HIPAA Compliant CRM: 101 Guide + 15 Best Tools 

Introduction to HIPAA Complaint CRM

Healthcare professionals and staff members always have their plates full, right from appointments to billing- every aspect is crucial and needs to be dealt with with utmost care, and this is exactly where HIPAA-compliant CRM software comes in. These robust tools not only allow healthcare professionals to manage patient communication and data better but also help them gain patient trust by keeping patient data safe. 

In this guide, let’s dive deep and understand what makes CRM software HIPAA compliant, why it is needed, what features you must look for, and find the best healthcare CRM software in 2025. 

What is HIPAA Compliant CRM for Healthcare?

HIPAA-compliant CRM for healthcare is a customer relationship management system that helps healthcare professionals manage and improve patient relationships more effectively while also complying with HIPAA rules and regulations. Compliance with HIPAA in healthcare is essential to avoid breaches of sensitive patient medical information. That’s why healthcare professionals should strictly opt for CRM tools that are also HIPAA compliant. 

Why is a HIPAA Compliant CRM Software for Healthcare Important?

More and more healthcare professionals are understanding the importance of having a HIPAA-compliant CRM tool. In fact, as per research, healthcare CRM will surpass $40 billion by 2033. So, what makes HIPAA CRM for healthcare such an attractive tool? Well, it all boils down to:

• Safeguarding PHI
• Fostering patient trust
• Avoiding legal and financial consequences
• Sending HIPAA compliant personalized outreach to patients
• Better management of patient communication and records
• Automation of administrative tasks
• Building patient trust and secure exchange of information

HIPAA-compliant CRM is more than just a regulatory tool; it is the most vital tool in protecting patient data and in building their trust.  

Common Features of Healthcare CRM Software

Here are the top most common features that you can find in healthcare CRM software: 

• Omnichannel communication: Patient-provider communication being the center of having CRM software, you should look for a solution that allows you to communicate with your patients via multiple channels, including SMS, VoIP, website chat, emails, etc. 
• Patient management: CRM for healthcare often comes with multiple patient management features, including a patient portal, patient profile, appointment scheduling, intake forms, secure messaging, etc. 
• Automation: To save time on repetitive administrative tasks, look for automation features such as automated texting, missed call-to-text, automated scheduling, IVR, AI, and more. 
• Reporting and analytics: These essential features give you an overview of different metrics, such as peak appointment time, high no-show days, or total patient calls missed, etc. 
• Integration with existing tools: Your CRM must integrate with your current EHR, billing system, communication tool, etc., to ensure up-to-date patient information and seamless workflow in your healthcare clinic. 
• Medical data management: This feature helps in maintaining a record of all the patient details and medical history to help you make quick yet informed decisions. 
• Treatment sales pipeline: Treatment sales pipeline feature helps in keeping track of all the patient projects or treatments that are being worked on. 
• Referral management: CRM for doctors often comes with a referral management feature that helps them maintain a track of outside referrals for better care coordination.   
• New patient acquisition: Medical CRM tools come with patient acquisition features and marketing tools that help them in marketing and acquiring new patients in a compliant manner. 
• Clinic reputation management: Many healthcare CRM also offer reputation management tools that help in managing online patient reviews for improved healthcare reputation. 
• Billing management: By integrating with billing tools, healthcare CRM software also allows you to collect patient dues and manage billing and payments seamlessly. 
• Patient engagement: Many hospital CRM come with features like two-way texting, survey, and feedback, bulk texting or mass texting, IVR, website chatbot, etc., for improving patient engagement. 
• Appointment scheduling tools: Hospital CRM also offers appointment scheduling tools like automated reminders and follow-ups, patient self-scheduling options, patient portals, and more to help them manage patient appointments effortlessly. 
• AI integration: Many CRM tools these days are also offering integration with AI to save time in offering frequently asked questions, offering 24×7 customer service, drafting better responses, etc. 

Features that Make a CRM HIPAA Compliant

Not all CRM for medical practice are HIPAA compliant by default; they require strict security features and need to comply with certain security standards to become one. Here are features that make a CRM HIPAA compliant:

• User Access Controls: This option allows you to control the way users on different levels can access patient data. By user access control, you can set which person or department can view what kind of patient information to keep the patient’s PHI safe. 
• Audit Trails & log monitoring: Log monitoring, as the same suggests, helps in keeping track of people who and when accessed your CRM, and audit trails help you in locating the source of data breach and in identifying any unauthorized access. 
• Data encryption & 2FA: Data encryption and two-factor authentication (2FA) ensure that all data that is being communicated is kept safe and away from the breach of hackers. 
• Consent management: HIPAA requires written consent from patients for sharing or using protected health information (PHI) for purposes beyond treatment and healthcare operations. So look for consent management to capture, store, and track these authorizations securely.
• Secure texting: This feature allows you to enable secure chat with your patients and help ensure patient confidentiality and trust. 
• Signed BAA: In order to be HIPAA compliant, the CRM tool must allow their customers to sign a business associate agreement (BAA) with them, which is a legal document that outlines the responsibility of both parties in handling PHI.  
• Secure storage: HIPAA-compliant CRM needs to offer secure cloud storage so that millions of patient data and digital records that you maintain are always safe and protected from leaks. 

Benefits of Using HIPAA Compliant CRM for Healthcare

Let us take a look at the benefits of using HIPAA compliant CRM for healthcare:

Safeguard against legal violations

As mentioned before, non-compliance with HIPAA could be detrimental to your healthcare organization. For not using a HIPAA-compliant CRM, you can be penalized for anywhere between $137 to $2,067,813 + or could be jailed for a few months or 10+ years in jail. This is why you should opt for healthcare CRM solutions that are compliant with HIPAA. 

Secure patient communication

Using a standard CRM can put your patient’s confidential information at risk. But CRM for healthcare providers comes with secure texting features, end-to-end encryption, and more such features, ensuring safe doctor-patient communication without jeopardizing the breach of their confidential medical information.  

Better patient engagement and retention

A HIPAA healthcare CRM stores all your patient information, preferences, communication history, etc., allowing you to follow up with your patients proactively. It also simplifies sharing any educational information and reminders with your patients, helping with increasing patient engagement and retention. 

Automated workflows to save time and reduce errors

HIPAA CRM tools automate form collection, appointment reminders and confirmations, follow-ups, and more. It helps your front desk save time by reducing work that requires manual entries and helps avoid mistakes that could lead to hefty errors.    

Support for marketing and patient outreach

Using HIPAA-compliant software, you can safely segment your patients and do outreach related to wellness tips, preventive care reminders, etc. These tools ensure all outreach complies with HIPAA Privacy Rule, all patient communication is secured, and the patient’s consent is being honored. 

Better patient experience through personalization

Healthcare CRM software keeps a record of the entire patient history, including their preferences, treatments they have undergone, medical conditions, conversations, and more. It allows you to tailor interactions and deliver personalized experiences to your patients.  

Use Cases of Healthcare CRM Software

Right from increasing patient acquisition to improving healthcare reputation, a CRM for healthcare can do so much. Let us have a look at the top use cases of healthcare CRM software: 

Patient acquisition & growth

Customer relationship management software is great for acquiring more patients and growing your practice. These tools automatically collect patient inquiries from your website forms, social media ads, phone calls, and landing pages and centralize all the captured leads in one place. Additionally, they make it possible for you to automate reminders, follow-ups, and outreach. 

Patient support

HIPAA-compliant CRM stores all patient records, past interactions, etc., in one place. This helps staff see all patient details instantly without digging through emails or paper files. It ensures full support even if the staff changes. Additionally, HIPAA CRM allows patient interaction and support via different channels, including email, chat, voice, etc.,  

Healthcare reviews & reputation management

HIPAA CRM solutions are great for getting more patient reviews and building the reputation of your practice. These systems send automated review requests to patients after their appointment, prompting them to leave reviews on sites like Yelp, Google, Healthgrades, etc. With this automation, you get to collect patient reviews and grow a positive reputation for your practice. 

Centralized & omnichannel patient communication

CRM healthcare solutions consolidate texts, emails, calls, and chats- all in one place, that too, in a secure and HIPAA-compliant manner. This helps in improving patient communication and ensuring no patient message is missed. 

Appointment scheduling & reminders

CRM for medical practice allows patients to self-book, reschedule, and cancel their appointments at their own convenience. They even make it possible for you to send automated reminders and follow-ups via SMS, email, and phone, helping reduce no-shows and appointment cancellation rates. 

Patient engagement & outreach

CRM for medical practices can be used to improve patient engagement and outreach. It can be used to send targeted campaigns related to vaccination drives, wellness programs, etc. It can also be used to share educational content and healthcare tips with patients easily.   

Billing automation

Medical CRM that offers in-built billing features or integrates with billing software helps in generating and sending invoices to patients. It tracks payment status and sends automated payment reminders and friendly nudges to patients for efficient healthcare payment processing. 

Patient management

CRM for healthcare is used to manage patients from end to end. This includes maintaining up-to-date records of demographics, visits, and communication, segmenting patients by condition, risk level, or preferences, and centralizing all relevant documents and forms in one place. 

Lead tracking for specialty practices

High-value specialties such as orthopedics or fertility clinics use CRM tools to capture referral leads. They even help in assigning leads to the right coordinator or provider, automating nurture sequences until conversion, and simplifying the lead tracking process. 

Patient feedback & surveys

Lastly, these tools help healthcare providers distribute patient satisfaction survey forms via email or SMS. It even helps in collecting insights, tracking trends, and benchmarking patient metrics to improve service delivery and get more and more feedback for improvement. 

How to Choose the Right HIPAA-Compliant CRM?

Here is how you can choose the right HIPAA-compliant CRM software:

Understand your healthcare needs

Start by accessing your current healthcare needs to understand what you want to achieve and to determine the kind of software you would want to thus implement. Consider questions like:

• Are you a small practitioner looking to expand your services and need something for marketing? Are you an existing practitioner wanting to improve patient outcomes in your clinic? 
• Which teams will be using the CRM, and what problems need solving? Which functionality do they need?
• Who are the major stakeholders who need to be involved when choosing the right HIPAA-compliant CRM?

Try to gather the problems of various departments from their respective stakeholders to be able to find the best solution to solve them. 

Review security & other essential features

In healthcare, keeping patient PHI safe and ensuring legal compliance is of utmost importance. Other than that, having some essential features is also important. We have shared a checklist of both common and HIPAA-compliant features that your healthcare CRM software needs to have in the above section. Make sure to review those as well. 

Assess integration needs

The whole point of having a CRM in healthcare is to simplify different processes and aspects of patient communication and engagement. For this, it is essential to see what external tools or software can the CRM integrate with. To sync patient records, medical histories, treatment plans, etc., it should sync with your existing EHR/EMR system. To enable scheduling, reminders, two-way texting, etc., it should sync with your patient communication system or offer this capability built-in. To automate payment tracking, claims submission, and insurance eligibility checks, it should integrate with your existing billing system and so on.  

Check vendor reputation

Not all CRM are reputable or even HIPAA compliant, even if they claim to be. Make sure that the vendor you choose has a good online reputation, and see what customers are saying about the platform on sites like Capterra and g2. Cross-check if they have the needed certification and actually offer security features that make them HIPAA compliant. We can vouch for Emitrr, which is one of the best healthcare CRM platforms. 

Consider scalability and value for money

As your healthcare practice grows, you would want to expand in many aspects. It could be improving patient engagement & experience;  it could be improving your healthcare online reputation, acquiring more patients by marketing, etc. So, make sure to consider the kinds of tools that the CRM offers and how easy it is to add or remove those eventually so that you can scale easily without switching providers. And, of course, all this should be offered at the best value for money. 

Consider support & training

Lastly, you may want to consider the support and training provided by the vendor. When implementing a new tool, your staff will be a bit rattled; they will initially require the necessary training and ongoing support for the future. Look for a tool that is easy to use and quick to implement, requiring minimal training time, and offers 24×7 customer support for future queries. 

Mistakes to Avoid When Choosing a HIPAA-Compliant CRM Software

Here are top three mistakes to avoid when choosing a HIPAA compliant CRM platform: 

Ask if the vendor has a signed BAA

Make sure the vendor you choose signs a BAA. Know that without a signed BAA, the vendor is not legally permitted to handle protected health information on your behalf. Additionally, you should check if the vendor provides a custom agreement or has a BAA template. To know more about the importance of BAA, you can refer to this guide.   

Check security certifications (e.g., SOC 2 Type II, ISO 27001)

Make sure to check if the vendor has the necessary security certifications including SOC 2 Type II, ISO 27001 certification. SOC 2 Type II shows that the CRM has controls in place to protect sensitive data, such as user access, encryption, monitoring, and incident response. Similarly, ISO 27001 certification will prove that the platform follows internationally recognized standards for information security management.

Check all necessary HIPAA security features

Make sure to look for all the HIPAA security features that we have highlighted in the above section. Alongside this, check that the vendor offers AES-256 encryption and TLS 1.2 or more for data in transit. These features will ensure that the PHI) remains confidential, can’t be tampered with, and can only be accessed by authorized personnel. 

Bonus Insight: 2025 HIPAA Security Updates

Here is a bonus for you! In 2024, the U.S. Department of Health and Human Services issues a notice highlighting  HIPAA updates that are mandatory to follow in 2025:

• As per the 2025 HIPAA Security Rule, the implementation of Multi-Factor Authentication (MFA) across all access points to electronic Protected Health Information (ePHI) is mandatory.
• Initially, this was optional, but now the encryption for electronic Protected Health Information (ePHI) should be done both at rest and in transit.
• Healthcare organizations need to conduct and document detailed audits of their technical, administrative, and physical safeguards at least once every 12 months.
• Covered entities and business associates must now conduct vulnerability scans at least twice a year and perform annual penetration tests.
• Organizations are required to create and maintain complete inventories of their technology assets along with maps of their electronic systems.

15 Best HIPAA Compliant CRM Software in 2025

1. Emitrr
2. Leadsquared Healthcare CRM
3. IMS by Meditab
4. Onpipeline Healthcare CRM
5. Luma Health
6. Zoho CRM
7. Salesforce Health Cloud
8. Monday CRM
9. Courier Health
10. OperaDDS
11. PatientPop Healthcare CRM
12. Zendesk for Healthcare
13. Cogmento HIPAA CRM
14. PlayMaker Health CRM
15. Keap  

1. Emitrr

Emitrr Overview

Emitrr is a secure, HIPAA-compliant CRM that offers intuitive communication solutions to practices across different domains. This medical CRM software complies with the HIPAA and HITECH guidelines, ensuring that customer data is secure and can only be accessed by authorized personnel. Emitrr customers can have the text body and the data transfer encrypted and their data deleted. 

With this secure crm for healthcare, you can help patients book appointments, send reminders to your patients, send emergency notifications and alerts, communicate with them in real-time, and also collaborate with your staff seamlessly. While automation saves 3-4 hours of your daily time and reduces staff burnout, integration with your EMR/EHR,PMS will bring all your tasks onto one single dashboard, thereby streamlining your workflows. Overall, Emitrr maintains the required technical, physical, and administrative safeguards to ensure that all PHI and ePHI are safe and private.

Emitrr Features

• Multi-Channel Communication: Send and receive messages via text, email, and voice from one platform, with every interaction logged for full visibility.
• Visit Tracking and Logging: Reps can log visits instantly from mobile, including location, time, notes, and outcomes, useful for compliance and performance tracking.
• Automated Follow-Ups: Set triggers to automatically send emails or texts after visits, form submissions, or specific time intervals, no manual reminders needed.
• Consent Management: Capture and store digital consent from doctors or patients with automatic timestamping and compliance-ready logs.
• Group Texting with Segmentation: Create audience groups based on specialty, geography, or interaction type.
• Customizable Intake Forms: Build and send digital forms for documentation, onboarding, or feedback.
• Sample and Inventory Management: Record product samples delivered, track usage, and set alerts.
• EHR/EMR/PMS Integration: Syncs with practice management and medical record systems for seamless data flow.
• Real-Time Reporting Dashboards: Get insights into rep activity, outreach performance, and account health.
• Call Routing and VoIP Support: Route incoming calls to the right person or department automatically.
• Custom Field & Tag System: Add fields relevant to your products, regions, or compliance needs.
• Mobile App with Offline Mode: Access core CRM features even when reps are in low-connectivity areas.
• AI-Based Engagement Suggestions: Smart alerts to follow up with inactive contacts or high-potential leads.
• Two-Way Texting with Templates: Send structured replies instantly using saved templates; ideal for high-volume outreach or patient reminders.
• Drag-and-Drop Campaign Builder: Create and launch multi-step campaigns without technical help, text, email, and reminders, all automated.
• Internal Team Chat & Notes: Reps, support teams, and managers can leave notes, share updates, and collaborate directly within the contact record.
• Automated Review Requests: Ask for patient feedback via email or SMS at the right time, track responses in real-time.
• Task Assignment & Team Collaboration: Assign tasks, set deadlines, and track completions within the CRM, ideal for multi-department coordination.
• Missed Call Alerts & Voicemail Capture: Automatically notify reps of missed calls and log voicemails, so no opportunity slips away.
• Smart Reminders for Compliance Checks: Emitrr can flag accounts that need documentation updates, re-verification, or regulatory reviews.

Security features:

• End-to-end encryption: Ensures that all messages in transit are encrypted and cannot be intercepted or accessed by unauthorized parties.  
• Data privacy: Emitrr implements the necessary data protection protocols to ensure privacy of sensitive PHI which includes storage and sharing of patient data.   
• Access controls: Create activity logs for your users to track data access and monitor overall activity. Limit who all can access patient data on your portal. 
• File sharing: Quickly share important documents like lab reports, insurance details, and more through a secure portal that can’t even be intercepted by carriers.  
• 2FA: Get an added layer of security to ensure complete security of patient data. You can set two factor authentication for your patients whenever you onboard them to ensure that their data is free from any security breaches. 
• Secure text messaging: Enable secure text messaging for healthcare and get redirected to a secure gateway to access and share data with your patients. 

Here’s how secure texting with Emitrr works:

Emitrr Pros

• Best HIPAA compliant CRM software
• Strong security features and certifications 
• All-in-one solution reducing the need for multiple platforms
• Comprehensive integration options
• Advanced AI automation capabilities
• Cost-effective pricing structure
• 24/7 automated patient engagement
• Unparalleled customer support

Emitrr Cons

• More AI features are being built

Emitrr Pricing

Emitrr offers flexible pricing plans, tailored to your specific needs and use cases. Please contact support for the same.

2. Leadsquared Healthcare CRM

Leadsquared Healthcare CRM Overview

Leadsquared is a HIPAA-compliant and fully customizable healthcare CRM software that helps clinicians and healthcare providers streamline intake, patient management, and outreach easily. This healthcare CRM caters to all healthcare specialties, including cardiologists, dentists, eye specialists, dermatologists, etc. 

Leadsquared Features

• Omnichannel communication via SMS, WhatsApp, Email, phone, etc. 
• Patient data management
• Mobile CRM app for remote patient data access 
• Notifications & alerts 
• Integration with EHR/EMR and patient management systems
• Referral tracking for automating outreach for reviews and feedback
• Analytics and reporting dashboard for tracking patient journeys, acquisition, engagement, and satisfaction 

Leadsquared Pros

• Suitable for solo healthcare practitioners as well as multi-location units
• Helps in reducing administrative burden
• Powerful analytics tool for all kinds of insights
• Support tools for personalized communication with patients

Leadsquared Cons

• Leadsquared is not easy to use and there is a learning curve to using it
• No free trial available
• The reporting and analytics feature of Leadsquared healthcare CRM is limited
• Some users experience frequent automation failures and bugs
• Mobile app is not fit for daily use and may come with integration problems

Leadsquared Pricing

Leadsquared pricing for healthcare CRM plans starts at $25 per user per month.

3. IMS by Meditab

IMS by Meditab Overview

IMS (Intelligent Medical Software) by Meditab is an all-in-one healthcare software that combines EHR, patient engagement tools, billing, and practice management. This healthcare CRM software is designed to cater to all kinds of healthcare specialties and is quite useful. However, expensive pricing and the learning curve are the two biggest challenges with this healthcare CRM.  

IMS by Meditab Features

• Patient portals to view records, schedule visits, and communicate with providers
• AI automation for automated patient intake and predictive analytics 
• Allows clinical documentation, patient scheduling, billing, and reporting
• Offers 380,000+ customizable templates 

IMS by Meditab Pros

• Extremely customizable for up to 40 healthcare specialties
• Strong compliance with HIPAA and other healthcare standards
• Mobile functionality is quite good
• Offers comprehensive training options 

IMS by Meditab Cons

• Expensive pricing compared to other healthcare CRM solutions
• There is a learning curve involved in getting a hang of such extensive features
• Some users complain about the complex initial setup
• Implementing advanced features (such as AI tools) may require additional cost and setup

IMS by Meditab Pricing

IMS by Meditab’s pricing starts at $199 per month, however, it may vary depending on the number of users, configuration, etc.  

4. Onpipeline Healthcare CRM

Onpipeline Healthcare CRM Overview

Onpipeline Healthcare CRM is a comprehensive data management platform made for healthcare practitioners. Using this hospital CRM, your staff can easily access and store patient records from different sources in one centralized dashboard. Onpipeline Healthcare CRM comes with many functionalities, be it for patient engagement, billing, patient acquisition, and more. 

Onpipeline Features

• Centralises everything, patient records, billing details, contact history, etc.
• Comes with online self-scheduling for patients and automated email/SMS reminders
• Highly customizable to fit diverse healthcare processes
• Offers a mobile app to access patient data on the go
• Strong security features, including role-based access feature to ensure HIPAA compliance

Onpipeline Pros

• Onpipeline is loved highly for its intuitive, user-friendly interface
• Offers competitive pricing plans
• Comes with many effective tools for automation tasks
• HIPAA-compliant CRM software for healthcare professionals
• Integrates smoothly with many EHR/EMR and calendar tools

Onpipeline Cons

• Mobile app is not that good and lacks in functionality
• Reporting feature is not very customizable
• This HIPAA CRM comes with limited automation and advanced features

Onpipeline Pricing

Onpipeline offers three pricing plans:

• Pipeline: $25/user/month
• Standard: $39/user/month
• Advanced: $58/user/month

5. Luma Health

Luma Health Overview

Luma Health is an AI-powered, cloud-based healthcare CRM and patient engagement solution designed to support the entire care journey, from the right follow-ups to referrals. This healthcare CRM helps physicians and healthcare teams streamline scheduling, intake, and communication while integrating with EHR systems to improve patient access, reduce manual tasks, and enhance operational efficiency.

Luma Health Features

• HIPAA-compliant messaging
• Self-scheduling & smart waitlists
• AI-powered patient communication
• Digital intake & eligibility

Luma Health Pros

• Seamlessly connects with major EHR systems
• Supports patient communication in multiple languages
• LumaBot helps guide patients 24/7,  FAQs, handling scheduling, and follow-ups with ease
• Mobile-first design for ease of use

Luma Health Cons

• Full use of advanced features may require training and ongoing staff adaptation
• Some configurations may require Luma Health’s team or third-party support
• Costs are customized and may be less accessible for small or independent practices
• Practices without modern EHR systems may face limitations in functionality

Luma Health Pricing

To get the exact pricing of the plans, one needs to contact their team

6. Zoho CRM

Zoho CRM Overview

Zoho CRM offers HIPAA-compliant solutions for healthcare professionals, allowing them to automate and simplify communication in a secure manner. With this hospital CRM, practitioners can manage patient relationships in an organized manner, store and access patient information easily, and more. However, an important thing to note is that Zoho CRM is not HIPAA by itself but can be configured to comply with HIPPA. 

Zoho CRM Features

• Can be configured to comply with HIPAA to securely store, manage, and restrict the export of electronic Protected Health Information (ePHI)
• Connects with other Zoho apps and third-party healthcare tools
• Offer security features such as role-based permissions, audit logs, and field-level security.
• Offers automation and follow-up features via SMS, email or phone.

Zoho CRM Pros

• Easy to use and navigate
• Highly customizable for healthcare workflows
• Suitable for healthcare organizations of all sizes
• Helpful in reducing the manual workload of sending appointment reminders and followups

Zoho CRM Cons

• Non-HIPAA compliant by default
• HIPAA compliance is available only with paid plans
• Only 25 fields per module can be marked as Personal Health Data
• Setting up for healthcare may require too much effort

Zoho CRM Pricing

Zoho CRM offers three pricing options:

• Standard: $14/user/month
• Professional: $23/user/month
• Enterprise: $40/user/month
• Ultimate: $52/user/month

7. Salesforce Health Cloud

Salesforce Health Cloud Overview

Salesforce Health Cloud is a popular HIPAA-compliant CRM platform. The platform is perfect for centralizing patient data and streamlining care coordination. This HIPAA CRM offers many features and tools to automate repetitive tasks, manage patient relationships, and more. However, users must note that it can get expensive and requires a technical team for implementation and maintenance. 

Salesforce Health Cloud Features

• Integrates with EHRs, diagnostic tools, lab systems, and wearables, and more
• Offers patient portals for self-service
• Supports remote patient engagement and virtual consultations
• Offers event monitoring, field audit trails, and robust role-based access controls to meet HIPAA compliance
• Automates appointment scheduling, reminders, and other notifications 

Salesforce Health Cloud Pros

• Centralizes all kinds of patient information and data for ease of access
• Scalable for all healthcare sizes
• Helps in automating repetitive tasks
• HIPAA-compliant crm tool

Salesforce Health Cloud Cons

• Expensive compared to other healthcare CRM solutions
• Users require training to leverage this CRM for hospitals to its full potential
• Although Salesforce is highly customizable, the more you go in, the more expensive and time-consuming it gets.
• Requires you to have an IT and technical team for maintenance. 

Salesforce Health Cloud Pricing

Salesforce Health Cloud is quite expensive and offers three pricing options:

• Enterprise: $325/user/month
• Unlimited: $500/user/month
• Agentforce: $750/user/month

8. Monday CRM

Monday CRM Overview

Monday CRM is a cloud-based customer service management system that caters to all kinds of business industries, including healthcare. However, the only issue with using Monday CRM for healthcare is that it does not have built-in HIPAA features. If you want it to be HIPAA compliant, then that can be implemented with additional processes and costs.  

Monday CRM Features

• Automate repetitive tasks like reminders, updates, and patient follow-ups.
• Get access to dashboards and reports to track patient outcomes and other healthcare metrics
• Centralized storage of medical history, patient contact details, allergies, treatment plans, etc.
• Send personalized emails to prospects and leads in bulk to save time with a mass email feature
• Access all your team’s activities, like calls and meetings, in one place

Monday CRM Pros

• User-friendly interface and easy setup
• Manage both sales and operational tasks in the same platform, helpful for trial coordination or field event planning 
• You can customize fields, workflows, and views to fit your exact healthcare process

Monday CRM Cons

• HIPAA, GDPR, or consent tracking isn’t built in, needs custom work or external integrations
• No built-in audit trail functionality
• Mobile access is decent but not optimized for offline use
• Once your team or data volume grows, boards can become cluttered and harder to manage

Monday CRM Pricing

Monday healthcare CRM offers four pricing options:

• Basic: $12/seat/month
• Standard: $17/seat/month
• Pro: $28/seat/month
• Enterprise: Custom

9. Courier Health

Courier Health Overview

Courier Health is a medical CRM software that is specially built for the life sciences and biopharma industries. Unlike the usual healthcare CRM software, Courier Health is built to manage complex, highly regulated patient journeys. However, you should know that this healthcare CRM tool is not ideal for every healthcare practitioner and also lacks many integration options. 

Courier Health Features

• Offers omnichannel communication channels with automation
• Comes with security features like robust access controls, consent capture, PHI protection, and secure document management.
• Real-time analytics and dashboard feature 

Courier Health Pros

• Meant for biopharma and life sciences
• Centralizes staff, patient, and administrative information in one place
• Secure and compliant with HIPAA and SOC 2 standards
• Scalable and customizable 

Courier Health Cons

• Meant specifically for biopharma and life sciences & may not be ideal for other healthcare practitioners.
• There is no transparency in pricing
• Fairly new to the market and lack many integration options

Courier Health Pricing

Courier Health has not published its standard pricing information.

10. OperaDDS

OperaDDS Overview

OperaDDS is a popular HIPAA-compliant CRM software for dentists. The software focuses on streamlining dental patient communication, staff workflow, and automating patient engagement. The software is ideal for orthodontists or dental healthcare providers looking for a comprehensive clinic CRM.   

OperaDDS Features

• Two-way texting
• Automated recall and reminders
• Detailed reporting and analytics feature
• Patient feedback and education tool
• Online patient portal

OperaDDS Pros

• Easy to use and intuitive interface
• Highly secure and HIPAA complaint CRM for dentists
• Excellent customer service
• Seamless integration and highly scalable 

OperaDDS Cons

• Lacks practice management features like advanced billing and scheduling
• Initial setup can be complex if integrating with multiple systems
• Pricing is not fully transparent 

OperaDDS Pricing

OperaDDS’ pricing ranges from $100 to $500 per month, depending on features, no of users you choose, etc. 

11. PatientPop Healthcare CRM

PatientPop Healthcare CRM Overview

PatientPop is a well-known healthcare CRM and practice management provider. The software is ideal for healthcare practitioners looking to build their online reputation, improve patient engagement, and more. PatientPop is also now a part of Tebra and offers useful patient management and engagement features. However, any additional features or some integrations require additional configuration and cost. 

PatientPop Healthcare CRM Features

• Review and reputation management
• 24×7 online appointment scheduling
• Automated appointment reminders
• Patient portal
• Telehealth capability for virtual consultations
• HIPAA complaint CRM 

PatientPop Healthcare CRM Pros

• Combines CRM, marketing, and practice management- all in one.
• Secure, HIPAA-compliant CRM platform
• Improves patient engagement with multi-channel communication and feedback collection
• Helps in improving online reputation 

PatientPop Healthcare CRM Cons

• PatientPop Pricing is not completely transparent
• Many advanced marketing features require additional cost and setup
• Integration with EHR or practice management system may require additional cost
• Not ideal for small healthcare organizations

PatientPop Healthcare CRM Pricing

PatientPop offers a subscription-based pricing model. You need to get in touch with their support to know more pricing details. 

12. Zendesk for Healthcare

Zendesk for Healthcare Overview

Zendesk is a cloud-based CRM platform designed to automate workflows and streamline communication for healthcare providers. The software offers many useful features and is customizable. However, it is not a complete EHR solution and works best alongside other clinical software. 

Zendesk for Healthcare Features

• Advanced reporting and analytics
• Role-based permissions, encryption, secure access controls, and documentation features
• Integrated with 1,700 applications
• Omnichannel communication 

Zendesk Healthcare Pros

• Centralizes communication and data in one place
• Scalable for organizations of all sizes
• Strong HIPAA and security features
• Highly customizable

Zendesk for Healthcare Cons

• Pricing can increase as you choose more features and add users
• Not a complete practice management or EHR system 
• Does not offer clinical documentation and medical billing features
• Certain integration and advanced customization may require technical expertise. 

Zendesk for Healthcare Pricing

Zendesk’s pricing starts at $19 per agent/month with 14-day free trial.

13. Cogmento

Cogmento HIPAA CRM Overview

Cogmento HIPAA CRM is another well-known HITECH and HIPAA-compliant CRM software meant for medical practices. The software is designed to provide a single place to manage patients and other healthcare-related information, such as appointment scheduling, contact information, medical history, and billing information. 

Cogmento HIPAA CRM Features

• End-to-end data encryption, role-based access, audit log
• Secure email, messaging, and appointment reminders
• Real-time analytics and dashboards
• Advanced call tracking, scheduling, scripting, and reporting
• Customizable forms for patient intake, feedback, and call scripts

Cogmento HIPAA CRM Pros

• Strong HIPAA compliance and privacy tools
• The core CRM is offered at no cost
• Designed specifically for medical practices
• Integrated call center tools

Cogmento HIPAA CRM Cons

• Access to advanced features requires a paid upgrade
• Advanced call center tools and other advanced features are available with a paid plan
• Initial setup, onboarding, and training come with a learning curve

Cogmento HIPAA CRM Pricing

Core HIPAA compliance plans come at free cost, however, charges are applicable if you want access to advanced security features. 

14. PlayMaker Health

PlayMaker Health Overview

PlayMaker, now acquired by Trella Health, is a post-acute care growth platform that offers cloud-based CRM and business intelligence solutions for healthcare professionals. The software is mainly focused on referral data, and provider claims information to improve sales and may not be the best CRM for healthcare looking for simple administrative and patient engagement features. 

PlayMaker Health Features

• Seamlessly connects with EMR system
• Dashboards and reports on referral patterns, hospital/provider relationships, etc.
• Includes features to support Stark II compliance

PlayMaker Health Pros

• Offers mobile-first, convenient design
• Supports HIPAA and other compliance requirement 
• Offers seamless integration 

PlayMaker Health Cons

• Now part of Trella Health, so branding and support may be transitioning
• Mainly focused on post-acute care; may not be suitable for general healthcare
• Onboarding and integration may require some initial training and support

PlayMaker Health Pricing

PlayMaker’s pricing is not publicly available

15. Keap

Keap Overview

Keap is a powerful CRM and automation platform built primarily for small businesses, but it’s flexible enough to support private medical practices as well. With tools for email and text automation, lead management, appointment booking, and payment processing, Keap helps physicians streamline front-desk operations, stay on top of patient follow-ups, and reduce administrative chaos. While it’s not healthcare-specific, its customization options make it a smart option for practices that want more control over communication and workflows.

Keap Features

• Automated email & text messaging
• Prebuilt automation templates
• Customizable forms & landing pages
• Scheduling & appointment
• Patient contact management
• Sales & follow-up pipelines

Keap Pros

• Access to dedicated onboarding, 24/7 support
• Intuitive design and drag-and-drop campaign builder
• Combines CRM, scheduling, marketing, and payments
• Saves hours each week by automating follow-ups, reminders, etc.

Keap Cons

• Keap doesn’t offer HIPAA compliance by default and may need customization or third-party tools for secure PHI handling
• Lacks EHR/EMR integration and doesn’t include clinical features like SOAP notes or charting
• Full automation and CRM features are available only in higher-tier plans, which may be too costly

Keap Pricing

Keap pricing starts at $299/month.

What Makes Emitrr Stand Out as Best CRM for Healthcare Providers?

After looking at the 15 best healthcare CRM software, we can confidently ask you to go for Emitrr. Why? Take a look at the advantages it offers you, over any other healthcare CRM. 

HIPAA, HITECH, GDPR, SOC-2 Compliant

First things first, Emitrr is not just HIPAA but also HITECH, GDPR, and SOC-2 compliant and also offers a BAA agreement. With all these, you can rest assured that all your patient data is in safe hands and at no risk of leak or threat. 

AI integrated

Emitrr is one of the leading patient communication software that is integrating AI in a way that is helping healthcare practitioners curb the gap between staffing shortages in healthcare. With an AI generator, you can generate or automate responses, with an AI enhancer, you can improve the tone of your message before sending it to your patients. With AI receptionists and chatbots, you can automate responses to FAQs and other queries. 

Here’s a video showing what more Emitrr AI agent can do:

Automated workflows and task management

With Emitrr Hospital CRM, you can automate so much of your front-desk work. Automate messages, follow-ups, and reminders, and offer self-scheduling options to patients. You can even use Emitrr’s smart call routing and route the call to the relevant department, setting how many times the phone will ring before ringing someone else. You can set auto texts after a missed call, assign conversations to teammates, and more. 

Easy to use, no learning curve

Emitrr healthcare CRM comes with an intuitive and easy to use interface. You do not require a lot of time or learning curve in learning how to use this tool. You get proper onboarding and training and then you are all set to go. 

Multi-channel communication support

With Emitrr, you can offer multi-channel communication support to your patients. You can either implement SMS, email, VoIP, ai virtual receptionist, website chatbot, or AI SMS chatbot, or all, depending on your healthcare communication needs.  

Digital intake and document management

With Emitrr, you can offer digital intake forms, ask your patients to fill them out in advance, verify their insurance details in advance, and update them automatically in your patient management system. This not only helps in reducing wait times but also ensures all documents are accurate and updated automatically. 

Seamless Integrations with EHR/EMR/PMS Systems

Emitrr’s integration with popular EHR, EMR, and PMS systems ensures a seamless data flow, keeping all patient information synchronized and up-to-date. This feature eliminates redundant data entry and ensures smooth operational workflows across platforms.

Patient Feedback and Reputation Management

Emitrr healthcare CRM includes tools for gathering patient feedback through automated surveys and review requests. This feature helps practices manage online reputation by collecting reviews from satisfied patients and responding to concerns, all from a centralized CRM dashboard.

Affordable

Lastly, compared to many options, Emitrr offers competitive pricing along with best value for money. So if you want to get the most out of your investment from a healthcare CRM tool, then this software is ideal for you. 

FAQ

Conclusion

After comparing 15 best HIPAA compliant CRM software, we find Emitrr as the best. Be it affordability, all-in-one features, support, ease of use, strong security, Emitrr has it all. 

Book a free demo with Emitrr and see how this healthcare crm can help healthcare practices automate repetitive tasks, improve patient communication and streamline healthcare workflow.