CRM for Medical Practices Explained with Top 10 Software for 2025

Introduction

Recent studies highlight the significant impact of communication on patient experiences, with 96% of patients stating that attentive listening and clear conversation are the most important factors. Building trust with patients doesn’t stop once they leave the clinic. There are appointments to schedule, test results to follow up on, prescriptions to update, bills to sort, and patient questions that arrive at all hours. And with more patients expecting faster responses, clearer communication, and less waiting around, that part of the job is becoming more complex. How can you keep up with what seems like an endless flood of details?

CRM in the healthcare context refers to keeping track of your patient relationships in one place. A CRM for medical practice monitors all the information from the initial call to the follow-up message, plans reminders, facilitates patient communication, and supports the administrative tasks involved.

This blog breaks down what CRM looks like in a medical practice setting, what it does for your day-to-day, and gives you a list of the top 10 CRM software options that support various types of medical practices.

What is CRM for Medical Practice?

CRM for medical practices refers to a unified system that facilitates and analyzes all patient interactions. It brings together communication, appointments, documents, and patient details so you are never scrambling to remember who is due for what or where things were last left.

CRM meaning in healthcare is not significantly different from its original concept—Customer Relationship Management—but it is molded around the way care is delivered. Instead of sales pipelines or lead tracking, healthcare customer relationship management focuses on things like follow-up care, prescription reminders, lab result sharing, feedback, and keeping the conversation with your patients open and active.

The difference between a general CRM and a CRM for medical practice comes down to how it fits into your daily workflow. Most off-the-shelf CRMs work well for managing contacts, but they don’t know the cadence of the healthcare industry. Instead of switching between five different software programs, a CRM for healthcare enables your team to effortlessly check upcoming appointments, pull up notes, send check-in messages, or notify someone of a missed test.

Let us say a patient reports feeling lightheaded lately when they come in for a routine check-up. This note is kept in their profile, accessible to the doctor and the front desk, rather than being written down and left to be remembered. The CRM system triggers a follow-up message a week later when the test results are received. No confusion. Nothing missed. That is basically how CRM software for medical practice works.

When you are exploring the best CRM software for your medical practice, the goal should not just focus on technology. It is important to consider the support it brings for your team, your patients, and the way care moves from one moment to the next.

Why Your Medical Practice Needs CRM Software

How do you remember each message, every follow-up, and every patient who prefers a phone call over an email?

The answer is not more hands on deck; it is better systems that support the way your practice already works. You can check your patients, team, and daily duties in a single view with a CRM for medical practices. It holds important details together so that nothing seems disorganized or overlooked.

It makes every aspect of your clinic easier to run, from patient outreach to front desk coordination. Let us look at how CRM software can help you run your practice more smoothly.

Centralized Patient Communication

All of your call history, notes, reminders, and messages are stored in one location. What was discussed, who followed up, and what has to be addressed next are all visible. Your patients will have a more seamless experience with fewer crossed wires between departments.

Increased Efficiency to Reduce No-Shows

Depending on the patient’s preference, SMS appointment reminders are automatically sent. Patients are more likely to arrive on time or reschedule if they receive reminders 24 to 48 hours beforehand, which is considered one of the best practices for sending reminders. It helps reduce no-shows and keeps your day running on schedule.

Improves Patient Retention

Patients feel recognized when they receive regular check-ins, prompt follow-ups, and little gestures like wellness advice or birthday greetings. When communication is thoughtful and reliable, they are more likely to stay with your practice over time.

Streamlines Front-Desk Workflow

Instead of jumping between calendars, emails, and printed files, your front-desk staff can manage everything from one dashboard. Bookings, cancellations, intake forms, and reminders all flow through a single system, making their job simpler and more focused. Advanced features, such as an AI medical receptionist, can step in to answer common questions, confirm appointments, or send reminders, giving your team more time to concentrate on patients who need personal attention.

Tracks Interactions and Engagement

You get a clear record of who interacted with a patient and when. This helps your team pick up where someone else left off without repeating questions or losing context, making it useful during busy hours or when shifts change.

Speeds Up Collections and Billing Follow-Ups

With reminders for unpaid bills or insurance issues, your team can gently reach out without chasing each one manually. It helps close the loop faster in a tone that is respectful and patient-friendly.

Enhances Patient Trust and Satisfaction

When patients feel like their care provider knows their story, remembers past concerns, and follows up on time, it builds confidence and trust. A good healthcare customer relationship management system makes this easier to manage across your entire practice and plays a big role in improving overall patient satisfaction.

Integrates with EHR/Billing Tools

Most CRM healthcare software can connect with your existing billing systems or electronic health records. This reduces double entry, keeps data consistent, and saves time during patient intake and post-visit processing.

Supports Remote and Multi-Location Teams

If you are operating across multiple clinics or offering telehealth, a central CRM helps all teams stay aligned. Notes, messages, and patient updates stay visible, no matter where care happens.

Scalable for Practices of All Sizes

Whether you are a solo practitioner or part of a growing group, a CRM for medical practice adjusts to your size. You can start small and add more as your needs grow.

Key Features to Look For in Medical CRM Software

Plenty of CRM software comes with a long list of features, but the ones that matter are the ones that genuinely help you get through the day without a fuss. These are the features that matter in day-to-day care, communication, and coordination.

HIPAA Compliance & Data Security

Your patients trust you with their personal information, including everything from health history to contact details. The CRM you choose should treat that information with care. Offering strong encryption, clear access controls, and full HIPAA compliance from day one.

AI-Powered Predictive Analytics

Some platforms now offer gentle nudges. For example, the CRM might notice a patient who has not returned in six months and prompt you to check in. It is a smart way to stay present without needing constant reminders.

Multi-Channel Patient Communication

Every patient has a preferred way to communicate; some reply to texts quickly, others read emails, and a few still prefer a phone call. A CRM for medical practice should allow you to reach out across all these channels while keeping the history in one clean thread for your team to follow.

Patient Segmentation & Targeted Messaging

You might want to share different updates with different groups, like a flu shot reminder for seniors or a diet plan for newly diagnosed diabetics. A good medical CRM enables you to do this easily by sorting patients based on their care needs, age, or visit history.

EHR, EMR & Billing Integration

When your CRM connects with your existing systems, everything works better. Your staff will not have to copy data twice, and you can see patient records, billing information, and communication in one place. It saves time and helps prevent mistakes.

Streamlined Appointment Scheduling

Online appointment scheduling through a HIPAA-compliant calendar offers patients the ability to choose their own time, while your team can easily view, update, and organize bookings hassle-free.

Automated Follow-Ups & Reminders

Whether it is a reminder text for a patient follow-up visit or a gentle message to check how a patient is feeling post-treatment, automation makes it easy to stay in touch without losing the personal touch. You can set reminders once, and the system handles the rest.

Role-Based Access Control

With role-based permissions, you can decide who sees what, so your sensitive data is shared only with the right team members, and everyone else sees only what they need to do their job.

End-to-End Encryption

Encryption protects your messages, records, and stored data while being shared or stored. It gives your team peace of mind, and more importantly, it protects your patients’ critical health data too.

Business Associate Agreement (BAA) Availability

Any CRM handling patient data should be willing to sign a BAA. This is a fundamental aspect of working within HIPAA rules and shows that the software company takes healthcare data seriously.

Custom Reports & Analytics

You should be able to see what is working, be it patient retention, appointment gaps, or billing patterns. Custom reports allow you to spot issues early and make a strategy based on clear, real-time information.

User-Friendly Interface

If your staff needs a manual every time they open the CRM, it is probably not the right fit. The best CRM software for medical practice is the one your team can learn quickly and use without frustration, even during the busiest part of the day.

Essential Integrations for CRM in Medical Practice

A good healthcare CRM works best when it connects with the systems and tools your team already uses. Below are the key integrations your medical practice should not miss.

EHR/EMR Systems

This connection allows you to pull patient data directly into your CRM, so everything from past visits to prescriptions shows up where you need it. It keeps care consistent and cuts down on manual updates.

Billing and Invoicing Tools

When your CRM speaks to your billing software, your team can track payments, send reminders, and reduce the time spent chasing unpaid balances. It also creates a smoother experience for patients. 

AI Appointment Scheduling Software

AI appointment scheduling software allows patients to make independent appointments while reducing wait times, filling cancellations more quickly, and automatically adjusting bookings based on availability.

Telemedicine Platforms

More practices offer virtual consultations now, and a CRM that supports telehealth makes it easier to send links and set up appointments, etc., in the same space where you manage the rest of the patient’s care.

Email and SMS Tools

The way patients prefer to be reached varies. CRM integrations with email platforms, texting tools, and AI SMS marketing help you stay connected in a way that feels personal, with no need to manage multiple inboxes or threads.

Marketing Platforms

If you run seasonal health campaigns, send checkup reminders, or share wellness content, healthcare mobile marketing integrations help you keep it targeted and timely. You can send what matters most to those who need it. Nowadays, chatbots for marketing can keep conversations going even after hours, answering common questions, sharing service details, or guiding patients to book appointments when your staff is tied up.

Analytics Tools

Integrating analytics provides a comprehensive view of patient engagement, appointment flow, and practice trends that help make informed decisions based on actual data.

Helpdesk or Ticketing Software

For clinics that get a high volume of calls or messages, this integration allows you to assign, track, and respond to questions more clearly. When connected with the CRM, it keeps patient records and concerns together.

Payment Gateways

Giving patients a secure way to pay directly from reminders or visit summaries makes life easier for everyone. No extra portals, no chasing, only a simple step in their patient journey. 

Cloud Storage Solutions

Referrals, consent forms, and scans must all be readily accessible and securely stored. A CRM that links with cloud storage ensures documents are always available when needed, from any location. 

How to Choose the Right CRM Software for Your Medical Practice?

Every clinic runs differently. Some focus on primary care, while others handle specialist consultations or high-volume appointments. Some clinics rely on small teams; others are spread across locations. What stays consistent across all is the need for smooth communication, better coordination, and reliable follow-up systems. That is where the right CRM software for medical practice can make a meaningful difference.

Below are the key points to consider when deciding what fits your medical practice best:

Define your clinic’s workflow needs

Start by looking at where your team feels the most pressure. It could be delays in appointment scheduling, tracking lab reports, handling patient queries, or coordinating between departments. A CRM for medical practice should support the specific gaps in your daily routine so your team can focus more on care and less on catching up.

Prioritize HIPAA compliance and security

Healthcare data requires high standards of protection. The CRM should include features like secure login, encryption, and access logs, along with a Business Associate Agreement (BAA). These requirements help build trust with patients and keep your practice aligned with data privacy laws.

Check for EHR and billing software integrations

You shouldn’t have to bounce between tabs or retype data simply to update a record. A well-integrated CRM connects with your EHR, EMR, and other billing tools, so everything from visit notes to payment reminders moves in sync.

Evaluate automation and AI capabilities

Simple automations make a big difference, like automatically sending an SMS reminder a day before an appointment or following up with a patient after lab results are ready. 

Consider ease of use for staff

Technology should feel like help, not a hurdle. Choose a CRM that your staff can pick up quickly without long training sessions. A clean, intuitive interface reduces mistakes and builds confidence in daily use.

Look for multi-channel communication features

Every patient has their comfort zone. Some check their email religiously. Others respond fastest to a text. A few still prefer a good old-fashioned phone call. Your CRM should support all of them. Keeping all interactions recorded in one system helps your team provide more consistent care.

Assess scalability for future growth

You may be a two-room clinic today and a multi-provider practice next year. A scalable CRM should be able to grow with you, whether that means adding more users, linking new locations, or introducing additional features over time.

Review analytics and reporting tools

It is crucial to understand how your clinic is performing. A good CRM provides basic but useful insights: missed appointments, message engagement, patient satisfaction, or visit trends. These reports help you make better decisions for the clinic.

Confirm mobile and remote accessibility

Cloud-based CRMs let providers and staff securely access patient information or schedules when working from home or across locations. This flexibility supports real-time coordination across the team.

Investigate customer support quality

When things don’t work as expected, accessible support matters. Look into what is offered, such as live chat, phone assistance, and email turnaround time, and how responsive the support team is when you reach out.

Explore onboarding and training options

Your team’s time is valuable. Look for a CRM that provides a helpful setup experience, including walkthroughs, demos, or dedicated onboarding calls. This can speed up adoption and reduce the learning curve.

Compare pricing and contract flexibility

You should not need the highest-tier plan just to get the basics. Look for a plan that fits your clinic size, use case, and budget, and one that allows you to upgrade easily if and when you grow.

Which CRM Is Right for Your Medical Practice? Compare the Top 10 solutions for 2025

1. Emitrr
2. HubSpot
3. Salesforce Health Cloud 
4. ActiveCampaign
5. Zoho
6. Nexhealth
7. Keap
8. Pipedrive
9. Zendesk
10. Onpipeline 

1. Emitrr

Emitrr is a communication-first CRM solution made with healthcare teams in mind, including small clinics and multi-provider practices. What makes Emitrr stand out is how well it handles everything related to patient interaction without disrupting your existing tools or routines. It focuses on the things that often get overlooked: unanswered calls, late reminders, forgotten follow-ups, or delayed reappointments. Many practices turn to Emitrr after hearing how well it handles patient relationships, making it easier to stay connected with people and deliver care without missing a step.

Key Features of Emitrr:

• Centralised patient and contact profiles that include communication history, visit notes, medication logs, appointment timelines, and patient preferences like communication method or provider choice
• Two-way texting with patients that feels like a natural extension of your care; texts are fast, professional, and easy to track in one place
• AI-powered missed call handling that responds to patients instantly and logs why they called, even if no one could pick up
• A HIPAA-compliant chatbot that answers common questions, schedules appointments, and collects pre-visit info securely, well-suited for after-hours or high-volume days
• Automated appointment reminders sent via text, voice, or email to reduce no-shows and keep the schedule predictable
• Online scheduling that syncs with your clinic calendar and lets patients book directly, cutting down on phone calls
• Voicemail drops for bulk follow-ups (like annual physicals, lab result updates, or general announcements) with a personalised touch
• Customisable follow-up sequences, like sending a message 2 days after a procedure or a check-in 1 week after test results
• Review generation tools to help collect more patient feedback and improve your local visibility
• Reporting dashboards to track no-shows, missed calls, patient response times, and common communication gaps
• Multi-location support with shared patient visibility; great for expanding practices or remote teams
• Emitrr Integrates with 500+ EHRs, Google Calendar, VoIP systems, and other tools you already use
• Shared team inbox that brings all patient communication into one stream, so anyone can pick up a conversation with context

Pros of Emitrr:

• Reflects the real needs of medical practices with what helps you run smoother
• Onboarding is quick and guided, with real humans who walk you through setup, custom flows, and integrations
• Makes communication more efficient while keeping it warm and thoughtful for patients who appreciate the responsiveness
• Helps reduce stress for the front-desk team by handling repetitive tasks and managing call volume
• Works for solo clinics, growing practices, and even multi-location setups without extra complexity

Cons of Emitrr:

• More exciting features are on the way!

Pricing of Emitrr:

• Emitrr pricing starts at $59 per month, with flexible plans so you only pay for what you use.

Emitrr Ratings and Customer Reviews:

Emitrr is rated 4.8 on G2 and 4.9 on Capterra, and here’s what customers are saying about the platform:

“Emitrr has been a wonderful tool for our business. It has vastly improved our marketing efforts and is super easy to use/user friendly. The customer service is unmatched – anything I ask for help with is acknowledged quickly and usually resolved within a day or less. They also are quick to implement new ideas from clients. I don’t have one negative thing to say about Emitrr.” 

“I so appreciate the Customer Service that is quick and helpful. If there is not an immediate answer, they are open to considering alternatives and resolve our needs. The Emitrr tools easily meet our needs for texting and web bots on our websites. Our staff find the interface easy to use, as do the community that access our services. Both the desktop and cell phone apps work well.”

Emitrr Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support
• 24/7 (Live rep)
• Chat

2. HubSpot

HubSpot CRM is a highly flexible and beginner-friendly platform created for marketing and sales, but it has found a place in many medical practices for client outreach and communication tracking. Clinics use it for managing intake forms, appointment workflows, seasonal campaigns, and educational newsletters. Its visual interface, email tools, and customizable pipelines make it a good entry point for practices looking to bring structure to their client engagement without investing in heavy infrastructure. SMS integration allows clinics to send appointment reminders, quick updates, or check-in messages directly to pet owners. HubSpot VoIP features help teams log calls, track conversations, and manage call queues from within the platform, making front-desk communication more streamlined.

HubSpot SMS marketing tools can be connected to help clinics send timely wellness tips, post-visit follow-ups, or vaccination alerts, which are useful for segmented outreach. Most medical practices discover HubSpot when searching for a simple CRM with powerful automation, flexible communication tools, and a low barrier to entry.

Key Features of HubSpot:

• Contact profiles store details like patients’ preferences, communication history, and appointment notes. 
• Drag-and-drop email builder with automation helps send reminders, wellness tips, birthday messages, and post-care instructions
• Pipeline tools that let you visually manage client journeys (e.g., new patient intake, follow-up, wellness plan enrollment)
• Online forms to gather appointment requests or patient feedback are automatically stored in their profile
• Marketing segmentation to send different updates.

Pros of HubSpot:

• The free plan includes generous features, ideal for clinics trying CRM for the first time
• Highly visual and easy for your staff to learn and use
• Excellent for sending educational content or newsletters to your client base
• Flexible enough to adapt to how your clinic already works

Cons of HubSpot:

• Not designed with medical-specific workflows, such as medical notes, reminders, and records, which must be added manually or through custom setups
• SMS/texting features are limited unless you connect with third-party tools
• Some clinics may outgrow it as they need deeper automation or specific data fields

Pricing of HubSpot:

• HubSpot CRM offers a free forever plan, with paid tiers starting at $20 per month.

HubSpot Ratings and Customer Reviews:

HubSpot is rated 4.4 on G2 and 4.5 on Capterra, and here’s what customers are saying about the platform:

“It takes some time to learn to use it, and it’s not as intuitive as other, more modern CRMs.”

“Overwhelming. Too many options for a solo or small, less than 10 employee, biz like mine. I know it was customizable for use, but even that made my head spin.”

HubSpot Support Channels:

• Email
• Live chat (available in paid plans)
• Help center
• Community forum

3. Salesforce Health Cloud

Salesforce Health Cloud is a healthcare-specific version of the broader Salesforce CRM, designed to manage patient relationships, streamline care coordination, and bring better visibility to healthcare workflows. It is often used by larger medical practices, multi-specialty clinics, or hospital groups that need a robust system with advanced data access, custom workflows, and real-time collaboration between providers. While it requires more setup and internal tech support than most CRMs, Health Cloud offers flexibility, integration depth, and a scalable architecture that grows with your organization.

Key Features of Salesforce Health Cloud:

• Complete patient profiles that consolidate demographics, medical history, interactions, lab data, insurance details, and care plans in one longitudinal view
• Care team collaboration tools that allow physicians, nurses, admin, and other stakeholders to share notes, assign tasks, and track progress for each patient
• Custom health timelines that show patient milestones, appointments, medication updates, and treatment outcomes over time
• Risk stratification and segmentation using clinical and social data to help identify high-risk patients and prioritize outreach
• Interoperability with EHRs and other health systems via HL7 and FHIR standards, allowing seamless data sharing without manual input
• Built-in referral and intake management, helping streamline patient handoffs between specialists or departments
• Smart task automation that supports reminders, follow-ups, appointment scheduling, and secure message delivery based on provider rules

Pros of Salesforce Health Cloud:

• Extremely customisable for large or specialty practices
• Strong privacy and compliance capabilities
• Helps streamline internal task assignments and care coordination
• Excellent long-term tracking and patient history visibility

Cons of Salesforce Health Cloud:

• High setup and maintenance costs. It is best for larger clinics or hospitals
• Requires dedicated IT support or Salesforce admin for setup, customization, and updates
• Can feel overly complex for smaller clinics or solo practitioners
• Integration setup and data mapping may take time, especially without pre-built connectors

Pricing of Salesforce Health Cloud:

• Salesforce Health Cloud pricing starts at $300 per user/month.

Salesforce Health Cloud Ratings and Customer Reviews:

Salesforce Health Cloud is rated 4.4 on G2 and 4.4 on Capterra, and here’s what customers are saying about the platform:

“Using Agentforce improves mean time to resolution and in case of simple issue types improves end user experience and overall Customer Satisfaction score.”

“This is an expensive product and there are times when it may be overkill for some business users. There needs to a real evaluation before purchasing.”

Salesforce Support Channels:

• Phone
• Email
• Live chat

4. ActiveCampaign

ActiveCampaign is best known for its email marketing and automation tools, but it’s also used by many medical practices to manage patient communication, segment contact lists, and automate outreach. It’s especially helpful for clinics looking to stay in touch consistently without increasing administrative load. From appointment reminders to wellness tips and seasonal health updates, everything can be automated once and then run in the background. The platform also supports SMS integration, which allows clinics to share urgent updates or follow-ups directly with patients.

Key Features of ActiveCampaign:

• Customisable patient contact profiles with fields for medical history, communication preferences, appointment patterns, and more
• Email automation with templates and workflows that are ideal for appointment reminders, follow-ups after visits, health tips, or clinic updates
• Advanced list segmentation, so you can target patients based on age group, visit history, condition type, or specific care cycles
• Visual pipeline builder to track new patient inquiries, follow-up touchpoints, and reactivation campaigns
• Conditional messaging logic that automatically adapts messages based on patient actions; for example, sending a different follow-up if an appointment was missed or cancelled

Pros of ActiveCampaign:

• Excellent automation capabilities that are helpful for clinics that want to nurture long-term relationships
• Strong delivery rates and tracking for email campaigns
• Easy to tag and group clients for more personalised communication
• The visual workflow builder simplifies even complex processes

Cons of ActiveCampaign:

• Not designed specifically for healthcare, so it may require workarounds to align with clinic workflows
• No direct integrations with most EHR or practice management systems
• SMS features are available but require additional setup or third-party tools
• Can feel overwhelming to smaller teams due to feature depth

Pricing of ActiveCampaign:

• ActiveCampaign pricing starts at $39 per month.

ActiveCampaign Ratings and Customer Reviews:

ActiveCampaign is rated 4.5 on G2 and 4.6 on Capterra, and here’s what customers are saying about the platform:

“Higher learning curve because of how stacked the features are. My workflows neeeded a lot of trial and error and sometimes just flat out didn’t work like it should’ve. Was truly frustrating!”

“UI feels outdated: Not as smooth as competitiors Pricing is a bit high: Not the most affordable option Lags at times”

ActiveCampaign Support Channels:

• Live chat
• Email
• Community forum
• Knowledge base

5. Zoho

Zoho CRM is a well-established and widely used platform known for its flexibility, scalability, and budget-friendly pricing. While it’s not purpose-built for healthcare, many medical practices use it to manage patient records, streamline communications, and set up automated workflows for reminders, follow-ups, and outreach. It is often recommended by IT consultants or discovered by clinics looking for a customizable CRM that adapts to their specific needs without requiring a massive tech overhaul.

Key Features of Zoho:

• Centralised patient contact records to store personal info, visit history, communication preferences, and care notes
• Email, call, and meeting logs are automatically recorded, so your staff always has full visibility before a follow-up or appointment
• Workflow automation lets you trigger appointment reminders, test result notifications, and post-visit check-ins based on patient timelines
• Zoho Zia, the built-in AI assistant, helps identify trends like common patient drop-off points or optimal follow-up windows
• Integrations with third-party apps, including calendars, email platforms, payment gateways, and even some EHR systems, for smoother coordination

Pros of Zoho:

• Highly adaptable for different types of medical practices—solo clinics, specialty practices, and multi-location setups
• Affordable pricing tiers make it appealing for small and mid-size clinics looking to add automation without steep costs
• Includes detailed reporting tools that let you track appointment trends, patient communication history, and follow-up engagement
• Access to Zoho’s ecosystem (Books, Forms, Campaigns, etc.) and integrations with tools like Google Workspace, making it easier to centralize your setup

Cons of Zoho:

• Since it’s not built specifically for the healthcare industry, medical fields like diagnosis or treatment logs must be created manually or via custom modules
• Initial setup and workflow design can be time-consuming, especially for teams without prior CRM experience
• The setup process can take time and may feel overwhelming without prior CRM experience
• No native integration with most EHR or billing systems requires workarounds or third-party connectors
• Requires ongoing maintenance to keep automations, fields, and team permissions aligned as your clinic evolves

Pricing of Zoho:

• Zoho CRM pricing starts at $14 per user/month for the Standard plan.

Zoho Ratings and Customer Reviews:

Zoho is rated 4.1 on G2 and 4.3 on Capterra, and here’s what customers are saying about the platform:

“Flexible, Secured CRM solution for large businesses”

“Zoho is good CRM to to manage relationship with our customers from comments to Win deals”

Zoho Support Channels:

• Phone Support
• 24/7 (Live rep)
• Chat
• knowledge base

6. Nexhealth

NexHealth is a patient experience platform that works like an all-in-one communication and booking layer over your existing EHR. Built specifically for healthcare providers, it helps clinics manage scheduling, digital forms, reviews, and reminders without requiring a full system change. Most practices find NexHealth when they are looking to modernize how patients interact with their clinic without replacing their core tools.

Key Features of Nexhealth:

• Real-time online scheduling that syncs directly with your EHR, so patients only see up-to-date availability
• HIPAA-compliant digital forms that patients can complete before their visit, saving front-desk time and reducing paperwork
• Automated appointment reminders and confirmations via email and SMS, helping reduce no-shows with minimal manual follow-up
• Two-way messaging that lets your team respond to patients securely and quickly, all from one inbox
• Review generation and patient feedback tools to help you collect and respond to online reviews in a timely and professional way

Pros of Nexhealth:

• Seamlessly integrates with many EHR systems like Epic, Dentrix, Athena, and DrChrono
• Designed to improve the full patient experience, from booking to feedback, without needing multiple platforms
• Automation is reliable and easy to configure for clinics with limited tech experience
• Reduces administrative workload by digitizing forms and scheduling

Cons of Nexhealth:

• Integrations are strongest with popular EHRs; smaller or custom-built systems may not sync as well
• Pricing may be on the higher side for very small practices or solo providers
• Limited customisation for messaging templates compared to some competitors
• Reporting features are more focused on patient engagement than detailed clinical insights

Nexhealth Pricing:

• NexHealth pricing typically starts around $400–$600/month per provider.

Nexhealth Ratings and Customer Reviews:

Nexhealth is rated 4.2 on G2 and 4.1 on Capterra, and here’s what customers are saying about the platform:

“Easy transition, I have had reps reach out several times to check in with us and make sure we were happy with the product. So far a great experience”

“If an existing patient making an online appointment uses a nickname or a name even slightly different than that in the PMS, then a new patient is created, causing a bit of clutter.”

Nexhealth Support Channels:

• Email/Help Desk
• Phone Support
• Chat

7. Keap

Keap (formerly Infusionsoft) is a CRM platform built to manage the full lifecycle of client engagement while automating everyday tasks like appointment scheduling, invoicing, and outreach. While it was originally developed for small businesses, many medical practices use Keap to simplify how they manage patient communications, ongoing care plans, and internal coordination. It is particularly helpful for clinics that value automation and want to reduce admin time without losing the personal side of care.

Key Features of Keap:

• Patient database with detailed contact records, communication history, and appointment notes for better context during follow-ups
• Automated email and SMS campaigns that support care reminders, check-up nudges, seasonal wellness information, and lab follow-up messages
• Built-in online appointment booking with automatic confirmations, reminders, and rescheduling to cut back on no-shows
• Invoicing and payment tracking within the same platform, making it easier to follow up on collections
• Custom workflow builder for post-visit follow-ups, medication refills, or pre-visit instructions based on patient type or visit reason

Pros of Keap:

• Useful for managing ongoing patient care, from first appointment to billing and follow-ups
• Great for clinics offering chronic care plans or multi-visit treatments
• Email and SMS tools are easy to personalize with educational content or alerts
• Strong support team and onboarding materials help new users get set up faster

Cons of Keap:

• Requires time and planning during setup, especially to tailor it to healthcare use
• Originally designed for sales and small businesses, so medical-specific workflows need customization
• Higher pricing may be a challenge for smaller or solo practices
• Limited out-of-the-box integrations with popular EHR or medical billing software

Pricing of Keap:

• Keap pricing starts at $159 per month for up to 1,500 contacts.

Keap Ratings and Customer Reviews:

Keap is rated 4.2 on G2 and 4.1 on Capterra, and here’s what customers are saying about the platform:

“nothing. It’s overly expensive and is too slow. the support is quick to connect through.”

“Missing basic features for marketing like: – automatic UTMs on emails – being able to organize opt ins easily – just overall clunky – some support people give wrong information and then argue with you about it”

Keap Support Channels:

• Live chat
• Phone support
• Email

8. Pipedrive

Pipedrive is a visual CRM built around simplicity, task tracking, and pipeline visibility. While it was created for sales teams, many small medical practices and specialist clinics have adapted it to track patient onboarding, follow-ups, and status across different stages of care. Its drag-and-drop interface and clean design make it approachable for clinics that want structure without a complex setup.

Key Features of Pipedrive:

• Visual pipeline boards to track new patient inquiries, upcoming appointments, follow-ups, or lab result pending tasks
• Customizable contact database with fields for patient information, treatment history, and communication preferences
• Workflow automation for assigning tasks, scheduling follow-up messages, or notifying staff of updates
• Integrated email and call tracking for keeping communication records organized and accessible
• Mobile app for checking schedules, updating records, or sending messages while on the go

Pros of Pipedrive:

• Clean, user-friendly interface that is easy to pick up
• Visual workflow tracking helps small teams stay organized
• Affordable for clinics that don’t need heavy medical-specific features
• Syncs easily with calendars and basic scheduling apps

Cons of Pipedrive:

• Doesn’t include native medical modules like charting or treatment plans
• Healthcare-specific automation (e.g., reminders for lab results) requires manual setup
• May need third-party tools to connect with EHR or billing software
• Limited built-in reporting tailored to medical workflows

Pricing of Pipedrive:

• Pipedrive pricing starts at $14.90/user/month.

Pipedrive Ratings and Customer Reviews:

Pipedrive is rated 4.3 on G2 and 4.7 on Capterra, and here’s what customers are saying about the platform:

“When new records are added to the database, the contact list doesn’t automatically refresh. I’m not too crazy about the design of the system since it separates Companies from Individual Contacts. Since we are a B2B business, the company is the prospect, not the Individual Contact. It would be easier if there was a single record for the prospect and not separate records.” 

“It has limitations when you have multiple product lines or locations.”

Pipedrive Support Channels:

• Live chat
• Email
• Help center

9. Zendesk

Zendesk is a customer service and ticketing platform used by businesses across different sectors, including healthcare. Many clinics and medical practices use it to manage patient queries, support requests, and day-to-day communication. It is a helpful option for practices that receive a high volume of messages and want to bring more structure to patient support without needing to replace their core systems like EHRs.

Key Features of Zendesk:

• Centralized support ticketing system that logs patient questions, follow-ups, and service requests in one trackable queue
• Multi-channel communication, including email, chat, SMS, and voice, can be managed from a single dashboard
• AI-powered chatbots and helpdesk automation to respond to common queries or route patients to the right team faster
• Custom workflows and automated triggers to assign, escalate, or respond to patient support tickets based on urgency
• Analytics dashboard that tracks patient response times, team workload, and satisfaction trends

Pros of Zendesk:

• Excellent for managing large volumes of patient support and communication in busy clinics or call-heavy departments
• Highly customizable workflows that can match your clinic’s triage or response setup
• Works well across teams, such as reception, billing, and clinical staf,f can all access relevant messages
• Offers integrations with platforms like Salesforce, Slack, and some EHRs via API

Cons of Zendesk:

• Not purpose-made for healthcare; requires configuration to meet patient privacy standards and terminology
• HIPAA compliance is only available on enterprise plans, which may not be suitable for smaller practices
• Can feel like a support tool rather than a relationship manager, as it is less focused on long-term engagement
• Reporting can get complicated without a dedicated setup or admin support

Zendesk Pricing:

• Zendesk pricing starts at $55/month per agent for the Suite Team plan.

Zendesk Ratings and Customer Reviews:

Zendesk is rated 4.3 on G2 and 4.9 on Capterra, and here’s what customers are saying about the platform:

“Very user friendly. Easy to use and answer questions by replying or linking articles. We use the system daily for our Customer Support needs.”

“At this point, there’s not much to like really.”

Zendesk Support Channels:

• FAQs/Forum
• Knowledge Base
• Chat

10. Onpipeline

Onpipeline is a cloud-based CRM designed to keep workflows simple and focused. While it’s commonly used in sales environments, many healthcare providers and medical practices find it useful for tracking patient communication, managing follow-ups, and organizing appointment pipelines. Its visual layout and straightforward setup make it a practical option for smaller clinics that want structure without complexity. Practices often come across Onpipeline when looking for an affordable and intuitive CRM to streamline scheduling and communication.

Key Features of Onpipeline:

• Visual pipeline to manage appointment stages, follow-ups, and patient engagement in one view
• Customizable contact records with fields for patient details, communication notes, and visit history
• Calendar integrations for easier appointment scheduling and staff coordination
• Built-in task management to assign follow-ups, calls, or admin work to team members
• Email tracking and templates for recurring updates or patient communication

Pros of Onpipeline:

• Clean interface that is easy to learn and use across teams
• Custom fields allow for healthcare-specific information
• No unnecessary extras, simply tools that help manage day-to-day clinic activity
• Works well for clinics wanting structure without switching over their existing medical systems

Cons of Onpipeline:

• Doesn’t offer native healthcare integrations like EHR or billing tools
• Limited automation features compared to larger CRM platforms
• No built-in SMS communication tools for patient reminders
• Reporting options are basic and may not suit data-heavy practices

Onpipeline Pricing:

• Onpipeline pricing starts at $12 per user/month for the basic plan.

Onpipeline Ratings and Customer Reviews:

Onpipeline is rated 4.4 on G2 and 4.3 on Capterra, and here’s what customers are saying about the platform:

“I do not like how there’s not an easy way to convert a quote to an invoice. I also wish there was an app for mobile use.”

“Onpipeline has helped my company to keep our sales’ flow updated without any excel files or research on the email inbox. The software has also strengthen the overall team work, by creating a clear and unfailing communication between sales people.”

Onpipeline Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support
• 24/7 (Live rep)
• Chat

Why Emitrr Stands Out as the Best CRM for Medical Practices

Emitrr simplifies communication, streamlines front-desk operations, and keeps you connected with patients, without the learning curve or a bloated feature list. What sets it apart is how it blends into your existing workflows and supports everything behind the scenes. Clinics often turn to Emitrr when they want something secure, responsive, and designed to lighten the load, not add to it.

What makes Emitrr a standout in the healthcare CRM space? Let’s find out below:

Handles patient engagement effortlessly

Staying in touch with patients becomes something you barely have to think about with Emitrr. Appointment reminders, follow-up messages, feedback collection, and post-visit check-ins are automatically taken care of. You decide the timing and content once, and Emitrr handles the rest.

100% HIPAA-compliant communication

Every message, call, and text that flows through Emitrr is backed by end-to-end encryption and meets HIPAA standards. Emitrr also offers audit trails and logs for every communication, giving you full visibility and compliance clarity.

Intelligent AI and Automation Support

Using AI for healthcare makes the everyday repetitive tasks easier to manage. Emitrr takes care of appointment confirmations, routine calls, form responses, and follow-ups accurately and in context. It fits into how your clinic already works, helping your team stay responsive without needing to oversee every single step.

Watch how Emitrr’s AI agent, Sarah, makes this effortlessly smooth:

Reduces manual tasks for your front-desk team

It comes with smart automations like AI-powered phone handling, instant appointment confirmations, HIPAA-compliant digital forms, and two-way texting. This way, Emitrr frees up your team to focus on the in-person care and coordination.

Syncs seamlessly with your EHR and billing systems

Emitrr works well with popular EHR and billing software used in small and mid-sized medical practices. So you don’t need to manually copy patient information between platforms. Instead, your records stay updated automatically, appointments reflect in the billing system, communications are linked to the patient profile, and everything stays connected without effort.

Centralized dashboard for all patient interactions

You can view all of the calls, messages, reminders, and notes associated with each patient on a single dashboard provided by Emitrr. There is no need to go through inboxes or notes if a patient calls to follow up because your staff can instantly review their most recent interaction, check what reminders were issued, and respond with context.

Boosts collections with timely payment reminders

Billing follow-ups often fall behind during busy weeks. Emitrr sends automated, gentle payment reminders through SMS or email. Patients are more likely to pay on time when nudged in the right way, and your team doesn’t have to track outstanding payments manually.

Tracks every interaction for better visibility and continuity

Every call answered, message sent, or form submitted is stored with a full timestamp and context. This gives your team a complete view of what has happened, so anyone can step in to help a patient without needing a handover. It improves continuity and reduces confusion, mostly in larger teams or multi-provider practices.

Scales easily with your practice

Emitrr seamlessly grows with your setup. Whether you are adding more providers, expanding to a new location, or simply increasing patient volume, it is easy to add users and adjust workflows. You don’t need to upgrade to a new platform as your needs change.

Cost-effective with no hidden fees or overbuilt features

Emitrr’s pricing is transparent and designed to suit growing clinics. You are not paying for bulky features that you won’t use or stuck in long contracts with tiered upsells. It is clean, flexible, and gives you only what your team needs.

FAQs

Conclusion

Your medical practice runs on clear communication, timing, and trust.

Without requiring you to alter your current workflow, Emitrr helps you keep those pieces together. It supports all the quiet work that goes into bridging the communication gaps between you and your patients as a thoughtfully designed CRM for medical practice.

Sounds like the kind of support your team could use? Schedule a free demo with Emitrr today!