Best Healthcare CRM Software – for Better Patient Relationship

Healthcare crm

Healthcare is an essential industry that impacts every single one of us. Whether we need medical attention for an illness, injury, or routine check-up, the healthcare industry plays a crucial role in keeping us healthy and safe. 🏥

However, like any other sector, healthcare also faces its own set of challenges, including managing patient information, improving patient outcomes, and increasing operational efficiency.

In recent years, the healthcare industry has turned to Customer Relationship Management (CRM) technology to address these challenges and improve overall performance. Healthcare CRM systems help healthcare providers organize and manage patient data, streamline communication between healthcare professionals, and personalize patient care. By leveraging CRM technology, healthcare organizations can enhance patient engagement, improve patient satisfaction, and ultimately, deliver better healthcare services.

The global healthcare CRM market size was valued at USD 14.3 billion in 2021 and is expected to reach USD 30.6 billion by 2030, growing at a CAGR of 8.4%đź©ş

What is Healthcare CRM?

A healthcare customer relationship management (CRM) platform acts as a central repository to store and manage all patient data and interactions. It’s a comprehensive platform that allows healthcare organizations to organize, track, and analyze patient interactions and data.

With a healthcare CRM system, medical practices can centralize patient information such as contact details, medical history, appointment schedules, billing information, and communication history. This enables healthcare providers to deliver personalized care, improve patient engagement, and enhance overall patient satisfaction.

For example, a doctor can log notes about a patient’s white coat syndrome or phobia of needles. By having this context easily accessible in the platform, the care team can better accommodate anxious patients to improve the care experience. Similarly, features like automated appointment reminders, patient portal messaging, and satisfaction surveys allow providers to strengthen engagement through personalized, ongoing touchpoints.

Consolidating all of this patient information and communication in one healthcare CRM system eliminates the need to toggle between various spreadsheets, EHR software, and other digital platforms. This saves healthcare teams time while also reducing the likelihood that critical patient details will be misplaced or overlooked. With a comprehensive view of patients’ medical, personal, and relational data powered by CRM, care providers can deliver truly patient-centered treatment tailored to individuals’ unique health and life contexts.personal, and relational data powered by CRM, care providers can deliver truly patient-centered treatment tailored to individuals’ unique health and life contexts.

What are the benefits of CRM in healthcare?

For Healthcare Organizations:

Better patient understanding – CRM software collects all patient information in one central place, giving doctors and staff an easy way to see medical history, test results, medications, needs and interests. This helps them serve patients better.  

Improved care quality – By having organized patient details, hospitals can identify gaps or errors in care and fix them. This helps improve safety and health outcomes over time.

 Higher patient satisfaction – CRM helps staff build personal connections with patients by remembering their preferences and customizing their experiences. This makes patients happier and loyal to the healthcare provider.  

Increased efficiency – Automated workflow tasks in CRM systems save hospital resources. Doctors spend less time on paperwork and more time with patients. Appointment setting is faster too.

Better cost control – By connecting patient interactions to outcomes, CRM data can demonstrate the impact of organizational programs and services for quality improvement efforts.

For Patients:  

Personalized treatment – Your doctors know your medical history, allergies, preferred mode of communication etc. This leads to treatment plans tailored to your specific healthcare needs.

Coordinated care – Your health records are securely shared between your primary care doctor, specialists, hospitals etc. This results in smooth care transitions wherever you seek treatment. 

Timely Reminders and Alerts – Patients receive timely reminders for appointments, medication refills, and preventive screenings, helping them stay on track with their healthcare regimen and improving treatment adherence.

Convenience – Easy access to your test results, Book appointments, customizable medication refill requests etc. lead to an overall convenient healthcare experience for you.

Engagement – CRM software lets hospitals segment patients for targeted health education programs based on risk factors or interests. This keeps you engaged in maintaining wellness.
Read more: Benefits of CRM

Some important features of healthcare CRM software

Patient Record Management: Healthcare CRM software allows you to store and manage patient records, including medical histories, test results, prescriptions, and appointments, in a centralized and secure database. This ensures that healthcare professionals have access to up-to-date and comprehensive patient information.

Appointment Scheduling: With medical CRM software, you can efficiently schedule and manage patient appointments. Patients can book appointments online or through a call center, and the system can send automated reminders to reduce no-shows.

Multichannel communication:CRM software enables effective communication with patients through various channels, such as email, chat, or patient portals. You can send appointment reminders, share test results, and provide educational materials to keep patients informed and engaged.

Prescription Management: Some Healthcare CRM systems integrate with electronic prescribing systems, allowing healthcare professionals to manage and track prescriptions easily. This helps reduce errors and ensures patients receive the correct medications.

Task Management: This feature helps in assigning tasks to staff members and tracking their progress. It ensures that important tasks like patient follow-ups, prescription refills, and test results review are completed in a timely manner.

Reporting and Analytics: With CRM software, you can generate reports and analyze data related to patient demographics, treatment outcomes, and practice performance. This valuable information can help you identify areas for improvement and make data-driven decisions.

Telemedicine Integration: Many Healthcare CRM now offer telemedicine capabilities, allowing healthcare providers to conduct virtual consultations with patients. This feature has become increasingly important during the COVID-19 pandemic and for patients in remote areas.
HIPAA Compliance: Healthcare CRM software is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA) regulations, ensuring the privacy and security of patient data.

Best healthcare CRM options

SalesTown CRM:Best Healthcare CRM for Lead or Patient Management


SalesTown is a cloud-based CRM solution that can be also used in the healthcare industry, including hospitals, clinics, medical practices, and other healthcare organizations. It helps streamline and manage patient relationships, appointments, billing, and other operational tasks.


  • Patient Management
  • Appointment Scheduling
  • Billing and Insurance
  • Patient Communication
  • Reporting and Analytics
  • Integration with medical software


SalesTown offers customized pricing based on the number of users and required features. The pricing starts at $4.9 user per month 

HIPAA Compliance:

Yes, SalesTown is HIPAA-compliant . It includes data encryption, secure hosting, access controls, audit trails, and regular security risk assessments.

Salesforce Health Cloud:Powerful Healthcare CRM for Patient Engagement

Introduction: A powerful and customizable CRM built specifically for the healthcare industry. It can handle everything from patient engagement to managing referrals.


  • In-depth patient profiles
  • appointment scheduling
  • task management
  • reporting & analytics
  • patient portal 
  • strong integrations with other healthcare software

Pricing: Customizable plans based on features and users, typically starting around $150 per user per month.

HIPAA Compliance: Yes, Salesforce Health Cloud offers HIPAA compliance features.

Leadsquared:Healthcare CRM for Lead Management and Marketing Automation

Introduction: A marketing automation-focused CRM that’s great for attracting new patients and nurturing leads.


  • Email marketing tools
  • landing page builder
  • lead scoring (helps prioritize leads)
  • marketing automation

Pricing: Tiered plans starting around $25 per user per month.

HIPAA Compliance: Yes, Leadsquared offers HIPAA compliance features.

Zoho CRM:Affordable Healthcare CRM with Patient Management

Introduction: A well-rounded CRM with a good balance of features for sales, marketing, and customer service.


  • Contact management
  • pipeline management
  • email integration
  • reporting & analytics
  • healthcare-specific features like appointment scheduling.

Pricing: Tiered plans starting around $12 per user per month.

HIPAA Compliance: Zoho offers a separate HIPAA-compliant version of their CRM for an additional cost.

Zendesk:Healthcare CRM for Omnichannel Customer Service and Support

Introduction: A CRM focused on improving patient experience and customer service.


  • Ticketing system for managing patient inquiries
  • self-service patient portal
  • knowledge base for patients
  • reporting tools to track patient satisfaction.

Pricing: Tiered plans starting around $19 per agent per month.

HIPAA Compliance: Zendesk offers HIPAA compliance features as an add-on.

Key Features of SalesTown’s Healthcare CRM for Patient Management

SalesTown CRM is a  user-friendly software that helps you manage everything related to your patients, from appointments and medical records to communication and billing. Here’s a breakdown of its key features along with examples to illustrate their benefits:

Lead Management: This lead management feature helps healthcare organizations track and manage potential patients or clients. For instance, if a new patient calls to inquire about services, their information can be entered into the CRM as a lead, and the system can automatically follow up with them through personalized emails or phone calls.

Patient Management: This feature allows healthcare providers to keep track of patient information, such as contact details, medical history, appointments, and treatment plans, all in one place. For example, doctors can easily access a patient’s records to review their medical history and make informed decisions about their treatment.

Appointment Scheduling: With this feature, healthcare professionals can efficiently schedule and manage appointments for patients. They can easily see available time slots, book appointments, and send reminders to patients. For instance, a receptionist can quickly schedule a follow-up appointment for a patient and send them a reminder via email or SMS.

Electronic Health Records (EHR) Integration: SalesTown’s Healthcare CRM seamlessly integrates with electronic health record systems, allowing for easy access to patient records directly within the CRM platform. For example, doctors can view lab results and prescription history without switching between different systems.

Lead and Referral Tracking: This feature helps healthcare organizations track leads and referrals, whether it’s from other healthcare providers, marketing campaigns, or word-of-mouth. For instance, a hospital can track referrals from local clinics and follow up with those patients to schedule appointments.

Integrate Patient Portal:This secure online platform integration allows your patients to access their own medical information, including appointment history, lab results, and billing statements.

Example: Patients can conveniently view their upcoming appointments, download medical records etc. this saving them time and hassle.

Customizable Reporting and Analytics: This feature allows healthcare organizations to generate custom reports and analyze data to gain insights into patient demographics, appointment trends, and marketing effectiveness. For instance, a hospital administrator can create a report to analyze the number of patients seen each month and identify areas for improvement in scheduling efficiency.

HIPAA Compliance: SalesTown’s Healthcare CRM is designed to meet HIPAA (Health Insurance Portability and Accountability Act) compliance standards, ensuring the security and privacy of patient information. For example, all patient data is encrypted and access is restricted to authorized personnel only.

SalesTown CRM helps you focus on caring for patients. Not chasing paperwork. Sign up today for a free Demo to see how SalesTown CRM can help your healthcare business. It is designed to save you time, organize operations, and build trust with patients.

Try it out for yourself now! It only takes minutes to get started today.

How to choose a healthcare CRM for patient management 

List your needs: Start by making a list of what you need the CRM to do. For example, you might want it to store patient details, schedule appointments, send reminders, and track communications.

Look for user-friendliness: The CRM should be easy to use and understand, even for staff who are not very tech-savvy. A complicated system will only frustrate your team.

Look for automation: A good CRM can automate tasks like appointment reminders, follow-up emails, and prescription refill requests, saving your staff a lot of time.

Consider integration: The CRM should be able to connect with other systems you use, like your electronic health records (EHR) software, practice management systems, billing software, and telehealth platforms.. This way, all patient data stays in sync.

Look for automation: A good CRM can automate tasks like appointment reminders, follow-up emails, and prescription refill requests, saving your staff a lot of time.

Evaluate reporting: The CRM should provide clear reports and analytics so you can track things like patient satisfaction, revenue, and staff productivity.

Prioritize security: Patient data is very sensitive, so make sure the CRM has strong security features like data encryption and user access controls.

Cost and ROI: Evaluate the total cost of ownership of the healthcare CRM, including initial setup fees, subscription costs, customization fees, and ongoing maintenance expenses. Consider the potential return on investment (ROI) in terms of improved efficiency, patient satisfaction, and revenue generation.

Don’t forget support: Choose a CRM provider that offers good customer support, training resources, and regular updates to ensure your system stays up-to-date.

As the healthcare business evolves, with an increasing focus on value-based care models and patient involvement, the use of a strong healthcare CRM will become increasingly important. Organizations who embrace this technology will be better able to navigate the complicated rules of modern healthcare while continually offering excellent patient experiences.

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