Best Healthcare CRM Software for Patient Management

Updated on July 21st, 2021
Best Healthcare CRM Software for Patient Management

Healthcare organizations work hard to meet the needs of their patients and clients, but sometimes the work can feel like an impossible challenge. It's no wonder that healthcare CRM software (customer relationship management) has become so popular in recent years.

Existing patients require maximum attention to get back on their feet as quickly as possible. But with the constant inflow of new patients, it seems impossible to juggle administrative work together with each patient's healthcare needs.

The U.S. Bureau of Labor Statistics data from 2018 shows that healthcare workers' overtime hours are reaching new all-time highs. This directly links to problems such as medical errors, lower patient satisfaction, and burnout.

This article will explore which healthcare CRM software can help you organize patient data better and bring order to the overall business workflow. Although most CRM software will do the job, you still need to research which healthcare CRM software option is best for you. Here are the top six.

Salesforce Health Cloud

Price: Health Cloud Enterprise - $300 per user, per month, Health Cloud Unlimited - $450 per user, per month

HIPAA Compliant: Yes, but contact your Salesforce account representative

Salesforce Health Cloud is one of the better-known CRM solutions in the healthcare industry. The cloud-based solution comes with everything hospitals or clinics need, such as electronic health records, task management, appointment scheduling, appointment reminders, etc.

But besides the usual features, what makes this healthcare CRM system stand out is the possibility to customize individual patient records. Meaning, Salesforce Health Cloud allows you to keep a watchful eye on each client spending too much time.

This not only increases patient experience but also nurtures loyalty and future engagement.

The way Salesforce Health Cloud does it is by organizing patient information transparently and allowing the medical staff to stay in the loop and minimize confusion.

Besides a CRM solution that helps with patients, Salesforce can also help with work outside the daily tasks. It's an all-in-one platform that comes with various marketing automation, sales, and social media tools. This can be helpful for clinics looking to bring in new patients.

If you wish to maintain communication with patients via email marketing or other services, it's easy to keep track of contacts and expand your service outside the existing customer circle.

Although the CRM software does fall on the pricier side, its establishment in the healthcare industry guarantees quality.

Top Features:

  • Intuitive user experience.
  • A clear and timelined display of patient data.
  • Insightful reports for a 360-degree view of healthcare's management system.

Veeva Medical CRM

Price: Starts at $200 per user per month

HIPAA Compliant: Yes

As the leading provider of life sciences software for global enterprise businesses, Veeva Systems Inc. has various healthcare CRM solutions to help you manage all aspects of your relationships with patients.

The most popular is the Veeva CRM Suite, an end-to-end solution that helps you with intelligent customer management, practice management, and general handling of various healthcare organizations.

Besides the accessibility via laptop, desktop, or mobile phone, what makes Veeva great is data mining.

It's straightforward to filter out the "fluff" and end up with genuinely valuable data by the end of each week or month. You can organize the data so that you check each specific patient or customer.

Clinics with a marketing and sales team will find this especially helpful. Not only does the healthcare CRM allow transparent communication between marketing and medical staff, but it also keeps everybody in a constant loop.

Verva is excellent for drug and medical companies that have a constant data flow between each other. The sales team can check medical records in real-time and communicate with other organizations without worrying about sending incorrect details.

As an example, let's say your company sells medical devices that specialize in hearing aids. Between creating an attractive financing plan and juggling medical device marketing, data can easily slip through the cracks.

In other words, securing patient information is critical in healthcare. Considering that only around 20% of customers trust companies over privacy security, patient satisfaction can crumble with a single error.

Patients don't want their medical history leaking out, so hospitals and clinics need to keep everything secure.

If your healthcare organization often transfers data between healthcare and sales personnel, Verva is a great tool to keep the records private and inside the business.

Top Features:

  • Full-circle sales and marketing.
  • The all-inclusive dashboard provides detailed patient information while allowing users to secure patient data in a HIPAA-compliant cloud.
  • Multi-channel communication and security.


Price: Starts at $50 per first five users per month. $20 per additional user per month

HIPAA Compliant: Yes

BestNotes is cloud-based CRM software that's somewhat different than the usual healthcare CRM solutions. Users use BestNotes to track medical records and send appointment reminders.

You can do all of the above alongside patient management with BestNotes. The slick calendar lets you see when new patients are arriving and any business appointments due for scheduling.

But what makes this customer relationship management system truly shine is the automation of medication management.

The e-prescription tools allow you to send electronic medical prescriptions to pharmacies in an instant, freeing up more time for other services inside your business.

More importantly, the secure solution allows you to send accurate information. The U.S. FDA estimates that around 1.3 million people in the U.S. suffer health problems due to medication errors.

Prescription providers carry the load of a medication error, and a single instance can be a significant blow to the business. Similar to not having a proper financial plan, it can lead to serious cuts in profit.

Besides managing existing patients data, the software also provides a clear overview of past patients data.

BestNotes is specifically designed for clinics looking to land successful healthcare sales. The CRM platform allows for tracking sales activity, following up with existing patients and clients, checking in on referrals, and other tools and services that help boost sales.

Clinics can even list patient activities in the calendar together with notes and billing reminders.

Top Features:

  • An easy way to manage patients and customers.
  • Assign tasks to yourself and other team members without overcrowding the calendar.
  • Clean overview of electronic health records, marketing campaigns, and patient records.

HC1 Healthcare CRM

Price: Starts at $150

HIPAA Compliant: Yes

The healthcare CRM software company HC1 has been around since 2010 and is committed to improving healthcare systems through CRM. They offer a healthcare CRM solution that helps you manage your entire patient lifecycle by providing intelligent outbound marketing, appointment scheduling, HIPAA-compliant regulations for data protection, and analytics about the effectiveness of outreach methods.

HC1 Healthcare CRM provides healthcare workers with the necessary tools to track patients and their journey towards recovery. Depending on the illnesses, you can customize the flow for each patient.

For example, you can trigger custom alerts for check-ups and other recovery processes. What's even better, you can communicate with patients directly. The message automation allows doctors to send batch notifications to patients about seasonal diseases, possible precautions, and other vital information - all in real-time.

The healthcare CRM dashboard is intuitive and provides a birds-eye view of the entire practice management and medical services. It's a platform that offers tools and organizes vital information like patient data and daily tasks in a neat package.

Doctors can employ CRM solutions and features for better communication between different teams and patients.

Overall, HC1 is a great healthcare CRM solution for clinics that need a platform to improve overall patient satisfaction.

The marketing team can focus on email marketing campaigns,  while the head of the department focuses on task management without interrupting one another.

Top Features:

  • A versatile cloud-based healthcare CRM that has almost every tool hospitals need.
  • Available across all devices.
  • Easy contact and patient communication.

Caspio - Healthcare CRM Builder

Price: Starts at $100 per feature, per month

HIPAA Compliant: Yes

Unlike other healthcare CRM solutions with every single tool ready to use, Caspio provides a bit different service.

The CRM software is a low-code platform for building compliant Healthcare CRM applications. Meaning, instead of having the tools ready, you can customize anything - from marketing automation to patient and customer management.

If this sounds somewhat overwhelming, don’t worry. There’s no need to hire a developer to build your CRM platform.

A low-code CRM software means that each customizing tool has the user and the industry in mind. In other words, even users who aren't tech-savvy can build a unique, one-of-a-kind healthcare CRM platform.

The beauty of customizing every single service is that you can build a CRM that works for you. Instead of having yourself and your team adjusting to the CRM software, you adapt the CRM to your patients' needs.

Although it sounds like a drag to build your CRM system from bottoms up, it can save time in the long run.

The Healthcare industry changes rapidly. Thus, having an adjustable CRM system can be incredibly useful.

Caspio is the go-to CRM software for users that require services that go outside the regular functions. For example, clinics that require custom databases and multi-data centers while ensuring that each is HIPAA-compliant.

This may sound as if low-code providers such as Caspio are better-suited for bigger organizations. But it's healthcare CRM software that can help anyone looking for a custom and fresh approach to patient management.

Some users don't want to customize their CRM, but they still need a specialized patient management tool. Fortunately, the builder wizard tool and demo apps can save time by doing the job for you.

Top Features:

  • A powerful customizing tool that allows you to create most of your healthcare CRM by yourself.
  • User-friendly and doesn't require the user to have coding knowledge.
  • Easy contact and patient communication.
  • Quickly create vital tools such as patient portals and patient condition reporting.

NextGen Healthcare

Price: Starts at $299 depending on providers using the system

HIPAA Compliant: Yes

Although marketed as an EHR platform, NextGen is a fantastic software for patient management and ensuring you're providing top-quality healthcare services.

NextGen comes with every tool you'll need to manage patients, including patient registration, scheduling appointments, contact management, and automation of daily manual processes.

What makes the software great is how much time you can save entering patients' details. It removes the manual work by allowing users to autofill the information such as name and insurance numbers.

Not only does this save time, but it also ensures that the information is correct and automatically creates charts that list the information you need for your patients.

The scheduler calendar is basic, and in this case, that's a good thing. There's no extra feature fluff that makes the job confusing. Instead, it's a simple color-based calendar that allows for quick appointment scheduling.

Rescheduling is as easy as dragging the appointment to a different date, and lead management can easily check who made the changes. Finally, patients can use the health portal to ask for an appointment.

The system also has a very robust way of sending reminders. You can customize how often to send reminders, do you want to send to patients' phones or email, and what to include in the notification.

Another useful feature that NextGen has is e-prescriptions. The system automatically checks for any allergies patients might have. You can even create graphs to have a visual overlay of the client's progress.

It might not be the most user-friendly service, but the free training service allows you to quickly master the system and get the most out of the tools that NextGen offers.

It usually takes a couple of months to implement a new EHR or CRM solution in healthcare, but you can do it a lot quicker with NextGen, thanks to providers' training service.

Top Features:

  • A great tool for creating and maintaining quality patient communication.
  • An effortless way to set up appointments and make changes.
  • Create e-prescriptions and forward them to pharmacies quickly.

Why is it Important to Have a HIPAA Compliant CRM?

CRM is here to help you run your business and increase the client number. Meaning, it's counterintuitive to encounter issues by using a CRM solution, right?

Nevertheless, it's somewhat essential that you ensure the CRM you're using is HIPAA-compliant. Why? The most obvious reason to have HIPAA-compliant CRM software is to avoid hefty fees.

While the primary goal when comparing CRM providers is to find one that helps you take care of your patients' health, you also need to keep in mind healthcare industry regulations.

HIPAA is a broad document, but the idea is simple: secure patient data privacy.

It doesn't matter if you're running a hospital, pharmacy, or marketing agency with healthcare clients. If you're handling information such as social security numbers, patient records, and names, you need to make sure your CRM is HIPAA-compliant.

Since the federal government doesn't provide HIPAA certificates, it falls onto you to do your research.

A proper CRM software should have different levels of access for each specific piece of patient information. If the CRM doesn't offer the ability to customize who can access what details, you should probably avoid and move on to another CRM solution.

While CRM providers might have compelling websites, you should always go beyond what the website says. Research reviews, case studies, and most importantly, see if providers have experience working with high-profile institutions.

If the CRM software provider has clients such as public hospitals, it likely means that they are HIPAA compliant.

Ending Note

All in all, a top-quality CRM allows clinics to save time on manual work and offer better health services.

If you're running a private clinic, you also want to ensure you provide proper finance plans to potential customers. That way, you can save money for the client while ensuring you bring in new customers. Most of all, you're showing your patients that you care.

Time Investment Company helps build flexible and simple finance plans designed to attract customers and not repel them.

While each company needs a specific finance strategy, it is easy to analyze what best suits your healthcare organization. If you want to create a tailored finance plan, don't hesitate to get in touch, and we'll be more than glad to help.


Sara Hafeman
Sara Hafeman

With years of experience in the consumer financing industry, Sara Hafeman currently leads marketing and partner development at Time Investment.