The Health Insurance Portability and Accountability Act (HIPAA) sets data security and privacy requirements for healthcare providers processing patient information. The best HIPAA-compliant customer relationship management (CRM) software allows your business to manage patient data, communications, and marketing activities that meet the required security guidelines.
We evaluated dozens of products and identified the seven best HIPAA-compliant CRM software to ensure patient privacy compliance.
- monday CRM: Best user-intuitive HIPAA-compliant CRM
- Zoho CRM: Best for marketing your practice
- SimplePractice: Best for managing healthcare operations
- Zendesk Suite: Best for artificial intelligence (AI) client services
- Caspio: Best for complete customization
- Insightly CRM: Best for comprehensive HIPAA security
- Mend: Best for telehealth tools
Best HIPAA-compliant CRM Software Compared
Provider | Free Plan | Free Trial | Our Rating out of 5 | |
|---|---|---|---|---|
 | ✕ | ✓ 14 days | 4.50 | |
 | ✓ 3 users | ✓ 15 days | $14 per user | 4.41 |
 | ✕ | ✓ 30 days | $29 per user | 4.33 |
 | ✕ | ✓ 14 days | $55 per user | 4.24 |
 | ✓ Unlimited users | ✓ 14 days | 4.21 | |
 | ✕ | ✓ 14 days | $29 per user | 4.07 |
 | ✕ | ✕ Demo only | Contact provider | 4.06 |
monday CRM: Best User-intuitive HIPAA-compliant CRM
Pros
- Intuitive features, like automation to create or edit patient health records with unlimited contacts, documents, and boards
- Multiple data views like spreadsheet format to store patient data and customized boards for healthcare data fields and tasks
- Broadcast feature deactivation to prevent Protected Health Information (PHI) disclosure
Cons
- HIPAA compliance, enterprise-grade security, and multilevel permissions locked in the Enterprise plan (custom pricing)
- No healthcare-specific features such as treatment and medication management tools
- No free plan; all plans require a minimum of three users
- You need an intuitive HIPAA-compliant CRM: monday CRM is one of the best simple CRM systems because of its intuitive user interface—ideal for first-time CRM users.Healthcare professionals can rely on this CRM system to manage patient health data seamlessly. With its unlimited documents, customizable boards, and CRM templates, you can organize patient information efficiently and focus more on your patients.
- You want multiple viewing options for patient records: New and seasoned healthcare practitioners acquire patients in various ways, like through referrals, social media, or search engine results.
With multiple board viewing options like Kanban, timeline, chart, or map, you can quickly evaluate your patient database in many ways. Hence, doctors can better analyze traffic sources for developing better patient engagement and practice marketing strategies.
- You need transparent pricing for HIPAA-compliant features: While monday CRM is HIPAA-compliant and offers enterprise-grade security and multilevel permissions, you need to subscribe to the Enterprise plan at custom quote.
- Alternatives: Zoho CRM is a great option that offers free and scalable paid plans. The paid options range from $14 to $52, giving flexible options for any budget. Hence, this HIPAA-compliant CRM is suitable for healthcare practitioners, from private practices to group therapy services and hospitals. SimplePractice and Zendesk Suite also offer transparent pricing.
- You need a HIPAA-compliant CRM with healthcare-specific tools: While monday CRM has a HIPAA compliance feature, it lacks specific tools for treatment and medication management. If you’re looking for specialized healthcare practice tools, you can choose industry-specific software.
- Alternatives: SimplePractice, Mend, and Caspio are industry-specific software systems. SimplePractice is known for its excellent healthcare operational tools like treatment management. Mend has great telehealth tools, and Caspio lets you customize your healthcare app for a better user experience.
Key HIPAA Compliance & Security Features
- Legal and security requests: Interact and collaborate with your security and legal teams in a centralized place to review and update statuses and contracts.
- Service organization control (SOC) 2 compliance: monday CRM is committed to meet the most stringent availability, security, and confidentiality standards.
- Two-factor authentication (2FA): Users confirm the access code every time they sign in from a new or unfamiliar device.
- Single sign-on (SSO): This feature includes Okta, One login, Azure AD, and custom security assertion markup language (SAML).
- Administration and controls: This feature includes audit log, session management, panic mode (entire account lock-down when any of the credentials are compromised), private workspaces, and advanced account permissions.
- System for cross-domain identity management (SCIM) provisioning: Automate how you form, preserve, and update user identity and access privileges.
- Other security features: This includes private boards and docs, internet protocol (IP) restrictions, integration permissions, content directory, and Google authentication.
monday CRM Pricing Plans*
*Pricing is based on annual billing on a monthly breakdown. Monthly billing is available for a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
monday CRM’s intuitive admin dashboard lets users activate or deactivate HIPAA compliance to manage PHI seamlessly.
(Source: monday CRM)
Our Expert Opinion
If you’re looking for a user-intuitive HIPAA-compliant CRM, monday CRM is our top pick because of its simple interface that requires a minimal to zero learning curve. We highly recommend this CRM system to first-time users.
Aside from its unlimited documents and boards, monday CRM offers multiple viewing options and a HIPAA compliance feature. This helps present patient data clearly and securely for effective collaboration with other specialists.
Zoho CRM: Best for Marketing Your Practice
Pros
- Unique tools useful to marketing a healthcare business and managing inventory for medical supply sales
- Low-cost scalable plans available ($14 to $52 per user monthly)
- Robust system customization options for providers to convert into a CRM for healthcare
Cons
- No specific healthcare practice management tools for claims processing, treatment management, and medication reporting
- Steep learning curve because of robust features; can be overwhelming for new users
- Integration required for mobile emailing; other providers like monday CRM let users send and receive emails and review conversations
- You need a cost-friendly marketing CRM: Zoho CRM’s Standard plan ($14 per user monthly) includes mass email campaigns and social media integrations—keeping patient data privacy in mind.The provider ensures HIPAA compliance during marketing by encrypting and restricting access to electronic protected health information (ePHI). Plus, Zoho records user activity to track changes to HIPAA compliance settings.
- You want inventory management built-in to your HIPAA-compliant CRM: Since medical and dental offices store many supplies, a built-in module that lets you track stock and manage vendors is useful in a CRM tool.Zoho offers built-in inventory management features on the Professional plan for $23 per user. In addition, teams can oversee purchase orders and send customer invoices.
- You need a CRM prebuilt for healthcare operations: Zoho is a popular CRM system with no tools specially designed for medical practice.While its account and lead management tools can be a substitute for patient data management, it lacks specialized healthcare-specific tools, such as insurance billing, claims processing, treatment monitoring, and medical note tracking.
- Alternatives: SimplePractice, Mend, and Caspio are the best options for those specialty requirements. SimplePractice includes treatment plans and note templates, and Mend is known for its telehealth capabilities. On the other hand, Caspio has low-code designer tools for healthcare system customization and managing patients, billing, IT, marketing, and sales in one place.
- You want a more intuitive CRM system: CRM users, especially first-timers, tend to find Zoho CRM’s interface clunky because of the many tab options and buttons. This makes Zoho CRM less intuitive for startup healthcare practices than some other products on this list.
- Alternative: monday CRM is a highly intuitive interface with a simple layout and easy-to-use features. Users can quickly learn how to operate monday CRM, most especially less tech-savvy healthcare professionals. Plus, monday CRM is a HIPAA-compliant CRM with a turn-off broadcast feature to uphold patient data confidentiality.
Key HIPAA Compliance & Security Features
- HIPAA compliance: ePHI encryption and other security features are available.
- General data protection regulation (GDPR) compliance: Settings for GDPR compliance protect sensitive data of involved parties like clinical survey respondents.
- Audit logs: This feature registers all user attempts to access ePHI and medical records and tracks modifications and deletions.
- Track data sources: This includes patient data capture and evaluation from web forms, application programming interfaces (APIs), manual creations, and third-party app integrations.
- ePHI encryption: With robust ciphers, Advanced Encryption Standard (AES) and AES-256 encrypt and secure server-stored healthcare data.
- Access ePHI control: Restrict transfer of PHI to other applications via API, other third-party applications, and Zoho products and export from CRM modules.
- Other security features: This includes default data sharing settings, data sharing rules, custom links, and public read-only access.
Zoho CRM Pricing Plans*
Zoho CRM Pricing Add-ons:
- Additional File Storage: $4 per month for 5GB (paid plans only)
- Additional Data Storage (up to 200 users): $4 for 100MB per month (for Professional and up)
- Additional Data Storage (200-plus users): $2 for 100MB per month (for Professional and up)
- Data Backup: $12 per request
*Pricing is based on annual billing on a per-month breakdown of the plans. Monthly billing and enterprise-level options are available for a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
Zoho CRM’s campaign analytics dashboard shows email open rate data for accurate marketing performance monitoring.
(Source: Zoho CRM)
Our Expert Opinion
Zoho CRM offers solid marketing tools that healthcare professionals can use to promote their practices. We like how the provider ensures marketing campaigns and other business activities stay compliant with HIPAA by encrypting and controlling user access to patient health data. Finally, we love how Zoho provides unique modules, like the inventory management system, for medical, dental, and vision offices to track their supplies and manage vendors.
SimplePractice: Best for Healthcare Operations
Pros
- Great for managing operations such as appointment scheduling, patient treatment, and billing features
- Unique tools specifically for mental health care providers like psychotherapy notes and a Wiley Treatment Planner
- Robust built-in automation for client communications, billing, and data exchanges
Cons
- No free plan
- Not ideal for marketing a medical practice as it lacks mass outreach and social media ad capabilities
- Doesn’t offer the most intuitive interface
- You need a complete operational CRM system: SimplePractice is an operational CRM system built for healthcare businesses. Whether you have a group practice or a growing healthcare facility, this CRM lets you seamlessly assist patients with appointment scheduling and manage treatment notes. You can even process payments and submit insurance claims.
- You are a therapist or psychology practice: SimplePractice is a solid industry-specific CRM that supports healthcare professionals in all areas. It stands out from the other specialty products for its unique tools for psychiatrists and therapists.These include psychotherapy notes, securely separated from client records. The Wiley Treatment Planner integrates data from other practitioners to help plan behavioral treatments.
- You want to market your healthcare practice: As an operational CRM, SimplePractice is limited in marketing features to building a website and engaging with clients through phone, email, or text.
- Alternatives: Zoho CRM is our favorite HIPAA-compliant CRM for marketing capabilities like mass email and social media tools. Insightly CRM is a fully HIPAA-compliant CRM equipped with prebuilt and customizable email templates with drag-and-drop functionality to launch campaigns in less time.
- You need an intuitive CRM for your medical practice: SimplePractice’s user interface and some features are not intuitive, despite having various paths to perform the same function. The calendar system’s templates need improvement to minimize manual entry. Any changes, like document submission, need individual adjustment because there’s no option to do everything at once.
- Alternative: monday CRM is a highly intuitive HIPAA-compliant CRM system that healthcare professionals can use to operate their clinics.
Key HIPAA Compliance & Security Features
- HIPAA compliance: SimplePractice earned HITRUST certification for its comprehensive, efficient, and flexible approach to risk management and HIPAA compliance on a global scale.
- Roles-based permissions: SimplePractice has a guided flow for creating, editing, and adding role-based permissions.
- Secure client messaging: Enable the Secure Messaging for a client to easily send them secure messages from the SimplePractice mobile app (the patient can only access the message by logging in to the client portal via a login link).
- Payment card industry (PCI) compliance and management: SimplePractice remains compliant with the PCI standard components, such as storing data securely and annually validating the required security controls for secure payments.
SimplePractice Pricing Plans*
SimplePractice Pricing Add-ons:
- Telehealth Use the whiteboard feature, screen share with clients, and use a virtual background while maintaining HIPAA compliance. : $15 per month
- ePrescribe Electronically check your patient's medication history, prescribe and authorize medication, and order refills. A one-time set-up fee of $89 per clinician applies. : $49 per month with a one-time set-up fee of $89 per clinician
- ePrescribe Prescription Drug Monitoring Programs (PDMP): $6.25 per month with a $699 one-time set-up fee per practice
- Insurance claim filing Submit electronic insurance claims from SimplePractice's integrated clearinghouse (10 free claims included in the Essentials plan and 35 claims in the Plus plan per month). : Starting $0.25 per claim (10 claims included per month)
- Wiley Treatment Planner Integrated evidence-based treatment planners used by behavioral health practitioners. : $15 per month
- Group telehealth Virtually schedule and manage sessions with up to 15 clients. : $15 per month
*Pricing is based on annual billing on a per-month breakdown for solo practice users. Monthly billing and group practice options are available for a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
SimplePractice’s billing features help medical practitioners seamlessly manage billing and invoicing. (Source: SimplePractice)
Our Expert Opinion
SimplePractice is a great CRM option if you only need to manage clients and healthcare operations. If you have a full-service therapy clinic, this CRM lets you handle every process, from appointment scheduling to submitting bills or insurance claims. This HIPAA-compliant CRM for small businesses also offers helpful add-on features like group therapy appointment scheduling and ePrescribe for seamless medical management.
Zendesk Suite: Best for AI Client Services
Pros
- Robust customer service tools including AI agents, email, chat, voice, social messaging, etc. for patient client service
- Advanced AI add-on, including intelligent triage, actionable insights and suggestions, and generative AI tools for agents
- HIPAA-enabled feature for PHI protection excellent for group practice and growing teams
Cons
- Most features focus on customer service; other providers like monday CRM and Zoho CRM offer more scalable features for marketing and sales
- Steep learning curve because of advanced and robust features that can affect onboarding and implementation
- HIPAA-enabled feature locked in the Suite Professional ($115 per user) and custom-priced Enterprise plans
- You want to leverage AI to serve patients better: If you want to scale your patient-client services, Zendesk Suite is a great option. This HIPAA-compliant CRM offers AI agents (AI-powered bots) that automate and resolve customer issues across service channels. This capability makes Zendesk one of the best AI chatbots for customer service. Plus, an advanced AI add-on helps support your compliance and security policy obligations.
- You need a HIPAA compliance feature built into a CRM plan: The Zendesk Suite Professional plan ($115 per agent monthly) is HIPAA enabled. It includes the Zendesk Business Associate Agreement (BAA), in which Zendesk consents to the subscriber to collect PHI and ensure its confidentiality.
- You need scalable sales, marketing, and customer service features: While Zendesk excels in providing customer service tools in its Suite plans, it lacks other capabilities to support sales and marketing. Zendesk Support-only plans are available, wherein you can add a HIPAA-enable function. However, these plans are also focused more on patient-client services.
- Alternatives: Whether you’re deciding to use a general-use or industry-specific CRM, there are several providers across this list to choose from. Zoho CRM, Insightly CRM, and monday CRM offer scalable features to support your healthcare practice’s payments, marketing, and customer service operations.
- You need more user-friendly HIPAA-compliant database software: Zendesk Suite has an intuitive user surface. However, its advanced and robust set of features could be a disadvantage to small teams and new practices with limited resources and time for onboarding and implementation of this HIPAA-compliant CRM system.
- Alternative: monday CRM is our top provider on this list for ease of use. Aside from its intuitive user interface, this CRM offers a HIPAA compliance function on its Enterprise plan to ensure PHI protection.
Key HIPAA Compliance & Security Features
- HIPAA-enabled feature: Zendesk BAA is available for formal HIPAA compliance execution to protect PHI.
- Advanced compliance: Zendesk provides appropriate security configuration options that subscribers can use to help safeguard PHI; you can enter a BAA with Zendesk.
- Advanced data privacy and protection: This feature includes access log, advanced encryption, advanced data retention policies, advanced redaction, and data masking for an extra layer of protection and privacy.
- User authentication options: This includes native, SSO, and 2FA.
- Secure access options: This includes password complexity, IP restrictions, and session length.
- Other security features: This includes agent device management, host mapping, disaster recovery, and data encryption.
Zendesk Suite Pricing Plans*
Zendesk Suite Pricing Add-ons:
- Advanced Data Privacy and Protection Includes access log, advanced encryption, advanced data retention policies, advanced redaction, and data masking for an extra layer of protection and privacy. : $50
- Advanced AI Advanced AI that instantly understands common customer issues, routes tickets, and gives actionable insights and suggestions. It includes intelligent triage, actionable insights and suggestions, macro insights for admins, generative AI tools for agents, and generative AI tools for knowledge. : $50
- Zendesk Workforce Management Includes AI-powered forecasting, automatic agent scheduling, real-time agent activity tracking, agent performance reporting, and agent schedule views to provide comprehensive historical and real-time reporting into team performance and capacity. : $25
- Zendesk Quality Assurance Automatically analyze conversations across human and AI agents, BPOs, channels, and languages. It detects issues, knowledge gaps and coaching opportunities to improve service. : $35
- Zendesk Workforce Engagement Bundle Zendesk Workforce Management and Zendesk Quality Assurance at a discounted bundle rate and lead your team to deliver superior customer experience. : $50
*Pricing is based on annual billing on a per-month breakdown of the plans. Monthly billing is also available at a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
Medical practitioners can set up Zendesk AI agents to facilitate patient interactions and overall client support. (Source: Zendesk)
Our Expert Opinion
Zendesk Suite is our best HIPAA compliance software with robust and advanced customer service features like AI agents for patient messaging and issue resolution. It is best for group practice and growing teams needing customer support features. Never again will you miss out on a patient’s messages. You’ll have every opportunity to provide personalized experiences to your clients across your service channels.
Caspio: Best for Complete Customization
Pros
- Low-code database and application design tools
- Comprehensive patient, operations, and data management capabilities with payment integration for real-time payments
- Free plan with unlimited users and up to 50,000 data records
Cons
- Additional fees ($600 per month) required for HIPAA compliance feature
- Outdated and tricky-to-navigate interface
- Professional plan ($540 per month) required for third-party integrations
- You want complete database and application customization: Caspio isn’t technically a CRM system but a fully customizable database and application system you can apply to anything.With the low-code designer, users can build data fields to meet their needs. Design applications for your practice, including a patient portal, staff calendar, appointment scheduler, intake form, surveys, and treatment tracking tools.
- You need a comprehensive and end-to-end business solution: Because it’s a fully custom tool, Caspio can offer a CRM solution for healthcare providers to oversee their entire business operation. They can create databases and apps to manage sales, marketing, patient management, billing, HR, projects, inventory, IT management, and accounting in one place.
- You want a HIPAA compliance feature already included in a plan: While Caspio offers a HIPAA compliance edition, subscribers need to pay extra, starting at $600 per month, and only for the Professional plan ($540 per month) or the Enterprise plan ($2,025 per month).
- Alternatives: Zendesk Suite’s HIPAA-enabled feature is already included in its Suite Professional plan at $115 per user. Insightly CRM’s enterprise plan ($99 per user) is equipped with security features for HIPAA compliance. On the other hand, monday CRM offers the HIPAA feature on its Enterprise plan.
- You need easy-to-use HIPAA-compliant CRM: Caspio’s user interface is outdated and can be tricky to navigate because of its robust and advanced customization features. New users may have a hard time learning how to use these tools to create custom apps for their healthcare practice.
- Alternative: monday CRM is a great alternative if you’re looking for the best HIPAA-compliant CRM software with user-friendly features and an intuitive interface. This HIPAA-compliant CRM system also has excellent customization options like customizable pipelines and unlimited boards for data management.
Key HIPAA Compliance & Security Features
- HIPAA/Compliance Edition: This add-on provides turnkey compliance for healthcare and educational institutions for securely managing PHI.
- Enterprise SSO: Authenticate and authorize users with SSO using Caspio or any other SAML 2.0 identity provider.
- SSO for third-party apps (SAML out): Caspio serves as an SSO identity provider for authenticating users to third-party apps; SAML opt-out or delete all app sessions completely for security.
- Account security governance: Enforce a custom security policy (especially PHI handling) for all Caspio developers.
- User identity management: Identity and access management (IAM) service for authenticating users based on enterprise-grade security standards.
Caspio Pricing Plans*
Caspio Pricing Add-ons:
- HIPAA/Compliance Edition It provides turnkey compliance for healthcare and educational institutions that manage patient health data. : Starts at $600 for the Professional Plan
- Jumpstart onboarding Quick setup and technical assistance to build your first Caspio app. : $600 one-time fee
- Enterprise onboarding Hands-on guidance, planning and implementation including advanced topics. : $1,800 one-time fee
*Pricing is based on annual billing on a per-month breakdown. All plans include unlimited users and app usage. Monthly billing and enterprise plans are also available for a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
Caspio’s multiple dashboards can be customized to your healthcare system’s needs and business requirements for quick data access and effective collaboration. (Source: Caspio)
Our Expert Opinion
Caspio is powerful and unique in that it’s not an industry-specific or general CRM but a robust database system fully customizable to any healthcare business needs.
We love how Caspio’s Enterprise plan provides an exclusively designed HIPAA-compliant environment to meet the healthcare industry’s stringent compliance requirements. You can build excellent branding, patients can reach you quickly, and you get paid on time with its real-time payment integration.
Insightly CRM: Best for Comprehensive HIPAA Security Features
Pros
- Comprehensive HIPAA-compliant features; with administrative, technical, and physical safeguards in place
- Advanced contact management tools with relationship linking, data storage, and activity tracking, including from third-party tools
- Built-in business intelligence dashboards with customizable reports for income and activity tracking
Cons
- Add-ons (starting at $29 per user, monthly) required for marketing and customer service modules; other providers offer these tools already built into existing plans
- No specific healthcare practice management features like electronic medication management tool
- No free plan; only offers a 14-day free trial
- You need comprehensive HIPAA-compliant CRM features: Insightly CRM offers a robust set of controls and security measures like 2FA, audit logging, and role-based controls and permissions to ensure full HIPAA compliance. By default, Insightly CRM users enjoy the level of security as outlined in a formal (BAA, which is crucial to establishing HIPAA compliance.
- You need healthcare record-linking capabilities: Insightly CRM lets doctors and other medical professionals link patient records to indicate claims and other healthcare-related relationships.You can link emails and proposals to contacts and organizations to track every interaction and assess the patient’s needs and wants. This feature starts in its Plus plan ($29 per user monthly).
- You need client-tracking software with revenue management capabilities: Insightly CRM does not have the built-in customer service features and advanced marketing tools needed for a healthcare revenue operations team.
- Alternative: Zoho CRM offers comprehensive marketing and service automation tools in a single platform. You can interact with your clients and generate leads on social media without leaving your CRM.
- You need healthcare-specific features in CRM software that are HIPAA compliant: Like other general-use CRMs, Insightly CRM does not offer tools for electronic prescription, medical billing, and health insurance claims processing.
- Alternatives: SimplePractice, Caspio, and Mend are industry-specific software systems that are HIPAA compliant. SimplePractice has a treatment plan and note templates, while Mend is popular for its telehealth capabilities. Caspio offers low-code designer tools to customize your app and manage patients, billing, marketing, and sales in a centralized system.
Key HIPAA Compliance & Security Features
- HIPAA compliance: The level of security is outlined in a formal BAA.
- Field-based permissions: User access management for PHI security.
- Comprehensive audit logging: This feature documents all actions in the CRM for a detailed record of changes, users, etc.
- SAML SSO: Administrators manage user access from one place and users access applications with a single login.
- SCIM protocol: This feature reduces the complexity and cost of managing users when using several cloud applications.
Insightly CRM Pricing Plans*
Insightly CRM Pricing Add-ons:
*Pricing is based on annual billing on a per-month basis. Monthly billing is available for a higher cost. While we update pricing information regularly, we encourage our readers to check current pricing.
Insightly CRM captures accurate customer information like lead status for a seamless contact database and pipeline management. (Source: Insightly CRM)
Our Expert Opinion
Insightly CRM has the most comprehensive set of security measures required to comply fully with the HIPAA provisions. We like how Insightly gives healthcare practitioners a low-cost HIPAA-compliant CRM solution with unique capabilities like robust project and task management tools for seamless clinical practice management.
New medical providers can use its basic plan’s project management module to handle treatment plans. And its product’s record-linking capabilities help track patient relationships to maximize benefits programs.
Mend: Best for Telehealth Tools
Pros
- Reliable telehealth system with appointment and waiting room
- Integration with external patient management tools like AdvancedMD and eClinicalWorks
- Intuitive features and user-friendly interface
Cons
- Not ideal for marketing a healthcare practice as you can’t use the CRM to deploy email marketing campaigns or run ads
- Integration features locked in the paid plan; other providers like monday CRM and Zoho CRM offer these for free
- No free plan; nontransparent pricing for the paid plan
- You need a reliable telehealth system: Mend’s telehealth system allows medical professionals and psychiatrists to schedule, conduct, and record HD video conference appointments with patients. It also includes features like a virtual waiting room, a secure chat box, and screen-sharing capabilities during calls.
- You want to integrate with external patient management tools: To help support patients and medical treatments, Mend integrates with nearly every electronic health record (EHR), such as AdvancedMD and eClinicalWorks, and practice management software on the market. This allows teams to handle healthcare services in the CRM tool in addition to patient communications.
- You need to run marketing campaigns: While users can send and automate appointment reminders to patients and conduct phone or video calls, healthcare providers cannot use Mend to deploy marketing campaigns for new client generation.
- Alternatives: Zoho and monday CRM are two of the best HIPAA compliance software vendors. Zoho CRM offers marketing features and tools to reach leads and potential clients. On the other hand, monday CRM has tools to help you launch email and social marketing campaigns to promote your medical business or private practice seamlessly.
- You want a free CRM with HIPAA compliance features: Mend does not have a free plan. Some new healthcare businesses or medical practicing professionals may find this a huge drawback when making their purchasing decisions.
- Alternative: Zoho CRM offers free integration with its native apps. Direct integrations include Zoho Analytics for actionable performance insights and Zoho Webinar for client education and medical expertise sharing.
Key HIPAA Compliance & Security Features
- HIPAA compliant telemedicine software: Meet compliance based on certifications like SOC 2 Type 2 (examines internal controls and systems), 42 CFR Part 2 (restrictions on the disclosure and use of records of patients with substance use disorder), and HITRUST.
- Secure intake forms: This feature integrates forms into the system and sends them to patients before the appointment via a secure text message link.
- HIPAA-protected messaging: Patients have more control over their medical treatment using the communication method most comfortable for them.
- Attendance Predictor: Artificially intelligent algorithm identifies no-shows and cancellations following HIPAA standards for secure appointment data exchange.
Mend Pricing Plans*
Cost: Must contact for pricing
Key Features:
- Telehealth call management features with a virtual waiting room, screen sharing, chatbox, and HD video
- Document signing for BAAs for HIPAA compliance
- Automated patient text, email, and phone reminders for appointments
- Unlimited appointment scheduling and on-demand video visits by text or email
- Consent agreement management and autocheckout post-appointment
- Advanced activity reports, bulk message notifications, and patient screenshot capture
- Video visit transfer to other doctors and video recording for telehealth appointments
- Phone dialer for placing calls, translating, and transcribing conversations
- Zoom and WebEx integrations and two-way integration with third-party medical apps Like electronic health record (EHR) and practice management software (PMS) systems
- Secure digital intake forms sendable through text and email and form automation Auto-send links for upcoming appointments and upload to the Mend portal
*While we update pricing information regularly, we encourage our readers to check current pricing.
Mend offers a telehealth appointment feature for convenient doctor-patient consultation, greatly benefiting older patients and those with disabilities. (Source: Mend)
Our Expert Opinion
Mend is an excellent overall patient management system. We like how Mend is equipped with advanced telehealth features, including appointment scheduling, reminder communications, and a consent form to obtain digital signatures. Healthcare practitioners can easily manage patient data, treatment regimens, and other related transactions in a centralized telehealth platform, compliant with HIPAA rules.
How We Evaluated the Best HIPAA-compliant CRM Software
To determine the best HIPAA-compliant CRM, we only considered providers that guarantee their system security controls meet the regulatory requirements.
We then evaluated features specific to overseeing a healthcare operation, like appointment scheduling, patient management, and medical history tracking, as well as general features like third-party integrations. We considered other critical product attributes (price, customer support, etc.) to help practitioners choose a CRM.
10% of Overall Score
Pricing considered free plan availability and various scalable pricing options businesses could afford as they grow. We also looked at the availability for a subscriber to either pay monthly or save by paying annually. Finally, we looked at the costs of using the features specific to healthcare businesses, such as appointment scheduling and patient data management.
25% of Overall Score
20% of Overall Score
We also wanted to see scheduling tools for patients to get on the calendar with their healthcare providers, receive automated reminders of those appointments, and be able to change time slots when needed.
15% of Overall Score
15% of Overall Score
When we assessed the best HIPAA-compliant CRM software, we used this metric to describe how users can easily navigate and use the features of a solution. We evaluated the ease of use of the above customer database software programs in terms of built-in templates, automation, onboarding, ease of setup, and scalability.
15% of Overall Score
Frequently Asked Questions (FAQs)
A medical CRM that’s HIPAA compliant is software that maintains the proper data security controls per HIPAA regulations. It has features specifically useful for healthcare providers, such as medical, dental, vision, or mental health offices, to help generate, manage, and treat patients. Email marketing, appointment scheduling, medical history tracking, billing and payment processing, and treatment management are also available.
Not all CRM systems are HIPAA compliant. The best examples of HIPAA-compliant CRMs include monday CRM and Zoho CRM, which are generally used for different business niches, including healthcare. Industry-specific CRMs for healthcare like SimplePractice, Mend, and Caspio are mostly HIPAA-compliant.
A CRM for medical practices should be HIPAA compliant and have features that help a practice grow sustainably. Sales capabilities like email campaigns and appointment scheduling, for instance, help healthcare providers bring in new patients.
Tools for tracking medical history and managing treatments let you provide quality service treatments. Finally, invoicing features with payment processing and connections to insurance claims systems help collect revenue.
Bottom Line
HIPAA-compliant CRM systems help healthcare businesses manage marketing campaigns, patient data, and treatment plans in one system. While monday CRM is our top pick for the best HIPAA-compliant CRM software, other systems could fit your business better. For example, SimplePractice is a specialty CRM built to help manage operations and treatments, while Zoho CRM cost-effectively allows users to deploy and automate marketing.
