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12 Best Referral Management Software Shortlist

After deep evaluation, here's my top shortlist of the best referral management software:

  1. DockHealth - Best for consolidating medical tasks and patient referral in one intuitive platform
  2. Referral Lab - Best for automation and intelligence in patient referral management
  3. Rhapsody - Best for facilitating interoperability and secure data exchange in healthcare
  4. MedMatrix - Best for improving revenue cycles and managing patient referrals
  5. Meddbase - Best for a cloud-based, comprehensive healthcare management system
  6. Intiveo - Best for patient communication and custom automated messages
  7. ReferralMD - Best for streamlining and tracking referral marketing platform in real time
  8. Trella Health - Best for data-driven insights to optimize healthcare partnerships
  9. Talon.One - Best for robust referral marketing programs with tailored promotions
  10. Hallmark Healthcare Solutions - Best for integrated workforce management in healthcare
  11. Weave - Best for enhancing patient communication and appointment management
  12. HealthViewX - Best for seamless multi-channel referral management and tracking

Understanding the need for a tool that drives customer acquisition and retention, healthcare practice management software provides an efficient platform for your referral marketing on autopilot. This software ingeniously leverages APIs, widgets, and integration with platforms like MailChimp, Stripe, Zapier, and Shopify, bolstering your referral marketing program and helping generate new customers.

I've experienced referral program software for its positive impact such a tool can have on customer acquisition and retention firsthand. It automates the referral process, making it easy to track and manage referred customers and affiliate programs. It even manages payouts, ensuring your referral partners and influencers are compensated on time. Whether you're running online stores, SaaS companies, or any other businesses, this marketing tool is a boon for your genius referral marketing efforts.

What Is a Referral Management Software?

Referral management software is a specialized technological solution, utilized primarily by healthcare providers to streamline and optimize their patient referral process. It's the ace up the sleeve of hospitals, clinics, and individual practitioners, helping them track referrals, automate workflows, and ensure seamless communication between different healthcare entities.

Through incentivized marketing campaigns, affiliate marketing programs, customer loyalty schemes, and social media outreach, it's a marketing platform designed to enhance your conversions. It seamlessly integrates referral campaigns, gift cards, incentivize, customer loyalty programs, and influencer marketing into your strategies, making it a must-have tool for startups and small businesses alike.

The purpose is to enhance patient satisfaction and outcomes by reducing wait times, preventing referral leaks, and facilitating coordinated care. By integrating such software tools, healthcare providers can focus more on patient care and less on administrative tasks, ultimately driving efficiencies and improving their overall service.

Overviews of the 12 Best Referral Management Software

1. DockHealth - Best for consolidating medical tasks and patient referral in one intuitive platform

DockHealth's referral management software dashboard view for patient workflow
Here is a screenshot of DockHealth's dashboard view for patient workflow.

DockHealth is a remarkable software solution that assists in bringing all medical tasks and patient referral processes under one user-friendly platform. This software shines for its ability to simplify complex healthcare workflows and streamline patient referral pathways.

Why I Picked DockHealth:

In the vast field of referral management software, I chose DockHealth for its ability to effectively amalgamate various tasks and processes into a single intuitive platform. It caught my eye for its distinct ability to streamline patient referrals, making it truly 'best' for those looking to consolidate their operations.

Standout Features & Integrations:

DockHealth shines with its unique task management system, intuitive user interface, and HIPAA-compliant secure messaging, which facilitate seamless coordination among teams. When it comes to integrations, DockHealth provides connectivity with leading EHR systems, increasing efficiency and ensuring smooth data transition.


DockHealth operates on a pricing upon request model.


  • Efficient task management
  • Seamless EHR integration
  • Intuitive and user-friendly platform


  • Pricing is not transparent
  • Lacks some advanced features found in other tools
  • Custom integrations might require technical assistance

2. Referral Lab - Best for automation and intelligence in patient referral management

Referral Lab's website homepage view
Here's a screenshot of Referral Lab's website home page.

Referral Lab is a cutting-edge solution that brings the power of automation and artificial intelligence to patient referral management. The tool is exceptional for its capabilities in transforming cumbersome manual processes into streamlined, automated ones.

Why I Picked Referral Lab:

Amongst the sea of options and word of mouth marketing, I selected Referral Lab due to its unique blend of automation and intelligence in managing patient referrals. Its standout feature is undoubtedly the use of AI to automate the referral process, making it the 'best for' those who want to leverage the power of technology to its fullest.

Standout Features & Integrations:

Referral Lab brings impressive features to the table like AI-powered automation, data analytics, and detailed reporting. In terms of integrations, it connects seamlessly with popular EHR systems, allowing smooth data interchange and enhancing process efficiency.


Referral Lab offers a pricing upon request model, catering to varying needs and scales of healthcare institutions.


  • Artificial intelligence and automation
  • Robust data analytics and reporting
  • Seamless EHR integrations


  • Pricing information isn't readily available
  • May be complex for users new to AI technologies
  • Customizations may require technical expertise

3. Rhapsody - Best for facilitating interoperability and secure data exchange in healthcare

Rhapsody's website homepage view
Here is a screenshot of Rhapsody's website home page.

Rhapsody is a referral management software that is a master of interoperability, enabling secure data exchange within healthcare networks. It excels in creating seamless communication channels across different healthcare platforms.

Why I Picked Rhapsody:

When I was comparing different solutions, Rhapsody stood out for its emphasis on interoperability and secure data exchange. I judged it to be the 'best for' these functions, offering a unique value proposition in the healthcare IT landscape.

Standout Features & Integrations:

Key features of Rhapsody include secure data transmission, cross-platform communication, and the ability to handle high-volume data. When it comes to integrations, Rhapsody works well with a variety of healthcare IT systems, facilitating interoperability and streamlined communication across different platforms.


Rhapsody's pricing starts from $10/user/month, providing various tiers to accommodate different needs and scales of operations.


  • Excellent interoperability
  • Secure data exchange
  • Can handle high-volume data


  • Might be overwhelming for beginners
  • Customizations may require technical know-how
  • Costs can add up with additional features

4. MedMatrix - Best for improving revenue cycles and managing patient referrals

MedMatrix referral management software website homepage view
Here is MedMatrix's website home page.

MedMatrix is a comprehensive referral management software designed to manage patient referrals and enhance revenue cycles. It has been built to optimize the healthcare financial process while also taking care of patient referrals.

Why I Picked MedMatrix:

Among the myriad of options available, I selected MedMatrix for its dual emphasis on improving revenue cycles and effectively managing patient referrals. These facets make it a compelling option for those needing a dual-purpose solution in their healthcare operations.

Standout Features & Integrations:

Notable features of MedMatrix include its revenue cycle management capabilities, patient referral tracking, and robust reporting. It also integrates well with various EHR systems, providing smooth data interchange and ensuring accurate revenue tracking.


Starting at $20/user/month, MedMatrix offers a competitive pricing structure to cater to different requirements of healthcare institutions.


  • Robust revenue cycle management
  • Effective patient referral tracking
  • Useful EHR integrations


  • Learning curve for new users
  • Customization might require expert help
  • Higher cost compared to some alternatives

5. Meddbase - Best for a cloud-based, comprehensive healthcare management system

Meddbase dashboard for their start page
Here is a screenshot of Meddbase's dashboard for their start page.

Meddbase is an advanced, cloud-based healthcare management system that brings together various administrative and medical processes in one place. Its comprehensive approach includes referral management, EHR, billing, and much more, making it an ideal pick for those seeking a complete solution.

Why I Picked Meddbase:

I picked Meddbase because of its cloud-based, comprehensive approach to healthcare management. Unlike many other tools, Meddbase combines different aspects of healthcare operations into one platform, from patient referrals to billing, making it a one-stop solution for many organizations.

Standout Features & Integrations:

Meddbase offers incentives on a multitude of features such as integrated appointment scheduling, referral management, electronic health records, and billing. Additionally, its capacity to integrate with a variety of other systems, such as laboratory and diagnostic services, enhances its functionality and positions it as a comprehensive solution.


Pricing starts from $25/user/month, offering a competitive yet comprehensive healthcare management solution. This is the cost for their lowest-priced paid plan, offering full functionality with no restrictions.


  • Comprehensive cloud-based healthcare management solution
  • Robust feature set including referral management and billing
  • Wide range of integrations


  • Might be overkill for smaller practices
  • Higher price point compared to standalone tools
  • Some users might prefer a dedicated landing page referral management system

6. Intiveo - Best for patient communication and custom automated messages

Intiveo referral management software dashboard for social reviews
A view of Intiveo's dashboard for social reviews

Intiveo is a patient communication platform designed to facilitate effective communication between healthcare providers and their patients. It helps streamline workflows by automating messages and allowing for customization, which is why it is excellent for patient communication and custom automated messages.

Why I Picked Intiveo:

In comparing various platforms, I chose Intiveo because of its focus on improving communication with patients. The platform's customizable automated messaging sets it apart and makes it especially valuable for healthcare providers who want to personalize patient interaction while maintaining efficiency.

Standout Features & Integrations:

Intiveo's features are focused on patient communication. Its automated messaging, appointment reminders, recall messages, and survey tools help healthcare providers stay connected with their patients. As for integrations, it offers compatibility with numerous practice management systems, making it easier to sync data across platforms.


Intiveo's pricing starts from $99/user/month, which includes full access to all their communication and automation features. It is billed annually, meaning a year-long commitment is required to access this pricing.


  • Tailored for patient communication
  • Customizable automated messages
  • Numerous integrations with practice management systems


  • Might be expensive for smaller practices
  • Annual billing requires long-term commitment
  • Might not be suitable for those looking for a more comprehensive healthcare management tool

7. ReferralMD - Best for streamlining and tracking referral networks in real time

ReferralMD's dashboard for referrals
Here is a screenshot of ReferralMD's dashboard for referrals.

ReferralMD is a healthcare management tool primarily focusing on referral tracking and streamlining. It offers a comprehensive, real-time view of referral networks, enhancing workflow and boosting patient management, making it the best for tracking referral links and networks in real time.

Why I Picked ReferralMD:

Upon judging various tools, I selected ReferralMD due to its robust referral tracking capabilities. This aspect, along with the real-time tracking and network streamlining features, make it distinct and highly suited for healthcare providers seeking efficient management of referral networks.

Standout Features & Integrations:

ReferralMD provides numerous useful features including automated referral status notifications, insightful analytics, and a patient portal for enhanced communication. As for integrations, it's able to synchronize with a wide variety of EHR systems, furthering its compatibility and usability within a healthcare setting.


Pricing information for ReferralMD is not publicly listed on their website. You need to contact their sales team for a quote – "Pricing upon request".


  • Comprehensive referral tracking and management
  • Integration with many EHR systems
  • Patient portal for improved communication


  • Pricing information not readily available
  • Might have features unnecessary for smaller practices
  • Could be complex for those seeking simpler systems

8. Trella Health - Best for data-driven insights to optimize healthcare partnerships

Trella Health's dashboard for analyze
Here is a screenshot of Trella Health's Analyze dashboard.

Trella Health is a healthcare analytics platform that aids healthcare organizations in optimizing their partnerships. By leveraging Medicare data, it provides deep insights, enabling efficient performance tracking and management. It is ideal for healthcare organizations seeking to optimize their partnerships through data-driven insights.

Why I Picked Trella Health:

In selecting tools for this list, Trella Health was an obvious choice for its unique focus on data analytics to boost partnership optimization. Its ability to harness the power of Medicare data to inform strategic decision-making differentiates it from other healthcare management platforms.

Standout Features & Integrations:

Trella Health offers features such as performance metrics, market insights, and partnership analyses, all powered by a robust analytics engine. It also supports integration with numerous EHR and CRM systems, ensuring smooth data exchange and reducing workflow disruptions.


Trella Health's pricing is not explicitly stated on its website. Hence, it is a case of "Pricing upon request".


  • Leveraging Medicare data for deep insights
  • Robust analytics for performance metrics and market insights
  • Compatibility with many EHR and CRM systems


  • Lack of transparent pricing information
  • May require a learning curve to fully understand the analytics
  • Less suitable for healthcare providers not heavily involved in partnerships

9. Talon.One - Best for robust referral programs with tailored promotions

Talon.One's campaign dashboard
Here's Talon.One's campaign dashboard screenshot.

Talon.One is a Promotion Engine that enables businesses to create, manage, and track custom referral programs and promotional campaigns. With its ability to tailor promotions to specific customer behaviors, it aligns well with businesses looking for a robust tool to enhance their referral factory.

Why I Picked Talon.One:

When making the selection, Talon.One stood out because of its exceptional ability to customize promotional campaigns based on customer base. This level of personalization is uncommon among competitors, which makes Talon.One unique. Therefore, it seems to be the best for businesses that need a robust tool to enhance their referral marketing solutions with tailored promotions.

Standout Features & Integrations:

Talon.One's key features include campaign management, referral tracking, and rule-based promotions. These allow businesses to create a highly personalized customer experience. It integrates with various CRM, eCommerce platforms, and customer segmentation platforms, facilitating data-driven decision-making.


Talon.One's pricing begins from $500 per month, but this may vary based on the specifics of your use case.


  • High degree of customization for promotions
  • Integrates with various platforms for seamless data access
  • Detailed tracking of successful referral programs


  • Starting price may be high for smaller businesses
  • The level of customization may require a learning curve
  • Absence of a free plan for trial purposes

10. Hallmark Healthcare Solutions - Best for integrated workforce management in healthcare

Hallmark Healthcare Solutions referral management software home page
A view of the Hallmark Healthcare Solutions website

Hallmark Healthcare Solutions offers an all-in-one platform for managing the workforce within healthcare organizations. Its comprehensive feature set, which ranges from scheduling and time tracking to payroll and compliance, makes it especially useful for organizations that desire an integrated approach to workforce management.

Why I Picked Hallmark Healthcare Solutions:

I selected Hallmark Healthcare Solutions due to its comprehensive, integrated approach to managing healthcare workforces. Its extensive features set it apart from other tools, offering capabilities like schedule management, payroll, and compliance all in one platform. Given these attributes, it certainly stands as the best choice for healthcare organizations that require an integrated solution for workforce management.

Standout Features & Integrations:

Hallmark Healthcare Solutions offers features such as scheduling, time tracking, payroll, compliance management, and forecasting. Each of these features plays a crucial role in efficiently managing a healthcare workforce. As for integrations, it connects well with various payroll systems and HRIS platforms, which further enhances its utility.


Hallmark Healthcare Solutions operates on a custom pricing model, so the actual price will depend on the specific needs of your organization. As such, the starting price is upon request.


  • Comprehensive, integrated solution for healthcare workforce management
  • Offers essential features like scheduling, payroll, and compliance
  • Supports integration with payroll systems and HRIS platforms


  • Custom pricing model may lack transparency for potential users
  • The broad range of features may require a learning curve for new users
  • Lack of a standard starting price may deter smaller organizations

11. Weave - Best for enhancing patient communication and appointment management

Weave referral management software website
A view of Weave's website

Weave is a comprehensive patient communication platform that provides tools for messaging, appointment management, and more. It is designed to help healthcare providers improve their patient engagement, which ultimately aligns with its strongest case: enhancing patient communication and appointment management.

Why I Picked Weave:

In comparing multiple tools, I found that Weave's focus on patient communication and appointment management sets it apart. It caters specifically to healthcare providers, making it a highly targeted solution in this context. I believe Weave is the best for enhancing patient communication and managing appointments due to its comprehensive toolset and industry-specific design.

Standout Features & Integrations:

Weave offers features such as two-way messaging, appointment reminders, and automated recall messaging, all of which streamline communication with patients. The platform also integrates seamlessly with many popular electronic health record (EHR) systems and practice management systems, making it a great fit for clinics and healthcare providers that already have these systems in place.


Pricing for Weave is custom and provided upon request.


  • Comprehensive suite of patient communication and appointment management tools
  • Integration capabilities with popular EHR and practice management systems
  • Industry-specific solution designed for healthcare providers


  • Lack of publicly available pricing can make it hard to evaluate value
  • May not be suitable for healthcare providers without EHR or practice management systems
  • Requires commitment and resources for setup and integration

12. HealthViewX - Best for multi-channel referral management and tracking

HealthViewX dashboard for referral details
Here is a screenshot of HealthViewX dashboard for referral details

HealthViewX is a comprehensive healthcare solution designed to streamline patient referral management. It provides multiple channels for tracking and managing referrals, thereby significantly improving efficiency and reducing the time spent on administrative tasks. These features make it particularly suitable for managing and tracking multi-channel referrals.

Why I Picked HealthViewX:

I chose HealthViewX after a thorough comparison with similar tools, primarily for its strong emphasis on multi-channel referral management. Its unique approach, offering multiple channels for managing referrals, differentiates it from other solutions. I am of the opinion that HealthViewX is "Best for multi-channel referral management and tracking" due to this capability, along with its additional features designed to improve healthcare service delivery.

Standout Features & Integrations:

HealthViewX's referral management system is one of its standout features. It provides features like referral workflow automation, multi-channel referral consolidation, and real-time tracking. Moreover, HealthViewX integrates with most Electronic Health Record (EHR) systems, thereby easing the process of information transfer and reducing administrative workload.


Pricing details for HealthViewX are not publicly available and are provided upon request.


  • Multi-channel referral management and tracking
  • Integration with most EHR systems
  • Workflow automation for referral processes


  • Pricing information is not transparent
  • Could be an overkill for smaller healthcare providers
  • Integration with EHR systems might be challenging for less tech-savvy users

Other Healthcare Referral Management Software

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

  1. AestheticsPro - Good for comprehensive aesthetic clinic management
  2. AdvancedMD - Good for specialized dermatology practices
  3. SimplePractice - Good for streamlined solo or small practices
  4. QGenda - Good for efficient scheduling and workforce management
  5. WebPT - Good for physical therapy practices with its EMR solution
  6. MD Charts - Good for dermatologists seeking specialized EHR tools
  7. Nextech - Good for integrated EHR and practice management for dermatology
  8. Athena Health - Good for larger healthcare practices seeking comprehensive EHR systems
  9. CharmHealth - Good for telehealth and patient engagement features
  10. Healthie - Good for family practice EHR with dietitian-friendly features
  11. CureMD - Good for dermatology-specific EMR systems
  12. WRSHealth - Good for dermatology EHR with a focus on profitability
  13. RevenueXL - Good for dermatology EMR with customizable templates
  14. PatientNow - Good for dermatology practices seeking state-of-the-art EMR solutions
  15. eMDs - Good for dermatology EHR with a focus on care quality
  16. Praxis - Good for AI-powered EHR solutions for dermatology
  17. ADSC - Good for dermatology practices seeking fully integrated solutions

Selection Criteria for Healthcare Referral Management Software

Having researched and tested dozens of healthcare management tools, the following criteria have emerged as significant determinants of software choice. The challenge of selecting the ideal solution often lies in aligning the software's capabilities with the unique requirements of the healthcare setting. Let's delve into what these critical elements are.

Core Functionality

Healthcare management tools should enable you to:

  • Consolidate patient data: Collect, store, and manage comprehensive patient information in a centralized database.
  • Streamline scheduling: Coordinate appointments and avoid scheduling conflicts.
  • Facilitate communication: Enable secure communication between healthcare providers and patients.
  • Enhance billing and insurance processes: Manage insurance claims, process payments, and track financial transactions.
  • Oversee inventory: Track the usage and availability of medical supplies and equipment.

Key Features

In addition to the core functionalities, here are some key features I found most useful in my search:

  • Customizable Templates: These allow for easy entry of patient information, facilitating a quick and tailored patient encounter.
  • Interoperability: The ability of the software to integrate with other systems and applications, fostering seamless data exchange.
  • Compliance Support: Functionality that aids in meeting regulatory standards, such as HIPAA and ICD-10.
  • Reporting and Analytics: Tools that compile data into meaningful reports, providing insights for better decision-making.
  • Telehealth Capabilities: Features that enable remote patient consultations, becoming increasingly essential in today's digital healthcare environment.


User experience is a key factor to consider. Here's what I prioritized:

  • Intuitive User Interface: For healthcare software, a clear and logical interface helps to minimize errors. The software should be easy to navigate, even for non-tech-savvy users.
  • Quick Onboarding: The solution should provide clear guidance and resources for new users to understand and start using the tool effectively.
  • Role-based Access: Given the sensitive nature of healthcare data, the tool should allow administrators to control who can access what data.
  • Reliable Customer Support: When issues arise, especially in a critical setting like healthcare, responsive and knowledgeable customer support is vital.

People Also Ask

What are the benefits of using referral management software?

Referral management software provides several advantages, such as:

  1. Improved patient tracking: It allows healthcare providers to follow patient referrals and treatment plans more accurately and efficiently.
  2. Better communication: It enables easier communication between primary care providers and specialists, ensuring everyone is on the same page regarding patient care.
  3. Streamlined workflow: It automates the referral process, reducing administrative tasks and saving time.
  4. Enhanced patient satisfaction: It improves the patient experience by ensuring timely and appropriate care.
  5. Data-driven insights: It provides valuable analytics and reports that can help improve overall healthcare service and patient outcomes.

How much does referral management software cost?

Pricing for referral management software varies significantly based on factors like features, number of users, and the size of the healthcare establishment.

What are the pricing models for referral management software?

The most common pricing models for referral management software are subscription-based and per-user pricing. Subscription-based pricing involves a recurring fee (monthly or annually), while per-user pricing charges according to the number of users utilizing the software.

What is the typical range of pricing for referral management software?

Typically, prices for referral management software can range from $30/user/month for basic packages to upwards of $500/user/month for more comprehensive solutions.

Which are the cheapest and most expensive referral management software?

Based on my research, the cheapest referral management software starts from $30/user/month. The most expensive options, which often include additional features like advanced analytics, telehealth capabilities, and integration with electronic health records (EHR), can exceed $500/user/month.

Are there any free referral management software options?

Yes, some providers offer free versions of their referral management software. However, these are typically very basic and may not offer the comprehensive features needed for efficient referral management. As such, they may be more suitable for smaller practices or for those just starting out.

More Healthcare Management Software Reviews


To conclude, referral marketing software is a valuable tool for any healthcare provider aiming to streamline the referral process, improve communication, and enhance patient satisfaction. By evaluating each option based on its unique selling proposition, core functionality, key features, and usability, you can select the software that best fits your organization's needs and workflows.

Key Takeaways:

  1. Define Your Needs: Understanding your specific requirements is crucial. Look for software that addresses your biggest challenges, whether that's tracking patient referrals, improving inter-provider communication, or enhancing workflow efficiency.
  2. Evaluate Features: Pay close attention to the key features each software offers. High-quality new referral management software should include multi-channel management, centralized referral tracking, and robust analytics capabilities, among others.
  3. Consider Usability: Lastly, don't overlook usability. The best referral management software should offer a user-friendly interface, ease of onboarding, and reliable customer support. The easier it is for your team to use the software, the more you'll be able to maximize its benefits.

What Do You Think?

I value your insights and experiences. If there are any referral management tools that have worked exceptionally well for you and are not included in my list, please feel free to suggest them. I am always eager to explore and include new, effective solutions that can benefit my readers. Thank you for your contributions!

John Payne
By John Payne

John Payne is the co-founder and company director of Symphony Health. With over 20 years of management experience John is working alongside his wife, Dr. Kate Payne to build a multi-site Medical Practice where staff work collaboratively for the good of their patients. John is passionate about improving access to quality Healthcare in North Vancouver and sharing best practice with other people managing medical practices.