Top 10 Online Scheduling Software for Medical Device Companies

Overview Of Online Scheduling for Medical Device Companies

Scheduling is a significant part of day-to-day operations at a medical device company. Setting up demos, confirming maintenance visits, or coordinating device setup, the list goes on, and so do the chances of something being overlooked.

Traditional scheduling methods leave too much room for error. Missed calls result in missed deliveries. Emails pile up. There is confusion around order updates, refill calls, and pickup reminders.

Online scheduling for medical device companies makes the process clear and reliable. Appointments can be booked, rescheduled, or cancelled in seconds when you have the right online scheduling software for medical device companies in place. You can track delivery timelines, send medication reminders, and follow up on insurance claim readiness without any backlogs or delays.

Time is used better. Fewer opportunities are lost. This blog walks you through the top 10 online scheduling software options for medical device companies, highlighting the key features to consider.

Key Features To Look For In Medical Device Companies’ Online Scheduling Software

An online scheduling system for medical device companies should simplify and not complicate your daily operations. That means the online scheduling software needs to do more than manage calendars. It should support the workflow that your team handles every day.

Let us go over the key features that make that possible:

Calendar Integration

Your team shouldn’t toggle between multiple calendars. With calendar integration, appointments are reflected instantly across both internal and external shared calendars. Whether it’s a technician visit, product education session, or maintenance alert, everyone stays in sync. No double bookings. No missed slots.

Automated Appointment Reminders

How often do patients or clients forget scheduled calls or visits? They can be alerted in advance by automated appointment reminder software, which saves you from wasted trips or rescheduling hassle. These reminder texts help reduce no-shows and facilitate timely deliveries, medication reminders, and refill coordination.

SMS Alerts

People check their phones all day. SMS alerts make use of that. From pickup reminders to shipping status updates, send quick, clear messages that reach customers promptly. It is an easy way to keep them in the loop without adding extra steps to your team’s workflow.

Easy Booking and Cancellation

If booking or rescheduling an appointment feels complicated, people will avoid it. Easy booking and cancellation give your customers control without involving your team each time. It supports everything from technical support requests to insurance claim-related appointments while saving you hours of unnecessary repeated coordination.

EMR integration

EMR integration connects appointment data directly with patient records. So when a delivery is scheduled or a device setup is booked, it reflects right where your team needs it, without any duplication or missed updates. It helps track initial onboarding, maintenance alerts, etc.

Omnichannel communication

Calls, texts, emails—communication happens everywhere. With omnichannel communication, your scheduling software for medical device companies keeps the conversation connected. Whether someone replies to an SMS or confirms through email, it is all stored and tracked. Great for handling missed deliveries, refill calls, or tech support questions.

End-to-End support

From the first booking to the final follow-up, end-to-end support keeps everything consistent. If a customer sets up a demo and then schedules a follow-up for training or product questions, it is all well-connected. Your team can step in wherever needed without having to start from scratch.

Auto-Response Messaging

Auto-response messaging makes sure no request goes unanswered. Whether it is after-hours or a busy hour, the AI SMS Chatbot can quickly respond with helpful information, confirm a booking, or offer a callback option. It keeps the conversation going without needing someone to jump in manually, so service requests and product queries can be handled without letting leads slip away.

Want to see how easy it is to set it up? Watch the step-by-step guide in the video below: 

How to Set Up Auto Responses in Emitrr: Step by Step Guide

Security & Compliance Requirements For Medical Device Companies’ Online Scheduling Software

Online scheduling for medical device companies involves more than scheduling appointments. It includes sensitive data, patient details, and internal records. That is why security and compliance should be the foundation of the software you choose.

• Meets HIPAA standards to protect patient data.

Any online scheduling software for medical device companies needs to stay HIPAA compliant, particularly if you are handling protected health information (PHI). 

• Encrypts all sensitive information during storage and transfer.

Data must be encrypted, regardless of whether it is stored on a server or transferred between systems. This protects appointment data, contact information, and communication history from unauthorized access.

• Controls user access based on roles and permissions.

Not everyone on your team needs access to everything. The online scheduling software for medical device companies should make it easy to assign access based on roles, so technicians, support reps, and admins only see what is relevant to them.

• Stores data securely with regular backups.

Accidents happen. Systems crash. Good online scheduling software for medical device companies backs up all data routinely and stores it securely, so you can restore information quickly without downtime.

• Keeps detailed logs for tracking all system activity.

From booking to cancellation, the platform should log every action. These logs help resolve disputes, monitor user behavior, and stay prepared for audits.

Integrations Required For Medical Device Companies’ Online Scheduling Software

The list below of integrations is what makes your online scheduling software go from a basic tool to a fully functional part of your medical device company’s workflow. They are a part of how your teams stay on schedule, how your data stays consistent, and your communication is sharp across channels, from internal updates to customer-facing alerts.

EHR (Electronic Health Records)

Connecting to Electronic Health Records means your online scheduling software will be able to pull patient or client-specific data directly out of medical records, allowing you to automate pill reminders, device setup instructions, or follow-ups without any re-input of data. Here are a few widely used EHR systems your online scheduling software for a medical device company should integrate with:

• Athenahealth
• Epic 
• Cerner 

RCM (Revenue Cycle Management)

Integrating your online scheduling software with RCM tools will enable you to automate notifications concerning insurance readiness, billing follow-ups, and pre-authorization alerts. It accelerates revenue cycles and ensures no important financial process is overlooked in the wake of poor communication. Below are the common RCM tools:

• Trumpia 
• ClickSend 

Marketing Automation

The mentioned integrations let you target your medical device users by prior interactions, type of product, or service history. What this means is that you can pass refill calls, product education content, or service reminders to the accurate audience at the right time, without having to do it manually every time.

• Mailchimp 
• Hubspot 

Clinical Trial Management Systems

Syncing with clinical trial systems enables automatic outreach to trial subjects like flash messages for device pickups, shipping update notices, or tips on how to fix issues. It facilitates the participants to remain informed and interested as well as reduces administrative burden of coordinators.

• Twilio

How To Choose the Right Online Scheduling Software For Medical Device Companies

There is no shortage of scheduling tools, but not every one is built for the pace and complexity of a medical device company. From tracking service visits to handling delivery tracking updates and medication reminders, the ideal online scheduling software for medical device companies should support the way your team works.

Here’s how to pick one that fits:

Verify HIPAA and security features

Any software used in this space needs to follow HIPAA regulations. All interactions must respect HIPAA privacy standards, such as booking a device consultation or logging service notes.

Check integration compatibility with EHR and CRM

Your online scheduling software should integrate smoothly with your existing EHR and CRM systems. This enables you to link booking information with patient records, order updates, or support tickets without manually copying data across platforms.

Evaluate scalability for growing teams and locations

You will begin with five representatives today and have to onboard twenty more tomorrow? Scalability matters. Look for online scheduling software for medical device companies that can grow as your teams and service areas expand, and never slow things down.

Consider ease of use and training requirements

If it is clunky, it won’t get used. Choose software that is intuitive for both your team and customers. The fewer training hours needed, the faster you can get started.

Review customer support availability and quality

Things break, systems glitch, and users get stuck. You need a support team that is responsive and available through email, live chat, or even a phone line when field representatives are relying on the platform for live appointments.

Assess automation and reminder capabilities

Go for built-in appointment reminders, refill call prompts, and delivery alerts. Automation makes a huge difference in cutting down no-shows and keeping customers in the loop without constant manual follow-up. 

Compare pricing and cost-effectiveness

Pricing should match the value and features you are getting. Review plans carefully; some tools charge per user, some per feature. Don’t pay for what you won’t use.

Ensure mobile and remote access support

Your team will not always be at a desk. Field staff, technicians, and reps should be able to access scheduling on their phones or tablets, on-site or on the go. Remote-friendly platforms give you more flexibility.

Look for customizable scheduling options

Not all appointments are the same. You might need to block out time for device setup, allow buffer time between training sessions, or create rules for urgent service calls. Custom scheduling options allow you to build around your actual workflows.

Confirm reporting and analytics features

Want to know which appointments get rescheduled the most? Or how many missed deliveries happened last month? Built-in reporting helps you spot gaps, improve service timelines, and make smarter decisions.

Top 10 Online Scheduling Software For Medical Device Companies

1. Emitrr
2. Blaze.tech
3. TheraNest
4. CareCloud
5. Acuity Scheduling
6. Phreesia 
7. SimplePractice
8. NexHealth
9. Tebra
10. Mend

1. Emitrr

Emitrr is a HIPAA-compliant online scheduling platform built for healthcare. For medical device companies, it simplifies scheduling across departments, such as coordinating device demos and maintenance visits to automating refill calls, medication reminders, and order updates. With built-in AI tools, Emitrr helps teams stay connected, reduce missed appointments, and respond faster to service requests without manual follow-up.

Key Features of Emitrr:

• AI appointment scheduling with smart optimization
• HIPAA-compliant scheduling software
• Two-way SMS alerts and automated text messages
• Auto-response messaging via AI SMS chatbot
• Delivery tracking, refill calls, and pickup reminders
• Device setup and onboarding workflows
• Integration with EHR, CRM, and RCM platforms
• Automated appointment reminders
• Custom reporting and analytics
• Scalable scheduling for remote and field teams

Pros of Emitrr:

• Excellent customer service and healthcare-specific support
• Easy-to-use appointment software with minimal training
• Built specifically for healthcare and medical device teams
• Supports communication across multiple channels

Cons of Emitrr:

• More scheduling features are coming soon!

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 4.7 on G2 and 4.8 on Capterra, and here’s what customers are saying about the platform:

Emitrr Support Channels:

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

2. Blaze.tech

Blaze.tech is a low-code platform that helps medical device companies build customized scheduling workflows. It’s suited for teams that want more control over how internal and customer-facing scheduling tools are structured while maintaining HIPAA compliance.

Key Features of Blaze.tech:

• Calendar integration for appointment coordination
• Secure, HIPAA-compliant 
• Customizable workflows with low-code tools
• Internal messaging and support features
• CRM integration 

Pros of Blaze.tech:

• Highly customizable for specific scheduling needs
• Useful for internal team collaboration

Cons of Blaze.tech:

• Not specifically focused on healthcare use cases
• May require developer assistance to build and maintain tools

Pricing of Blaze.tech:

• Blaze.tech offers custom pricing based on the features you need and how much you use the platform.

Blaze.tech Ratings and Customer Reviews:

Blaze.tech is rated 5.0 on G2, and here’s what customers are saying about the platform:

Blaze.tech Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base

3. TheraNest

TheraNest offers practice management tools, including scheduling, useful for therapy-focused healthcare providers. It supports telehealth and documentation alongside calendar features for medical device companies.

Key Features of TheraNest:

• Integrated appointment calendar
• Custom appointment types
• Automated client reminders
• Secure client portal
• Telehealth scheduling

Pros of TheraNest:

• User-friendly calendar view
• Works well for small to medium practices

Cons of TheraNest:

• Limited customization options
• The interface feels outdated for some users

Pricing of TheraNest:

• TheraNest pricing plans start at $39 per month for up to 30 active clients.

TheraNest Ratings and Customer Reviews:

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

Theranest Support Channels:

• Phone Support
• Email
• Chat

4. CareCloud

CareCloud provides cloud-based healthcare software, including scheduling tools, that aligns with larger medical device companies needing EHR, billing, and patient experience solutions.

Key Features of CareCloud:

• Multi-provider scheduling
• Patient self-scheduling
• Automated reminders
• Real-time eligibility checks
• Integration with RCM systems

Pros of CareCloud:

• Comprehensive suite for larger practices
• Customizable scheduling options

Cons of CareCloud:

• Setup can be time-consuming
• Pricing details are not transparent

Pricing of CareCloud:

• CareCloud offers custom pricing tailored to the size of your practice and specific operational needs.

CareCloud Ratings and Customer Reviews:

CareCloud is rated 3.6 on G2 and 3.6 on Capterra, and here’s what customers are saying about the platform:

CareCloud Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support

5. Acuity Scheduling

Acuity Scheduling is a widely used scheduling tool that enables patients and clients of medical device companies to book appointments online in real-time, with smart reminders and seamless integrations.

Key Features of Acuity Scheduling:

• Real-time appointment booking
• Calendar sync (Google, iCal, etc.)
• SMS/email reminders
• Custom intake forms
• Group session support

Pros of Acuity Scheduling:

• Easy to implement
• Works well for field teams

Cons of Acuity Scheduling:

• Limited healthcare-specific features
• No deep EHR integration

Pricing of Acuity Scheduling:

• Acuity Scheduling pricing starts at $20 per month; a free plan is available with limited features.

Acuity Scheduling Ratings and Customer Reviews:

Acuity Scheduling is rated 4.7 on G2 and 4.8 on Capterra, and here’s what customers are saying about the platform:

Acuity Scheduling Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Chat

6. Phreesia 

Phreesia’s scheduling capabilities are built to help medical device companies streamline patient intake and appointment workflows. It supports scheduling for device setup, onboarding, and patient education while reducing administrative burden.

Key Features of Phreesia:

• Patient self-scheduling
• Appointment confirmations
• Intake form automation
• Insurance eligibility
• Secure messaging

Pros of Phreesia:

• Strong integration with EHRs
• Great for managing patient flow

Cons of Phreesia:

• Learning curve for new users
• Premium pricing

Pricing of Phreesia:

• You need to contact Phreesia support for custom pricing.

Phreesia Ratings and Customer Reviews:

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

Phreesia Support Channels:

• Email/Help Desk
• Phone Support
• Chat

7. SimplePractice

SimplePractice offers simple online booking and appointment management, which medical device companies can use to schedule customer training sessions, maintenance calls, and tech support efficiently across multiple locations.

Key Features of SimplePractice:

• Online appointment booking
• Client portal
• Appointment reminders
• Calendar management
• Mobile access

Pros of SimplePractice:

• Intuitive user interface
• Good for solo providers

Cons of SimplePractice:

• Not ideal for large teams
• Limited role-based access

Pricing of SimplePractice:

• SimplePractice pricing starts at $29 per month for the basic plan.

SimplePractice Ratings and Customer Reviews:

SimplePractice is rated 4.1 on G2 and 4.6 on Capterra, and here’s what customers are saying about the platform:

SimplePractice Support Channels:

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support
• Chat

8. NexHealth

NexHealth provides real-time online scheduling suited for medical device companies coordinating support services, demo sessions, or setup appointments while syncing with existing health systems.

Key Features of NexHealth:

• Real-time EHR integration
• Online patient booking
• Appointment reminders via SMS/email
• Automated recall messages
• Two-way messaging

Pros of NexHealth:

• Fast and responsive interface
• Strong automation features

Cons of NexHealth:

• Limited customization
• Expensive for smaller practices

Pricing of NexHealth:

• NexHealth pricing starts at $400 per month, based on services and integrations.

NexHealth Ratings and Customer Reviews:

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

NexHealth Support Channels:

• Email/Help Desk
• Phone Support
• Chat

9. Tebra

Tebra supports online scheduling that helps medical device companies manage high volumes of service appointments, follow-ups, and refill requests through a centralized and accessible interface.

Key Features of Tebra:

• Online scheduling portal
• Custom appointment types
• Automated reminders
• Integration with Kareo EHR
• Reporting dashboard

Pros of Tebra:

• Built-in marketing tools
• Great for multi-specialty use

Cons of Tebra:

• The interface can feel cluttered
• Pricing not upfront

Pricing of Tebra:

• Tebra offers custom pricing based on the specific features required and the size of your team.

Tebra Ratings and Customer Reviews:

Tebra is rated 4.1 on G2 and 3.9 on Capterra, and here’s what customers are saying about the platform:

Tebra Support Channels:

• Email/Help Desk
• Knowledge Base
• Phone Support

10. Mend

Mend enables fast, secure scheduling with automated reminders, ideal for medical device companies offering virtual consultations, troubleshooting, and product education sessions.

Key Features of Mend:

• Online appointment booking
• HIPAA-compliant video visits
• AI-driven no-show reduction
• SMS/email confirmations
• Digital forms and intake

Pros of Mend:

• Powerful telehealth support
• AI tools for patient engagement

Cons of Mend:

• Complex for non-tech-savvy users
• Pricing can be high for smaller teams

Pricing of Mend:

• Mend’s pricing is customized depending on your business needs, feature selection, and team size.

Mend Ratings and Customer Reviews:

Mend is rated 4.3 on G2 and 4.6 on Capterra, and here’s what customers are saying about the platform:

Mend Support Channels:

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

Why Emitrr Is The Best Medical Device Companies’ Online Scheduling Software

Emitrr stands out because it is made with real healthcare challenges in mind. It understands how medical device companies operate, from coordinating technician visits to managing device setup, refill calls, or follow-ups. Emitrr’s support is fast, responsive, and comes from people who know the space.

What also makes Emitrr a favorite is how easy it is to get started. Customers consistently highlight the smooth onboarding and how intuitive the system feels. Moreover, the built-in AI tools for business save time while improving accuracy and patient communication.

All of this adds up to one thing: scheduling software for medical device companies that helps you run your business better, and not only schedule appointments.

AI-powered scheduling optimization for reduced no-shows

Emitrr’s AI appointment scheduling adapts based on past behavior, preferred times, and availability. So the chances of missed appointments drop significantly with fewer delays for things like device setup, insurance claim readiness, or maintenance visits.

Fully HIPAA-compliant and secure

Emitrr is HIPAA-compliant scheduling software, making it suitable for teams that deal with sensitive patient data, service logs, or medical documentation. Every interaction, be it a text reminder or a booking form, is handled with data protection in mind.

Seamless integration with EHR, CRM, and RCM systems

Don’t want to switch tabs between platforms? Emitrr seamlessly integrates into your EHR, CRM, or RCM systems. This allows you to manage appointments, track refill calls, and update records all from a single view.

Automated appointment reminders via SMS and email

Emitrr sends automated text messages and email reminders, so patients, clients, and your field staff stay updated without your team having to manually follow up with them. This is beneficial for pickup reminders, product education sessions, or tech support windows. 

User-friendly interface for quick onboarding

No one enjoys complicated software. Emitrr’s intuitive layout is easy to navigate, even for non-technical staff, so your support team and field personnel can hit the ground running.

Supports remote and on-site team scheduling

Whether your staff is out managing deliveries or working from a central office, Emitrr supports both on-site and remote scheduling with real-time visibility.

Scalable to grow with your business needs

Emitrr is built to scale. From five bookings a day to hundreds, this platform adapts as your company expands, rather than slowing down operations or causing confusion.

Real-time updates and notifications

Changes happen fast in this industry. Emitrr keeps everyone on the same page with real-time updates, so there is no miscommunication about cancelled appointments, shipping status, or delivery delays

Reliable customer support with healthcare expertise

Emitrr’s support team understands the needs of medical device companies. You are not simply talking to general tech support; you are interacting with a team that knows what is at stake when dealing with the healthcare sector.

Affordable pricing with transparent plans

Emitrr’s transparent pricing makes budgeting easier, with plans that work for businesses of all sizes. No hidden fees or unpleasant surprises that show up later. Straightforward options, so you only pay for what you use.

Watch how Emitrr’s AI agent Sarah keeps everything running smoothly for you:

Introducing Sarah: The AI Agent That Makes Texting Effortless

FAQs

Conclusion

Online scheduling can completely change how medical device companies manage time, communication, and service delivery. With features built for speed, accuracy, and compliance, Emitrr stands out as a powerful, healthcare-focused solution that truly understands your needs. Schedule a demo with Emitrr and experience smarter scheduling today.