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With so many different healthcare CRM software available, figuring out which is right for you is tough. You know you want to provide more personalized and efficient patient care but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different healthcare CRM tools with various teams and patients, with my picks of the best healthcare CRM software.

What Is Healthcare CRM Software?

Healthcare CRM software is a specialized tool used by healthcare providers to manage and improve interactions with patients. It integrates functionalities like patient information management, appointment scheduling, communication tools, and patient engagement strategies into one platform. This software adapts traditional CRM features to meet the specific needs of the healthcare industry, focusing on patient relationship management and healthcare service coordination.

The benefits of healthcare CRM software include improved patient care through enhanced communication and efficient management of patient information. It streamlines administrative tasks, saving time and resources for healthcare providers. The software also plays a crucial role in patient engagement, providing tools for education and personalized care. Additionally, it ensures compliance with healthcare regulations like HIPAA and offers valuable insights into patient interactions and healthcare service utilization, aiding in effective decision-making and resource allocation.

Overviews Of The 10 Best Healthcare CRM Software

Take a look at each software below to get a summary of what you can expect from the platform, some details about its standout features, and an overview of the pricing and trial offers. You’ll also see highlights of their integrations, as well as a few pros and cons to help you make a more informed decision.

Best for lowering operational costs and driving efficiency

  • Starts at $225/user per month
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Rating: 4.5/5

This management software for healthcare providers is a cloud-based CRM and patient management solution that focuses on collaboration between providers, patients, and payors. Built on the Salesforce CRM platform, it meets the needs of the healthcare industry by allowing care coordinators, home nurses, and family members to securely engage with care teams.

Why I picked Health Cloud: One feature that caught my eye from this platform is the Health Cloud Timeline. Using this tool, providers can gain a 360-degree view of all clinical and non-clinical interactions with patients, families, and members. These interactions may include prescriptions, encounters, barriers to care, and care plan tasks tracking.

Health Cloud Standout Features and Integrations

Standout features include out-of-the-box, customizable data models for clinical and insurance decision-making and virtual care support to allow doctors to triage and diagnose patients digitally.

Integrations include Cadalys CareIQ, CancerNav, CareIQ for Salesforce, CharmHealth, Elixir CRM, HealtheCRM by Cerner, Optum Care Coordination, ProviderMatch, and SightCall Virtual Support.

Pros and cons

Pros:

  • Provides templates for most EHR, accounts, and medication needs
  • Has solutions for healthcare and life sciences
  • Centralizes every internal healthcare process

Cons:

  • Functionality issue with automated call recording tool
  • Too expensive for smaller organizations

Best for marketing automation to engage with patients

  • Free demo available
  • From $400/month for 10,000 contacts
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Rating: 4.4/5

Leadsquared is an all-in-one healthcare CRM tool that’s designed to deliver workflow automation, personalized engagement, patient acquisition, segmented marketing, and journey tracking — all 100% HIPAA compliant. 

Why I picked Leadsquared: What made me add this platform to my list was the way Leadsquared approached their marketing automation. With real-time patient analytics and omnichannel communication support, they focus on increasing patient retention rates through personalized outreach.

Leadsquared Standout Features and Integrations

Standout features include conversion tracking for marketing campaigns, automated patient journeys with event triggers, and patient intake automation with self-serve portals.

Integrations include Acuity Scheduling, Freshdesk, Gmail, Google Analytics 360, LiveChat, Microsoft Outlook, Salesforce Sales Cloud, Shopify, WordPress, and Zapier.

Pros and cons

Pros:

  • Granular segmentation capabilities
  • Has a low barrier for entry
  • Mobile app for onsite caregiving

Cons:

  • Can be too expensive for SMBs
  • Navigation is a little clunky

Best for health insurance services

  • 14-day free trial
  • From $125/user/month (billed annually)
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Rating: 4.2/5

Designed to help smaller organizations grow, Keap has specialized plans for healthcare and insurance needs that deliver all the features of a CRM, marketing, and sales automation software in one platform. Customer onboarding, birthday alerts, and renewal notifications all assist in helping you provide a better patient experience.

Why I picked Keap: The feature that caught my eye here was the policy renewal alerts. Patients often aren’t aware that they need to manually review and renew their policies — especially if they’ve experienced major life changes. This tool lets account managers and patients know of upcoming changes and ensures everyone is in the loop.

Keap Standout Features and Integrations

Standout features include open enrollment reminders for patients and automated email and SMS messaging for follow-ups and other events.

Integrations include Dropbox Business, Gmail, Google Drive, Mailchimp, Rippling, Salesforce Sales Cloud, Slack, Trello, WordPress, and Zoom Meetings.

Pros and cons

Pros:

  • Targeted for smaller organizations
  • Great customer support services
  • User-friendly interface and navigation

Cons:

  • Limited customization for templates
  • Has a bit of a learning curve

Best for animal health and veterinary organizations

  • Pricing upon request
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Rating: 3.9/5

This medical CRM for healthcare professionals provides enterprise support for biotech, consumer health, pharmaceutical, and animal health organizations. The Veeva medical CRM delivers key tools for field teams, medical insights, stakeholder planning, and customer engagement. It’s also accessible via desktop or browser for full offline and online functionality.

Why I picked Veeva: This platform caught my eye because it specifically mentions a CRM for animal healthcare. With the ability to track patient records based on an animal’s information or their owner, you can keep better medical records for animal patients.

Veeva Standout Features and Integrations

Standout features include a visual configuration layer that allows you to implement new processes without coding and integrated reporting and dashboards to optimize next steps and action items.

Integrations include Adobe Acrobat Sign, BEE Pro, Board, Guidebook, Knak, Mobile Locker, ON24, Pipefy, Salesforce Sales Cloud, Sisense, and Workato.

Pros and cons

Pros:

  • Easy to learn and use
  • Quick implementation and onboarding
  • Cutting-edge features available on all devices

Cons:

  • Onboarding requires customer support assistance
  • Offline version isn’t well maintained for iOS

Best for auto-assigning doctor’s appointments

  • Free demo available
  • From $19/user/month
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Rating: 4.1/5

Designed to provide robust care across a variety of platforms without exposing patient data, Kapture CRM can support both patients and doctors with centralized access to all activities — from making appointments to reports on prescription usage and treatment history.

Why I picked Kapture CRM: One unique feature from this platform is the appointment auto-assignment for doctors. Instead of letting appointment requests clutter the inboxes of admins and assistants, Kapture CRM does the work for you, reading each request and assigning it to the right doctor.

Kapture CRM Standout Features and Integrations

Standout features include mobile notifications for both doctors and patients, cloud-based data storage for patient history, and a multi-channel feedback system to assess patient needs.

Integrations include Freshbooks, Google Analytics, Google Calendar, Grow, Meta for Business, Plivo, SAP Customer Experience, Shopify, Twilio, and WordPress.

Pros and cons

Pros:

  • Outstanding customer service team
  • Simple navigation and dashboard
  • Very user-friendly interface

Cons:

  • Tool is not iOS friendly
  • Loading time can be slow

Best for providing solutions to specific healthcare operations

  • Free trial available
  • Pricing upon request

This healthcare CRM provides patient engagement solutions to ensure targeted, patient-centered care with features that support specific healthcare needs with unique solutions for telehealth, bariatrics, primary care, general surgery, women’s health, cardiology, oncology, FDA trials, medical devices, organ transplants, vision care, behavioral health, and neurology.

Why I picked Sequence Health: One of the tools that ensured this platform made my list was the HIPAA-compliant telehealth audio and video functionality that your patients can access with a single click. New and current patients can request a telehealth appointment at any time, which triggers automated scheduling for both patients and administrative staff.

Sequence Health Standout Features and Integrations

Standout features include integrations with your EMR and with your website, as well as patient tracking software with real-time HIPAA-compliant data exchanges.

Integrations are not listed at this time.

Pros and cons

Pros:

  • Focus on patient data security
  • Online training and support
  • Targeted solutions for various healthcare needs

Cons:

  • No free trail
  • High pricing compared to competitors

Best for integrating with all your essential data sources

  • Free demo available
  • Pricing upon request

This healthcare CRM software solution is made to leverage the strengths of LinkedIn, Microsoft Power Platform, and other applications to grow your organization. It hosts your data in one place, regularly syncing with other apps to ensure your information is always up-to-date.

Why I picked Mercury Healthcare CRM: What makes this tool so valuable is how it integrates with hundreds of EMR feeds to ensure you have the data you need to make better decisions. In addition to behavioral data about patients through CRM functionality, you’ll also get clinical data, provider data, revenue cycle data, and operational data.

Mercury Healthcare CRM Standout Features and Integrations

Standout features include 360-degree profiles to help contact center agents gain a holistic view of patients and predictive models that help you create targeted marketing campaigns.

Integrations include HubSpot, LinkedIn Sales Navigator, Marketo, Microsoft Bookings, Microsoft Excel, Microsoft Power Platform, Oracle Eloqua, Salesforce, and Zoho CRM.

Pros and cons

Pros:

  • Great customer support
  • Highly transparent to show ROI
  • Customized plans to fit specific needs

Cons:

  • Impossible to learn how to use all features
  • Requires some training to learn

Best no-code platform for workflow automation

  • Free trial available
  • From $25/user/month

This platform is a general CRM that offers a targeted solution for pharma needs through no-code workflow automations that can enhance marketing, product development, and sales operations. Creatio CRM can make R&D projects more transparent, streamline approvals, and enhance employee lifecycle management.

Why I picked Creatio CRM: One reason this tool made my list was because it offers a safety information management feature to provide health authorities with the reports and documents they need in a timely manner. You get a single solution with the latest feedback across all products and geographies to ensure you’re putting compliance first.

Creatio CRM Standout Features and Integrations

Standout features include segmentation that ensures you reach the right HCPs and HCOs and mobile activity management for fieldwork.

Integrations include ComplyTrack, DocFlow, eWizard, Keen 360 Life Sciences, Microsoft Power BI, miCPQ Insurance, NormaDocs, PandaDoc, RiskMaster, and Upsale.

Pros and cons

Pros:

  • Plans priced for every business size
  • Highly customizable platform
  • Multilingual platform capabilities

Cons:

  • Each add-on drives up the price
  • Cloud customers don't get performance monitoring

Best for delivering patient-centric experiences

  • Free trial available
  • From $29/user/month

Designed for medical practices that really need to refocus on their patient relationship management, Insightly Health & Wellness CRM is designed to build patient relationships while accelerating growth and tracking key metrics. It helps you bring patients to the forefront with flexible record linking to ensure a better understanding of complex organizational relationships.

Why I picked Insightly Health & Wellness CRM: One thing that stands out to me about this patient engagement platform is its focus on quick time to value. Insightly has been designed to be easy to adopt, very flexible, and easily integratable so your organization can implement it right away.

Insightly Standout Features and Integrations

Standout features include ticketing application with a convenient patient portal and metrics tracking with data visualizations that are easy to understand.

Integrations include ADP Workforce Now, Asana, BambooHR, Calendly, DocuSign, Drift, Gong, Jira, Magento, Microsoft Power BI, NetSuite, and Okta. Insightly offers integrations with over 2,000 applications, including popular healthcare software.

Pros and cons

Pros:

  • Simple to learn most features
  • Quick implementation and onboarding
  • Very user-friendly interface

Cons:

  • No native feature for form building
  • Limited customization options

Best for optimizing lab operations for growth and customer retention

  • Free demo available
  • Pricing upon request

This laboratory management system for medical professionals strives to empower your lab staff to collaborate more efficiently, uncover meaningful insights, and improve customer relationships through a fully configurable software that prioritizes data integrations. HC1 is a lab-specific solution that’s HIPAA-compliant and HITRUST-certified.

Why I picked HC1: The reason this platform is on my list of best CRM software solutions is because it provides a single-page view with real-time data that shows how customers interact with your lab. You can see every essential metric to analyze volume trends by account to discover which providers need extra attention and what tests are trending up.

HC1 Healthcare CRM Standout Features and Integrations

Standout features include intuitive dashboards that identify key trends and areas for improvement and automated alerts for specific teams and users that instigate immediate action.

Integrations include Amazon Web Services, Beckman Coulter, CliniSys, and Quest Diagnostics. It also integrates with other EMR Platforms, Lab Information Systems, and Healthcare Billing Software. 

Pros and cons

Pros:

  • Great customer support team
  • iOS app for working remotely
  • Web-based system for easier accessibility

Cons:

  • No free trial
  • Relatively new company with limited experience
Tools Price
Salesforce Health Cloud Starts at $225/user per month
Leadsquared From $400/month for 10,000 contacts
Keap From $125/user/month (billed annually)
Veeva CRM Pricing upon request
Kapture CRM From $19/user/month
Sequence Health Pricing upon request
Mercury Healthcare CRM Pricing upon request
Creatio CRM From $25/user/month
Insightly Health & Wellness CRM From $29/user/month
HC1 Healthcare CRM Pricing upon request
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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Other Options

My list just wouldn’t be complete without mentioning a few other standout healthcare CRM systems. Explore these management tools to see if one of these is the right fit for your patient care services.

  1. Pega Healthcare CRM

    Best for automation to reduce errors

  2. Microsoft Dynamics 365 Healthcare

    Best for predicting risk to improve patient outcomes

  3. NetSuite

    Best for an adaptive platform that provides you with customization tools to keep up with the evolving healthcare landscape

  4. VerioMed

    Best for laboratory solutions that address supply chain and inventory management needs

  5. Influence Health

    Best for non-SQL search architecture that helps you better search patient records for unique demographics

  6. Freshsales

    Best comprehensive sales platform with omni-channel communication options and secure data storage

  7. Zendesk

    Best for improving your bottom line by addressing the needs of patients, vendors, payors, and providers

  8. PlanPlus Online

    Best for patient planning needs with a focus on appointment scheduling and calendar integrations

  9. Pipedrive

    Best for tracking medical history to ensure continuity of care that establishes patient trust

  10. Kareo CRM

    Best for boosting insurance reimbursements with a claim guide that improves insurance approval rates

Selection Criteria For Healthcare CRM Software 

Here’s a short summary of the main selection and evaluation criteria I used to develop my list of the best healthcare CRM software for this article:

Core Functionality

The core functionality of a healthcare CRM must focus on processes specific to clinics, hospitals, and other healthcare related facilities — like laboratories. Some of the most important functionalities of a healthcare CRM include:

  • Flexibility to customize the CRM for your workflow
  • Efficient collaboration with healthcare staff
  • The ability to deliver personal and equitable care
  • Improve productivity and efficiency
  • Improve transparency, accountability, and visibility
  • Simplify processes for employees and patients

Key Features

Some of the features you’ll see in the software options I’ve listed above prioritize the functionalities of a powerful healthcare CRM solution, including:

  • Information management: Many systems automate information management to minimize paperwork for both patients and administrative staff. The system digitizes all patient data so they don’t have to fill out new forms, and it quickly updates addresses, name changes, and insurance provider changes to reduce admin workload.
  • Patient segmentation: Your CRM platform should allow users to divide patients into unique groups, like demographics, health concerns, and psychographics, to create targeted outreach campaigns that target patients based on their specific healthcare needs.
  • Referral management: This tool allows physicians to coordinate care across various locations, departments, and specialties so they can more easily track and manage a patient’s needs. You can monitor referral trends and activities, and communicate with other physicians.
  • Event triggers: When implementing your CRM, you’ll need to create a set of pre-determined rules that trigger automated messages for future events, including appointment reminders, screening reminders, and alerts about educational services.
  • Back office management: As you strive to manage the entire patient lifecycle, it’s important to integrate with back-office systems that handle medical billing, staff scheduling, and record-keeping to ensure consistency across all channels for timely claims, invoices, and follow-ups.
  • Regulatory compliance: Handling patient records can be extremely sensitive and incorrect handling may result in fines. Your CRM must have built-in security that ensures data protection according to HIPPA.
  • Patient contact management: The ability to send out notifications and alerts according to event triggers based on patient preferences means having omni-channel capabilities that can handle email, text, and phone calls.

Usability

With all of these tools, implementing a new software can be overwhelming for your team. To mitigate confusion and reduce learning time, I prioritized tools that made usability a focus of their platform. You’ll see that many options on my list have user-friendly visualizations, intuitive navigation, and helpful training modules.

Software Integrations

I’ve briefly mentioned other tools in your digital tech stack that require integration for smoother operations. Your healthcare CRM should be able to share information, regularly syncing with other apps to ensure accuracy across your entire organization. Look for the integrations list in each summary to see how these healthcare CRMs integrate with other platforms.

Pricing

Pricing for healthcare CRMs will vary depending on the features you need, the size of your organization, and the number of patients you service. You’ll find that CRMs for small businesses are subscription-based and can cost anywhere from $25/user/month to $100/user/month. 

Services designed for enterprise organizations usually start at $325/user/month and have add-ons that can increase the price to over $1500/month.

People Also Ask

If you need a little more information about healthcare CRM options, take a look at these frequently asked questions for additional details.

What are the benefits of healthcare CRM software?

Having a CRM specific to your industry comes with a number of benefits, including:  

  • Building a 360-degree patient profile to personalize your connections
  • Providing a simple, hassle-free patient experience
  • Predicting patient requirements based on their medical records
  • Automating patient communication, scheduling, and appointments to free up admin time
  • Automating patient feedback and survey collection with email marketing
  • Improving facility expenditures with more visibility through reporting and analytics

Who uses healthcare CRM software?

Many patient care teams could benefit from using a healthcare CRM software. Providers, payors, pharma, MedTech, and public sector health can all find solutions here.

Scheduling teams can use appointment and calendar features, doctors can check medical records and referrals for better continuity of care, MedTech can discover tools to humanize the value chain, and leadership may use metric tracking and analytics to better allocate resources and improve decision-making.

What is the difference between healthcare CRM and EHR?

CRM stands for customer relationship management, and EHR refers to electronic health records. While they both store and manage data, provide communication and collaboration tools, and generate reports from analytics, CRMs are focused on enhancing patient relationships, and EHRs are designed to document and deliver care.

Another big difference between the two is the source of their information. CRMs get data from patient forms, but they also utilize social media, websites, and surveys to get more data. EHRs mainly get data from labs, pharmacies, and medical devices. Furthermore, CRMs care mostly about behavioral data and trends, while EHRs deal exclusively with treatment, diagnoses, medications, and medical history.

Other CRM Software

There’s an ideal CRM for every industry and every type of business. If you’re looking for additional solutions for a different niche, explore the options below: 

What Next?

With so much information about your various CRM options, it’s time to figure out your next step. I would recommend signing up for demos and trials to get a better look at how each platform handles data management, patient satisfaction, workflow automation, and practice management.

And if you’re looking for more insights into your specific niche, sign up for the RevOps newsletter to get advice from the experts directly to your inbox.

By Phil Gray

Philip Gray is the COO of Black and White Zebra and Founding Editor of The RevOps Team. A business renaissance man with his hands in many departmental pies, he is an advocate of centralized data management, holistic planning, and process automation. It's this love for data and all things revenue operations landed him the role as resident big brain for The RevOps Team.

With 10+ years of experience in leadership and operations in industries that include biotechnology, healthcare, logistics, and SaaS, he applies a considerable broad scope of experience in business that lets him see the big picture. An unapologetic buzzword apologist, you can often find him double clicking, drilling down, and unpacking all the things.