Best Healthcare CRM Software 2021: HIPAA Compliant Solutions
CRM solutions are one of the most useful business applications ever. No industry should go without a CRM platform. The healthcare industry is no exception. We mean everything from hospitals to tiny private clinics.
Choosing the best healthcare CRM software shouldn’t be too difficult. To help your choice, we break down all the advantages a CRM platform can bring to healthcare businesses. Then we look at 15 of the best healthcare CRM tools currently available.
One important thing when considering healthcare CRM is this: HIPAA compliance. We look at several HIPAA compliant CRM software, and explain what it means.
Healthcare CRM comparison chart (10 highest rated medical CRMs)
Pricing starts at
Salesforce Health Cloud
Best healthcare CRM software overall
$300 /user /month
Best healthcare CRM solution software for customer service
$89 /user /month
Top medical CRM software for patient acquisition
$12 /user /month
Best HIPAA compliant CRM software
$25 /user /month
Good doctor CRM tools for EHR management
Top CRM software for dentists
Good healthcare CRM solution for email automation
Good cloud-based healthcare CRM for HIPAA compliance
$50 /user /month
Top healthcare CRM contact center solution
Top healthcare CRM for business intelligence
What is healthcare CRM?
So what exactly is CRM for healthcare? Like any good CRM software solution, it helps you manage your contacts.
In this case, it is mostly patients. You might sooner call it PRM, for patient relationship management. It will keep track of their medical and prescription data, as well as all their appointment and communication histories.
However, it is not only patients that count as contacts. Healthcare CRM can manage contacts like doctors and other medical professionals. It’s also good for keeping track of referral networks.
Healthcare CRM goes beyond managing current patients and contacts. There is a strong emphasis on marketing and sales too. This means helping clinics or other medical professionals find new patients and expand their practices.
Healthcare CRM can also help with things like customer support. It can help build online resource centers, create tickets and track issues. It also offers a unified dashboard for all communication from potential and recurrent patients.
Finally, some of the best CRMs for the healthcare industry do online reputation management. It can track engagement with your clinic across social media and other review sites. This lets you address any criticisms, and also bump your positive reviews to the top.
What is HIPAA compliant software?
HIPAA compliance refers to the protection of patient data and communications. It is meant to help streamline the flow of medical information. It makes it secure for different healthcare companies and institutions to exchange records. HIPAA compliant software protects patient information from fraud or theft. It also regulates the limitations of healthcare insurance.
The Health Insurance Portability and Accountability Act was passed by the United States Congress in 1996. It consists of five areas. 1) Health insurance in case of job loss. 2) Standards for healthcare transactions. 3) Guidelines for medical spending. 4) Regulations for group health plans. 5) Regulations for governing company life insurance policies.
What are the different types of healthcare CRM software?
Patient relationship management
Medical data management
New patient acquisition
Treatment sales pipelines
Appointment scheduling tools
Clinic reputation management
What is the best healthcare CRM software? Here’s our top 15 list:
From big names like Salesforce to niche names like HIPAA CRM, we’ve got a great list. We break down the best CRM software by scale, niche and best features. Many of these CRM solutions are also among the best HIPAA compliant software.
Salesforce Health Cloud (Best healthcare CRM software overall)
Salesforce is a leading CRM system for many industries. It has a solution for healthcare and life sciences. It’s a platform with customization for various healthcare needs. These include outreach for new patients. It has 360 degree views of patients’ medical records. It also keeps track of referral parties. Healthcare providers can engage with patients on any device. They can use this for things like appointment reminders and cancellations. There are tools to streamline payments with insurers. You also get pharmaceutical management features. Salesforce can also help with marketing and sales.
Salesforce Health Cloud is best for:
Payments and insurance
Sales and marketing
Is Salesforce Health Cloud HIPAA compliant?
Salesforce Health Cloud is not HIPAA compliant, but it can be made HIPAA compliant. Customers can build applications to run on Salesforce. These can meet all the standards of HIPAA compliance. HIPAA protects the integrity of patient records. Salesforce Health Cloud is a good CRM platform for managing patient data.
Zendesk (Best healthcare CRM solution software for customer service)
Zendesk is a popular customer service platform and general CRM system. It has a solution for healthcare organizations. Zendesk helps maintain good patient experiences. You get complete patient information with EHR, medical devices and appointment histories. Zendesk Support makes it easy to stay in touch with patients. There are call center tools as well as SMS and other channels. Healthcare CRM tools from Zendesk do appointment reminders and follow ups. Medical professionals can also organize their daily tasks.
Zendesk is best for:
Patient customer support
Is Zendesk HIPAA compliant?
Zendesk can be made HIPAA compliant. Zendesk subscribers must comply with HIPAA configurations. They must do this before being able to use protected health information (PHI). Zendesk also has an advanced security add-on to help with HIPAA compliance. For more information users can contact an account executive at Zendesk.
Onpipeline (Top medical CRM software for patient acquisition)
Onpipeline is a decent overall customer relationship management tool. It can be used as a healthcare CRM system. Its main strength is in sales and marketing. This means it’s great for outreach as well as patient acquisition. There are marketing automation tools. These are useful for private clinics looking for new patients. You can also set up marketing automation workflows when messaging new and potential patients. As a CRM, it keeps track of patient data and medical histories.
Onpipeline is best for:
Is Onpipeline HIPAA compliant?
On its own, Onpipeline is not HIPAA compliant. This does not mean that patient data is not fully secure. It means that the level of data protection is not as strong as it could be. This is compared with CRM platforms which are HIPAA compliant. If HIPAA compliance is important you should find a healthcare CRM.
Leadsquared (Best HIPAA compliant CRM software)
Leadsquared is a CRM for sales and marketing. It has healthcare as one of its solutions. As a healthcare CRM, it is suited for specialty hospitals. These include women’s hospitals or children's hospitals. Leadsquare can capture leads of potential new patients. There is marketing automation to convert leads into paying patients. It saves all patient communication and even has telephone dialers. With Leadsquared hospitals and clinics can create email campaigns and landing pages. There are also patient satisfaction reports.
Leadsquared is best for:
Is Leadsquared HIPAA compliant?
Leadsquared is fully HIPAA compliant. Through the Business Associate Agreement it maintains patient health information. This is done at very secure standards. Leadsquared boasts that they meet all regulatory requirements. This is to best safeguard sensitive patient data and other medical history information.
IMS (Good doctor CRM tools for EHR management)
IMS stands for intelligent medical software. It specializes in electronic health records (EHR). It also has tools for medical practice management. IMS can help streamline payers and billing. Using IMS makes it easy to follow regulatory compliance. You get patient charting and tools to help make clinical decisions. There is referral management. IMS also has features to do electronic prescriptions.
IMS is best for:
Electronic health records
Is IMS HIPAA compliant?
IMS is HIPAA compliant. All electronic health records are very secure with IMS. IMS has a tool called FaxCloud. This streamlines sending and receiving electronic faxes. All faxes go directly to and from protected databases. This feature complies with HIPAA regulation.
OperaDDS (Top CRM software for dentists)
OperaDDS is a communication tool for dentists. It also has features which are good for general healthcare CRM. OperaDDS mainly does paperless forms. It keeps all patient information very secure. You get patient reminder tools. These work on email, SMS messaging and other channels. OperaDDS can also manage your clinic’s social media reviews. It keeps good reviews up top.
OperaDDS is best for:
Reminders and follow ups
Is OperaDDS HIPAA compliant?
There are add-ons for OperaDDS. This includes a HIPAA secure email add-on. It is recommended for dental clinics not to use Gmail or Outlook. This may violate HIPAA rules. The OperaDDS secure email tool is cully HIPAA compliant. It also blocks spam and lets you retract messages.
PatientPop (Good healthcare CRM solution for email automation)
PatientPop is a platform for growing private clinics. It helps clinics set up web sites and get solid web presence. There are tools to monitor and manage your online reputation. This platform allows patients to do online booking. There are workflows to automate things like appointment reminders and cancellations. PatientPop integrates with EMR and EHR systems. Marketing campaigns help attract new patients.
PatientPop is best for:
Email marketing campaigns
Is PatientPop HIPAA compliant?
PatientPop is 100% HIPAA compliant. All patient data is securely managed according to HIPAA standards. You can safely manage your PatientPop platform from on-premise or in the cloud. PatientPop’s HIPAA compliance is in line with the Business Associate Agreement. All patient health information is protected.
HIPAA CRM (Good cloud-based healthcare CRM for HIPAA compliance)
HIPAA CRM is a cloud-based software CRM solution. As the name suggests this healthcare CRM system takes HIPAA seriously. Patient management gives you a 360 degree view of all patients. It lets clinics track the sales pipeline for new patient acquisition. Sales pipelines are also for tracking new procedure opportunities. There is a marketing automation tool which works with email and direct mail. You get task management tools too. HIPAA CRM has phone call features that are secure.
HIPAA CRM is best for:
Is HIPAA CRM compliant?
HIPAA compliance is a major part of HIPAA CRM’s platform. Patient medical records are managed according to HIPAA standards. This is a cloud-based platform that follows the Business Associate Agreement. Patient health information is safe and secure with HIPAA CRM for all communications.
Visit: HIPAA CRM
Healthgrades (Top healthcare CRM contact center solution)
Healthgrades is an intelligent platform for health systems and the healthcare industry. Tools to improve patient engagement include contact centers and appointment bookers. Healthgrades helps clinics understand their markets for email marketing campaigns. It does intelligent audience segmentation. Healthgrades platform streamlines referrals and health system partnerships.
Healthgrades is best for:
Is Healthgrades HIPAA compliant?
HIPAA applies to Healthgrades services. This happens when protected health information is shared from a core provider. This data could be name, age, treatment information, and more. Healthgrades qualifies as a Business Associate in compliance with BAA. Healthgrades is HIPAA compliant as a customer relationship management tool for the healthcare industry.
PlayMaker Health (Top healthcare CRM for business intelligence)
PlayMaker health does data analytics and BI for healthcare. It’s meant to help with marketing and sales for private clinics. PlayMaker has a CRM that has mobile apps. You get 360-degree referral profiles. It helps you identify prospective patients and use segmentation. There are also geo-location referrals. PlayMakerHealth also offers market insights for getting new patients. It does cross-selling and up-selling with recurrent patients.
PlayMaker Health is best for:
Marketing and sales
Is PlayMaker Health HIPAA compliant?
PlayMaker Health protects private health information according to HIPAA standards. Playmaker Health is a product for the healthcare industry. This includes hospice, private clinics and long-term care. PlayMaker Health offers HIPAA compliance. It also has other built-in features to ensure data security.
Caspio is an all-in-one customer relationship management tool. It’s good for building databases without knowing how to code. For helping healthcare professionals, Caspio has many features. You can get online patient portals. There are health scorecards and patient feedback tools. Caspio manages patient engagement programs. It also monitors staff productivity. There is medical equipment inventory tracking too.
Caspio is best for:
Medical device tracking
Is Caspio HIPAA compliant?
Caspio has a HIPAA edition. It protects patient data according to rigorous HIPAA regulations. Caspio has Business Associate Agreements (BAA) with many vendors. It also offers BAA for users of Caspio’s healthcare CRM platform. Overall, Caspio is a secure platform for the healthcare industry.
Happy Charting is a specific CRM for healthcare. It mainly does electronic medical records (EMR) for the acupuncture industry. It’s aim is to save people time doing charting tasks. Charts are very important to acupuncturists. This is a very simple CRM platform. It stores patient information about things like where they experience pain. You also get patient history records. Finally, Happy Charting has a scheduling tool.
Happy Charting is best for:
Is Happy Charting HIPAA compliant?
Happy Charting makes its best effort to have HIPAA standards. The company hires HIPAA consultant advisors. It even offers HIPAA training videos to Happy Chart subscribers. Happy Charting urges its users to learn about HIPAA regulations. This decreases the possibility of liability.
Visit: Happy Charting
Pega is a tool for customer engagement. It uses AI functionality in the platform. Pega has a solution for healthcare and life sciences. For healthcare organizations it can help with better personalized patient engagement. You get patient 360 degree views which include demographics. AI marketing is helpful for outreach. You get tools for pharmaceutical management. Pega offers tools for customer service for hospitals and clinics.
Pega is best for:
Is Pega HIPAA compliant?
Pega is not officially HIPAA compliant. It does have HIPAA compliance attestation. But you can use Pega to do customer service at levels of HIPAA standards. Patient information is very secure with Pega. You can have your Pega running on-premise for added security.
Kea is made by VMS which is a total business solution. Kea-CRM is meant for hospitals and pharma industries. This is a sales and marketing CRM solution. It helps track your engagement with patients, doctors, medical companies and insurance companies. You can easily manage all data in one place. Kea-CRM also helps with patient outreach. There are marketing campaign tools. There are also tools for managing referrals. For pharma this is a great database.
Kea-CRM is best for:
Is Kea-CRM HIPAA compliant?
Kea-CRM is a CRM for hospitals and pharma. However, it is not HIPAA compliant. HIPAA compliance ensures that patient data is secure on a platform. This includes medical history as well as patient communications. HIPAA helps with things like sharing x-rays or prescription histories.
Influx MD is a sales and marketing platform for the healthcare industry. It starts with good contact management. It lets clinics looking for new patients capture and score leads. You get customizable demographic information. Status of leads is updated in real time. Influx gets you total communication history. Marketing workflows let you automate email marketing campaigns. You can also integrate EMR and scheduling features.
Influx MD is best for:
Is Influx MD HIPAA compliant?
Influx MD is HIPAA compliant. Influx uses a 3rd party to audit Influx to ensure data privacy. The Influx hosting environment is secured. The hosting environment includes a firewall, encryption and offsite backups. All Influx users can get a signed BAA. This attests to HIPAA compliance for users of Influx.
Visit: Influx MD
Whether a hospital, a chain of clinics, or a small independent medical practice, healthcare CRM is incredibly useful. Patients, like other kinds of customers, should be given a great experience at every touchpoint when engaging with your clinic. Especially when it comes to capturing leads for new potential patient-customers.
When it comes to the best healthcare CRM, we hope you’ve found your pick here. Salesforce and Zendesk are not usually associated with healthcare but they offer some of the best healthcare CRM tools. Otherwise, take your pick of the above CRMs for healthcare and HIPAA compliance.
FAQs on healthcare CRM solutions
What is the best free healthcare CRM software?
Most healthcare CRMs are not free. However, you can use many general CRMs for the healthcare industry. Caspio is a low-code database builder which can be used for CRM. It has a healthcare solution and there is a free version. HubSpot can also be used as a healthcare CRM.
What is the role of CRM in the hospital industry?
The role of CRM in the hospital industry is to manage patient profiles. This includes medical data, appointment and treatment history, and prescription information. CRM for hospitals can streamline bookings and mass email contact lists with important hospital information. It can also automate simple hospital administrative tasks.