. It excels at facilitating improved patient outcomes, making it a top choice for those seeking a comprehensive case management tool.
Why I Picked FAMCare: I chose FAMCare for this list due to its remarkable ability to handle case management tasks in an all-encompassing manner. It stood out during my comparison because of its unique feature set designed to cover all aspects of patient care. I find it best for comprehensive case management due to its ability to facilitate improved patient outcomes, offering a broad suite of features that streamline patient care from intake to discharge.
Standout Features & Integrations:
FAMCare has extensive reporting capabilities and offers modules for behavioral health, residential care, and outpatient services. It also has a dynamic form builder to create custom forms to suit the needs of various practices. In terms of integrations, FAMCare works with major EHR systems and billing systems, creating a comprehensive healthcare management ecosystem.
Pros and cons
Pros:
- Integration with major EHR and billing systems
- Extensive reporting capabilities
- Comprehensive solution covering multiple facets of patient care
Cons:
- The broad range of features may have a steep learning curve for new users
- Setup fee required in addition to the subscription cost
- Higher starting price compared to other tools
Best for seamless team collaboration, improving coordination in care delivery
Vertikal Systems is a patient case management software that is built with the aim of enhancing team collaboration in healthcare settings. Its functionality is particularly effective in improving coordination in care delivery, making it a standout choice for healthcare organizations where teamwork is crucial.
Why I Picked Vertikal Systems: In evaluating the best case management software for this list, I found Vertikal Systems to be unique due to its emphasis on team collaboration. It stands out by providing tools that help to break down silos and streamline team interactions, improving the overall delivery of care.
I chose it as the best for seamless team collaboration as it directly addresses the need for efficient coordination in healthcare teams.
Standout Features & Integrations:
Vertikal Systems features include patient management, scheduling, and reporting, all of which are built to facilitate team collaboration. It also offers electronic health record integration, allowing for better information flow within the team. Regarding integrations, Vertikal Systems works well with multiple data management and communication tools, fostering a more connected work environment.
Pros and cons
Pros:
- Comprehensive suite of features promoting team coordination
- Effective integrations with data management and communication tools
- Emphasis on team collaboration
Cons:
- May offer features unnecessary for solo practitioners
- The software might have a learning curve for those new to team collaboration tools
- The pricing might be high for smaller practices
Best for proactive patient communication, enhancing patient engagement
Solutionreach is a patient case management software designed with a strong focus on patient communication. It stands out for its tools that help healthcare providers take a proactive approach to patient engagement, making it ideal for enhancing the patient experience.
Why I Picked Solutionreach: Solutionreach earned its spot on this list through its emphasis on strengthening patient communication. It stands apart due to its unique suite of communication tools, including text messaging, email notifications, and appointment reminders.
I believe it's best for proactive patient communication because these features can drastically improve patient engagement, which is key to the success of any healthcare practice.
Standout Features & Integrations:
Key features of Solutionreach include automated patient reminders, satisfaction surveys, and a patient portal for better communication and transparency. When it comes to integrations, Solutionreach pairs effectively with numerous EHR systems, billing software, and scheduling tools, creating a comprehensive solution for patient communication and engagement.
Pros and cons
Pros:
- Comprehensive patient engagement tools
- Effective integrations with EHR, billing, and scheduling software
- Robust patient communication features
Cons:
- More tailored to outpatient care and may not cater to all healthcare fields
- The software might have more features than necessary for simple practices
- High starting price could be prohibitive for smaller practices
Other Patient Case Management Software
Below is a list of additional patient case management software that we shortlisted, but did not make it to the top 10. Definitely worth checking them out.
- Medecision
For population health management, fostering patient-centric care
- SimplePractice
For solo practitioners and small practices, offering simplicity without sacrificing functionality
- vcita
Good for appointment scheduling, facilitating patient-practitioner coordination
- EHR Your Way
Good for custom documentation, streamlining record-keeping
- Salesforce Financial Services Cloud
Good for CRM integration, managing patient relationships effectively
- Cerner Ambulatory
Good for ambulatory practices, providing specialized support
- IntakeQ
Good for intake form automation, enhancing patient onboarding
Patient Case Management Software Selection Criteria
When selecting the best patient case management software to include in this list, I considered common buyer needs and pain points like data security and user-friendly interface. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage patient records
- Schedule appointments
- Track patient progress
- Facilitate communication between staff
- Generate reports
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Customizable dashboards
- Integration with wearable devices
- Automated reminders for patients
- AI-driven data analysis
- Mobile app accessibility
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive user interface
- Easy navigation
- Minimal learning curve
- Clear labeling and instructions
- Responsive design
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to templates
- Chatbot assistance
- Live webinars for training
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- Helpful and knowledgeable staff
- Fast response times
- Comprehensive FAQ and help center
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Flexible subscription plans
- Free trial availability
- Features included in base price
- Discounts for long-term contracts
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Consistency in positive feedback
- User-reported ease of use
- Satisfaction with customer support
- Overall reliability of the software
- Recommendations from industry peers
How to Choose Patient Case Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Will the software grow with your practice? Consider if it can handle more users and data as your patient base expands. |
| Integrations | Does it work with your existing systems? Check for compatibility with your EHR, billing, and scheduling software. |
| Customizability | Can you tailor it to fit your workflows? Look for options to customize fields, reports, and notifications to match your practice's needs. |
| Ease of use | Is it user-friendly for your team? Ensure the interface is intuitive to minimize training time and increase adoption. |
| Implementation and onboarding | How quickly can you get started? Evaluate the setup time, support offered during onboarding, and the availability of training resources. |
| Cost | Does it fit your budget? Compare pricing plans and check for hidden fees. Consider if the cost aligns with the benefits and ROI. |
| Security safeguards | Is patient data protected? Verify compliance with HIPAA and other regulations. Look for encryption and access controls. |
| Compliance requirements | Does it meet your legal needs? Ensure the software complies with healthcare regulations specific to your region or specialty. |
What Is Patient Case Management Software?
Patient case management software is a tool that helps healthcare professionals organize and manage patient information and care plans. Doctors, nurses, and administrative staff use these tools to improve patient care and coordination. Scheduling, tracking progress, and communication features help with efficient workflow and reduce errors. Overall, these tools enhance patient care and operational efficiency.
Features
When selecting patient case management software, keep an eye out for the following key features:
- Patient records management: Organizes and stores patient information for easy access and updates, improving care coordination.
- Appointment scheduling: Allows users to efficiently book, reschedule, and manage appointments, reducing conflicts and no-shows.
- Progress tracking: Monitors patient progress over time, helping healthcare providers adjust care plans as needed.
- Communication tools: Facilitates secure messaging between staff and patients, enhancing communication and collaboration.
- Reporting capabilities: Generates reports for analysis and decision-making, aiding in performance evaluation and planning.
- Customizable dashboards: Offers personalized views and data layouts, allowing users to focus on relevant information.
- Integration support: Connects with existing systems like EHRs and billing software, ensuring seamless data flow and process integration.
- Security safeguards: Protects patient data with encryption and access controls, ensuring compliance with regulations like HIPAA.
- User-friendly interface: Provides an intuitive and easy-to-navigate design, minimizing training time and encouraging adoption.
- Mobile app accessibility: Enables access to patient information and tools on-the-go, supporting flexible work environments.
Benefits
Implementing patient case management software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved organization: Centralizes patient information, making it easier to access and manage, which enhances care coordination.
- Enhanced communication: Offers tools for secure messaging, allowing for better collaboration between staff and patients.
- Time savings: Automates scheduling and administrative tasks, freeing up time for healthcare providers to focus on patient care.
- Better decision-making: Provides reporting capabilities that help analyze data and inform treatment plans and business strategies.
- Increased efficiency: Integrates with existing systems, reducing duplicate data entry and ensuring smoother operations.
- Data security: Ensures patient information is protected with encryption and access controls, complying with regulations like HIPAA.
Costs & Pricing
Selecting patient case management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in patient case management software solutions:
Plan Comparison Table for Patient Case Management Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic scheduling, patient records, and limited communication tools. |
| Personal Plan | $10-$30/user/month | Enhanced scheduling, progress tracking, and basic reporting capabilities. |
| Business Plan | $30-$60/user/month | Advanced reporting, integrations with EHR, and customizable dashboards. |
| Enterprise Plan | $60-$100+/user/month | Full integration support, advanced security safeguards, and dedicated support |
People Also Ask
What is the purpose of patient case management software?
The purpose of patient case management software is to help healthcare providers manage patient information and care plans efficiently. It organizes data, schedules appointments, and facilitates communication among staff. This software improves coordination and ensures that your team can provide better patient care.
Can patient case management software integrate with existing systems?
Yes, most patient case management software can integrate with existing systems like EHRs, billing software, and scheduling tools. This integration ensures seamless data flow and reduces the need for duplicate data entry. Check with the software provider to confirm compatibility with your current systems.
Is patient data secure with these software solutions?
Yes, patient case management software typically includes security measures like encryption and access controls to protect sensitive information. It’s important to choose a solution that complies with healthcare regulations like HIPAA. Ask vendors about their security protocols to ensure your data remains safe.
What’s Next:
If you're in the process of researching patient case management software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.