5 Best HIPAA-compliant CRMs
Jess served on the founding team of a successful B2B startup and has used a wide range of sales and marketing tools over the course of her 15-year career. She uses her industry knowledge to deliver the best answers to your questions about sales tools and sales management.
This article is part of a larger series on CRM.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) sets privacy and data security standards for those providing health or health-related services. Because customer relationship management (CRM) software stores patient information, those used by health service businesses must meet these security criteria. We identified the best HIPAA-compliant CRM based on price and additional features essential to the health industry.
To do this, we compared a dozen software solutions before narrowing our list down to the top five options which are:
- Caspio: Best overall HIPAA-compliant CRM with excellent all-around system customization
- NexHealth: Solid CRM for healthcare providers looking to engage with customers through every step of the customer journey
- PatientPop: Excellent HIPAA-compliant database software with telehealth video conferencing
- Enquire CRM: Great option for senior and assisted living communities
- Salesforce Health Cloud: Top choice for larger healthcare providers that need advanced features
Best HIPAA Compliant CRMs Compared
Provider | Free Plan | Starting Price for Paid Plans | Free Trial for Paid Plans | Key CRM Features | Customer Support |
|---|---|---|---|---|---|
 | Unlimited users | $128 per month* | 14 days | Robust system customization | Tier-based support with 24/7 chat and phone for upper plans |
 | N/A | Contact for pricing | 30 days | Patient engagement features for customer journey | 24/7 chat, email, and phone support |
 | N/A | Contact for pricing | N/A | Built-in telehealth video conferencing features | Phone and email support 6:00 a.m. - 6:00 p.m. Pacific Time |
 | N/A | Contact for pricing | N/A | Robust record management and marketing automation | Phone and email support during business hours |
 | N/A | $300 per user, per month | 30 days | Insurance data modeling and health plan management | 24/7 email and phone support |
*Based on annual billing; monthly billing is also available at slightly higher rates.
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Caspio: Best Overall HIPAA-compliant Customer Database Software
Caspio
Overall Score:
4.11 / 5
What We Like
- Free plan for unlimited users
- Low code customization with point-and-click and drag-and-drop functionality to create modules and visual tools
- Built-in email and SMS communication features
What's Missing
- Expensive starting paid plan
- Turnkey HIPAA compliance requires Corporate plan
- Automation features require the Build plan
Caspio Pricing at Glance*
- Free: Unlimited users
- Explore: $128 per month
- Build: $255 per month
- Grow: $510 per month
- Corporate: Contact for pricing
- Free trial: 14 days
*Pricing is based on annual billing; monthly billing is also available at a higher price.
Caspio is a low-code platform in that users can create an application on the interface without having to understand how to code. It uses a point-and-click environment to let users design a database system such as a CRM to meet their needs. It also comes with security features recommended for businesses managing sensitive data, including HIPAA-based firms.
This HIPAA-compliant database software is the best overall due to the high-level customization options available to users. Companies can create a system that suits their unique functionality and organizational needs, from layouts to data fields needed to provide more personalized patient care. There are also plenty of workflow automation customization and communication features to engage with patients through email or short message service (SMS) messaging.
A downside of Caspio is that in order to get turnkey HIPAA compliance, you must subscribe to the highest-tiered Corporate plan. Turnkey settings allow your CRM system to immediately meet the security requirements of HIPAA by just a click of a button—reducing manual system design. NexHealth and PatientPop are solid alternatives that market themselves as automatically HIPAA-compliant since they are specifically designed for healthcare providers.
Caspio Plan Summary
Free | Explore | Build | Grow | Corporate | |
|---|---|---|---|---|---|
App Styling With Templates | ✔ | ✔ | ✔ | ✔ | ✔ |
Embedded App Deployment on Website or CMS | ✔ | ✔ | ✔ | ✔ | ✔ |
DataPages | 5 | 20 | 50 | 100 | 300+ |
Record Cap | 50,000 | 500,000 | 1 million | 2 million | 5+ million |
White Label Deployment | ✕ | ✔ | ✔ | ✔ | ✔ |
Email Notifications | 100 per month | 1,000 per month | 5,000 per month | 10,000 per month | 20,000+ per month |
SMS Notifications | ✕ | ✕ | ✔ | ✔ | ✔ |
Custom Automated Workflows | ✕ | ✕ | ✔ | ✔ | ✔ |
Zapier Integration | ✕ | ✕ | ✕ | ✔ | ✔ |
Payment Processing Integrations | ✕ | ✕ | ✕ | ✔ | ✔ |
App Logs & Usage Reports | ✕ | ✕ | ✕ | ✔ | ✔ |
System Turnkey HIPAA Compliance | ✕ | ✕ | ✕ | ✕ | ✔ |
Caspio Key Features
- SMS and email notifications: Communication system within the CRM system to engage with customers or patients
- App styling and localization: Customizable applications, tools, and database systems with built-in style templates available to use or the option to design from scratch
- Customizable DataPages: Ability for users to create build custom tools such as forms, reports, queries, etc.
- Workflow automation: Trigger-based, custom automation capabilities for on-demand or predefined scheduled tasks
Caspio Customer Support
Caspio offers paid users 24/7 live chat and phone support for the Build plans and above. There’s also an extensive onboarding program, private training, and free online training and resources to access for assistance.
NexHealth: Best for Engaging With Patients
NexHealth
Overall Score:
3.63 / 5
What We Like
- Excellent features for communicating with patients
- Easy access to online payment options
- Solid usability scores for navigating the interface and operating features
What's Missing
- No free plan available or transparent pricing
- No mobile app
- Limited integration capabilities
NexHealth Pricing at Glance
- Acquire: Must contact for pricing
- Retain: Must contact for pricing
- Delight: Must contact for pricing
- Free trial: 30 days
NexHealth is an industry-specific CRM designed for healthcare providers that must comply with HIPAA. The system is extremely easy to use to set users up, operate the features, and navigate the interface.
This CRM software stands out for its patient acquisition, engagement, and communication features. SMS and email marketing campaigns can be configured, targeted, and deployed to connect with potential customers. Appointment scheduling and reminder features allow patients to manage their schedules and book their own appointments. Then, upon appointment completion, there are easy-to-use payment processing and online review tools to finish the journey.
NexHealth does not currently offer a free plan nor does it publicly provide pricing on its website. Caspio is an excellent alternative with a free plan for an unlimited number of users and transparent pricing on their paid plans.
NexHealth Plan Summary
Acquire | Retain | Delight | |
|---|---|---|---|
Online Appointment Booking | ✔ | ✕ | ✔ |
Online Reviews | ✔ | ✔ | ✔ |
Appointment Reminders | ✕ | ✔ | ✔ |
Patient Messaging | ✕ | ✔ | ✔ |
Virtual Waitlist | ✕ | ✔ | ✔ |
Patient Recall | ✕ | ✔ | ✔ |
Marketing Campaigns | ✕ | ✔ | ✔ |
No Show & Cancellations | ✕ | ✔ | ✔ |
Online Forms | ✕ | ✕ | ✔ |
Online Payments | ✕ | ✕ | ✔ |
NexHealth Key Features
- Marketing campaigns: Custom patient lists with targeted email and texting campaigns
- Online reviews: Automated deployment of feedback surveys to patients through integration with Yelp, Google, and Facebook
- Online booking and reminders: Real-time scheduling system for patients plus automated text and email reminders for confirmations
- Online payments: Instant payment collection and processing through email or text links
NexHealth Customer Support
NexHealth offers live chat, email, and phone support 24/7. There are also online resources that can be found on the Resource Hub or through the blog.
PatientPop: Best for Telehealth Features
PatientPop
Overall Score:
3.31 / 5
What We Like
- Full-service capabilities for marketing and operations management
- Built-in telehealth features
- User-friendly platform
What's Missing
- No transparent pricing or a free trial
- Limited system customization available
- Lacks robust integration options
PatientPop Pricing at Glance
- Must contact for pricing
PatientPop provides users with a wide range of CRM features for healthcare business, including website design tools, search engine optimization (SEO) checklists, online reviews management, and appointment scheduling. There’s also functionality for giving patients an easy way to find times to meet with medical and dental professionals through the appointment scheduling and patient data intake features.
This CRM offers a relatively new telehealth feature—something essential in today’s healthcare environment. With this built-in tool, patients can select and undergo video conferencing calls with their doctor or specialist with just one click. The feature also includes waiting room visibility for professionals to see who’s next in the lineup.
Customization is a feature that’s fairly limited when using PatientPop, as the platform requires teams to use their platform with many of their default layouts and functions. Caspio is a better alternative for system customization as it is technically a low-code platform for custom designing database systems like a CRM.
PatientPop Plan Summary
Description | |
|---|---|
Website & SEO tools | Customizable healthcare website within the CRM with SEO checklist and tools |
Reputation Management | Patient survey automated deployment, response, and the ability to easily monitor online reviews |
Practice Marketing | Email campaign features with digital marketing tools for publishing social media posts, blog content, and online ads |
Telehealth | Built-in video conferencing for patients with one-click joining |
Appointment Scheduling | Online scheduling with options to schedule appointments through Facebook, Yelp, or Google through integration |
Patient Payments | Tools for creating and sending digital invoices directly from the CRM with payments through text |
Patient Intake | Customization and deployment of digital patient forms for easy registration |
Text Communication | SMS texting capabilities for communicating with patients, reminding them of appointments, and sending invoices |
PatientPop Key Features
- Appointment scheduling: Feature for sending patients a link to a customizable calendar system that allows them to schedule appointments and receive notifications and appointment reminders
- Telehealth: Video conferencing capabilities for patient appointments that include waiting rooms and click-to-join options
- Reputation management: Automated survey deployment with review monitoring and response capabilities
- Patient payments: Invoicing features with options for patients to pay medical practices through a text message
PatientPop Customer Support
PatientPop offers a solid help center on their website with articles, tips, and advice for using the platform. They also have customer support available through phone or email from 6:00 a.m. to 6:00 p.m. Pacific Time.
Enquire CRM: Best for Senior Living Organizations
Enquire CRM
Overall Score:
3.05 / 5
What We Like
- Comprehensive record management for leads, current residents, and referral sources
- Noticeably simple-to-use CRM system
- Robust features for automating marketing campaigns
What's Missing
- Lacks transparent pricing
- Limited customer support in terms of time availability
- No payment processing tools
Enquire CRM Pricing at Glance
- Must contact for pricing
Enquire CRM is a specialty system that focuses primarily on helping senior living businesses manage their sales, marketing, and resident services operations. The platform offers elaborate communication features, including a call center and live chat for residents to engage with community personnel.
This product also provides a wide range of practice management functionality as users can store data and activity information on leads, residents, patients, and referral partners. Plus, there’s a marketing campaign module that helps teams create brand awareness to potential residents through email and social media campaigns as well as by creating website landing pages and web forms.
Unfortunately, Enquire CRM does not have any built-in or integrative payment processing features, which are convenient for helping patients easily make payments. NexHealth and PatientPop are excellent HIPAA-compliant alternatives that offer easy-to-use tools for sending invoices and receiving payments.
Enquire CRM Plan Summary
Description | |
|---|---|
Customizable Reporting | Tailorable reports and dashboards on sales and marketing activity as well as real-time insights |
Contact Center | Module for call answering and outbound follow-up with residents or potential residents |
Live Chat | Real-time chat options with the ability to convert chats to calls |
Custom Marketing Campaigns | Social media posting, mass email deployment, and landing page and web form design |
Marketing Automation | Scheduled social media posts and email campaigns |
Record Management | Data organization and activity tracking for contacts, accounts, prospects, residents, referrals, patients, and referral sources |
Dynamic Reporting & Analytics | Business intelligence on referral insights, denials, admissions, and source profitability |
Automated Workflows | Configurable process automation for creating and completing tasks as well as streamlining data entry |
Enquire CRM Key Features
- Full record management: Data organization for all types of records. including contacts, accounts, prospects, residents, referrals, referral partners, and patients
- Business intelligence: Custom analytics on referrals, profitability, denials, and admission data
- Contact center: Telephonic module for receiving and placing calls as well as converting live chats into phone calls
- Marketing automaton: Automated social media post and email campaign deployment
Enquire CRM Customer Support
Enquire CRM has phone and email support during standard business hours in the Mountain Time zone. There’s also a broad range of online resources and blog articles on how to use the platform, sorted by content type.
Salesforce Health Cloud: Best for Sophisticated Features
Salesforce Health Cloud
Overall Score:
2.38 / 5
What We Like
- Unique tools not commonly found in health CRMs such as insurance data modeling and care plan management
- Popular provider with limitless native and third-party integration options
- Robust system customization
What's Missing
- No free option
- Notability difficult platform to operate and navigate
- Plans are expensive, even on the lowest tier
Salesforce Health Cloud Pricing at Glance
- Enterprise: $300 per user, per month
- Unlimited: $450 per user, per month
- Free trial: 30 days
Salesforce Health Cloud is a HIPAA-compliant database system native to Salesforce designed for healthcare and life sciences businesses. Developed by one of the most popular CRM providers in the world, users have access to all commonly found features of a CRM. This includes tools for workflow automation, business intelligence, marketing campaign deployment, system customization, and lead management.
In terms of healthcare features, Salesforce is both advanced and unique. For instance, imagine there’s an insurance data modeling feature that lets you see patient insurance information like claims or group data on a visual layout. There are also options for tracking and customizing patient plans to achieve their health goals and a comprehensive look at their timeline history for clinical and engagement events.
Based on user reviews and our expert evaluation, it is clear that Salesforce Health Cloud is not an easy CRM to set up, operate, or navigate. NexHealth, PatientPop, and Enquire CRM are all solid alternatives for users who require a simple platform.
Salesforce Health Cloud Plan Summary
Enterprise | Unlimited | |
|---|---|---|
Contact Tracing | ✔ | ✔ |
Insurance Data Modeling | ✔ | ✔ |
Care Plan Customization & Management | ✔ | ✔ |
Referral Management | ✔ | ✔ |
Health Timeline | ✔ | ✔ |
Marketing Campaigns | ✔ | ✔ |
Case Auto-assignment | ✔ | ✔ |
Live Chat With Patients | ✕ | ✔ |
Knowledge Feature for Writing & Sharing Articles & FAQs | Additional $75 per user, per month | ✔ |
Salesforce Health Cloud Key Features
- Care plan customization and management: Personalized viewing and tracking of patient care plans, including goals, problems, and tasks involved in each plan
- Insurance data modeling: Comprehensive viewing of insurance information, including claims, group, benefits, and pre-authorizations
- Contact tracing: Visual tracking of contacts’ relationships with other contacts, places, or events, such as when healthcare providers want to see who is related to one another
- Health timeline: Complete patient view with clinical and engagement activity on a single timeline
Salesforce Health Cloud Customer Support
Salesforce offers 24/7 customer support through email and phone. They also provide an endless supply of online resources like training tutorials and user guides through Salesforce Trailhead.
How We Evaluated the Best HIPAA Compliant CRM Solutions
To determine the best HIPAA-compliant systems, we considered products that meet the security standards required for the regulation. Additionally, we evaluated features relevant to managing a healthcare service business, such as tools for record management, appointment scheduling, marketing, and patient support. We also evaluated general product attributes such as price, ease of use, and customer support.
We found Caspio is the best CRM system for HIPAA compliance and health-service professionals because of the limitless, low-code customization options available. Users can easily design a system that fits their data and feature needs with point-and-click styling. This CRM also offers a free plan for an unlimited number of users.
The tabs below offer insight into our evaluation process of the best HIPAA-compliant CRMs:
25%
Ease of Use
20%
General Features
20%
Pricing
20%
Help & Support
15%
Expert Score
25% of Overall Score
The solutions were also evaluated on platform usability. This was analyzed in terms of the expertise required to set up an account, the ease of integrating with native or third-party applications, and the skill needed to use CRM features. We also reviewed the overall intuitiveness of navigating the system’s interface.
20% of Overall Score
We looked at overall features we feel are necessities, such as CRM integration options, analytics tools, and a mobile app. We also evaluated features specific to healthcare businesses, such as robust document management, appointment schedule system, and tools for creating health-related content you might see in the waiting areas or on the website.
20% of Overall Score
Pricing took into account free plan availability and various scalable pricing options that a user could purchase affordably. We also looked at availability for a subscriber to either pay monthly or save by paying annually.
20% of Overall Score
Extensive support and service help prevent poor user and patient experiences and outcomes users may encounter while using any of these CRM systems. Help and support were evaluated in terms of customer service hours and the availability of support via phone, live chat, and email. We also looked at online resources for users to review, like tutorials, forums, or training modules.
15% of Overall Score
In addition to firsthand experience with these software systems, we evaluated what users say about each product. These criteria consider how customers feel, based on their reviews, to gain insight into platform popularity, ease of use, and overall value for the price.
*Percentages of overall score
