How To Choose a HIPAA-Compliant CRM: Expert Tips

How To Choose a HIPAA-Compliant CRM: Expert Tips

Patient satisfaction hinges on timely communication, streamlined scheduling, and a personalized experience. That's where Customer Relationship Management (CRM) software makes a huge difference. 

As your organization grows, you might be considering a CRM tool that can make your workflows more efficient. But unlike any other company, you need a tool with extra data privacy — a healthcare CRM needs to be HIPAA compliant to protect your patients’ information.

The good news is that there are plenty of pre-built healthcare CRMs in the market, with a vast array of features to manage patient interactions, appointments, and billing. 

Let’s dive into the best HIPAA-compliant CRMs available in the market today, along with the option of building a custom healthcare CRM using a powerful no-code platform.

What is a HIPAA-Compliant CRM?

Keeping your patients' health information safe is critical. A HIPAA-compliant CRM helps you do just that. It's a customer relationship management system built specifically for healthcare.

It securely stores all your patients' sensitive health information, like appointments, medical records, and communication history. This is critical because HIPAA (Health Insurance Portability and Accountability Act), a law protecting patient privacy, sets strict rules on how this data must be handled.

Why do you need one?

HIPAA-compliant CRMs do two important things:

  • Protect patient privacy: The system keeps all your patients' information secure, from appointments to medical records. This helps prevent data breaches and unauthorized access.

  • Streamline your practice: Having everything in one place makes your job easier. You can manage appointments, track patient interactions, and access records quickly. This saves time and keeps your practice running smoothly.

Most Common Features of HIPAA-Compliant Healthcare CRM Software

Many CRMs offer a suite of features designed to streamline your daily tasks and enhance the overall patient experience. Let's explore some of the most important ones:

  • Referral management: Tracks referrals from healthcare providers.
  • Treatment pipelines: Provides clear visibility into patient treatment stages.
  • Patient relationship management: Manages all interactions with patients to build trust and personalize communication.
  • New patient acquisition: Uses marketing tools to target potential patients and manage campaigns.
  • Payer management: Streamlines billing by tracking payments and managing insurance contracts.
  • Clinic reputation management: Tracks online reviews and patient feedback.
  • Patient engagement: Provides educational materials, sends reminders, and enables two-way communication.
  • Appointment scheduling tools: Allows patients to book, reschedule, or cancel appointments easily.
  • Medical data management: Ensures accurate, accessible, and secure documentation of treatment data.

What Should You Look for in a HIPAA-Compliant CRM?

Not all CRMs offer the same features, so it's essential to know what to look for to ensure your system meets HIPAA requirements and enhances your practice's efficiency. Here are some key capabilities you should look out for when choosing a CRM:

Security alerts: Stay on top of potential security threats with a CRM that actively detects and alerts you to suspicious activity. This allows for a quick response to safeguard patient information and maintain HIPAA compliance.

Secure communication: Ensure patient privacy with a CRM that offers secure communication tools. To keep all interactions confidential, look for features like encrypted messaging, video calls, and email, all within the CRM.

Tool integration: Find a CRM that integrates effortlessly with your existing EHR systems, billing software, and scheduling tools. Seamless integration ensures all your tools work together, reducing manual data entry and boosting overall efficiency.

Automation: A good CRM will automate routine tasks such as appointment reminders, follow-up surveys, and patient notifications. Automation saves time and reduces the administrative burden on your staff.

Data tracking: Provide better care with a CRM that offers robust data tracking. This ensures all medical history and test results are centralized and readily accessible. Easier access to past information allows for more personalized care decisions.

Security and confidentiality: Protect patient privacy with a CRM that prioritizes security. Look for features like encryption and access controls to ensure only authorized personnel can view or modify patient information.

Data backup: Prevent data loss with a CRM that offers automatic and secure backups of all patient information. This allows for quick recovery in case of a system failure or data breach.

Access restrictions: Maintain HIPAA compliance with a CRM that enforces role-based access controls. This restricts access to specific patient data based on staff roles, ensuring only authorized personnel have access.

Scalability: Choose a CRM that can grow and adapt with your organization. A scalable CRM allows you to add new users, expand services, and integrate additional tools as your practice evolves, ensuring long-term usability and flexibility.

Common HIPAA-Compliant CRM Solutions

Onpipeline Healthcare CRM

Onpipeline is a CRM designed specifically for healthcare providers. It helps them manage patient relationships, hospital information, billing, and consultations.

Key features

  • Simplify appointments: Streamline booking and reduce scheduling conflicts with their patient scheduling feature.

  • Boost efficiency: Gain better control over your practice with tools for managing staff schedules, tracking visits, and handling administrative tasks.

  • Faster prescriptions: Send prescriptions electronically to pharmacies with e-prescribing, saving time and reducing errors.

  • Streamlined billing: Reduce administrative tasks and improve cash flow with features for generating invoices, tracking payments, and managing insurance contracts.

Leadsquared Healthcare CRM

Leadsquared Healthcare CRM is designed to give healthcare providers a holistic view of their patients by integrating information from multiple data sources.

This CRM helps you get to know your patients beyond their medical history by combining patient demographics, social profiles, behavioral data, and appointment history from various caregiving tools.

Key features:

  • Patient demographics and behavioral data: Leadsquared integrates patient information from various sources, including social profiles, phone calls, emails, text messages, and walk-ins.

  • Integration with caregiving tools: They offer integration with existing hospital management systems, such as hospital information systems, patient management systems, appointment scheduling tools, healthcare call centers, EMRs, and patient portals.

  • Predictive caregiving programs: Leadsquared provides tools for doctors to predict the caregiving programs required for their patients in order to deliver personalized and effective treatment plans.

IMS by Meditab

IMS by Meditab is designed to provide a fully integrated electronic health record solution that helps you work more efficiently and cohesively.

Key features:

  • All-in-one solution: IMS integrates clinical, administrative, and financial processes into a single software, eliminating the need for multiple systems.

  • Practice management: IMS streamlines daily operations by managing billing, patient scheduling, claims submission, and more.

  • Telemedicine: You can use IMS’s HIPAA-compliant telemedicine platform to see patients via virtual consultation, expanding your reach and generating additional revenue.

Salesforce Health Cloud

Salesforce Health Cloud provides an all-encompassing view of members and patients, combining demographic information, clinical and non-clinical data, and relevant details from EHRs, membership and claims systems, medical devices, and wearables.

Key features:

  • Unified patient view: Salesforce Health Cloud consolidates patient information from various sources into one central location. This integration includes demographics, communications, EHR data, and even information from medical devices and wearables, giving healthcare providers a comprehensive view of each patient.

  • Personalized care and real-time engagement: Health Cloud empowers patients to track their health goals and care plans in real time. It allows patients and their families to connect with healthcare providers from any device, facilitating timely communication and support.

  • Contact center for health: This feature involves a compliant, out-of-the-box console application to streamline health services, boost agent productivity, and personalize interactions. It allows for rapid deployment of digital-first health experiences across multiple channels.


OperaDDS is designed to simplify the intake, management, and transmission of sensitive patient information for dental practices.

It offers a touch-free solution to effortlessly collect intake forms and integrates seamlessly with practice management systems like Eaglesoft, Dentrix, and Open Dental.

Key features:

  • Automated patient reminders: OperaDDS provides automated reminders through 2-way texting, voice reminders, postcards, and emails.
  • Integrated practice management: OperaDDS works with all the major dental practice management systems, like Eaglesoft, Dentrix, and Open Dental, ensuring all patient data is accurately recorded and updated without the need for manual entry.
  • Data security: OperaDDS uses comprehensive security measures to protect patient information. The software updates automatically to incorporate the latest security features, and the company ensures that any subcontractors also adhere to stringent data protection standards.

Build a Custom HIPAA-compliant CRM with

Pre-built CRMs promise a one-size-fits-all solution, but for healthcare organizations, this standardization may not translate to optimal results. The downside is that systems like these may struggle to accommodate the unique workflows and data needs specific to your practice.

Critical features may be missing, forcing clunky workarounds, while functionalities you don't require clutter the interface. offers a powerful alternative: Building your own custom HIPAA-compliant CRM.

This empowers you to design a system that perfectly aligns with your practice, streamlining workflows, boosting efficiency, and, ultimately, delivering better patient care.

By using our HIPAA-compliant infrastructure and customizable features, healthcare providers can build a CRM that meets their unique needs.

Here are the key benefits and features Blaze provides.

Enterprise-level security

Blaze prioritizes patient privacy. Our platform is built on SOC 2 and HIPAA-compliant infrastructure, with robust security measures like encryption, two-factor authentication, and automatic audit logs. This ensures your sensitive patient data remains protected and adheres to strict regulatory standards.

No coding required

Blaze's intuitive interface allows healthcare providers, even those without coding experience, to build complex applications quickly. Drag-and-drop functionality empowers you to develop and launch your custom CRM up to 10 times faster than having to build it with code.

Implementation team to help you build the first version

We go beyond customer support — Blaze provides a hands-on implementation team to help you build out the first version of your solution. We set you up for success and give you all the tools you need to make adjustments along the way.

Comprehensive integrations

Blaze integrates seamlessly with your existing healthcare ecosystem. We support a wide range of out-of-the-box and custom integrations, including any REST API.

This ensures smooth connectivity with your EHR systems, billing software, and other critical tools.

Advanced workflow automation

Automate routine tasks like appointment reminders, follow-up surveys, and patient notifications with Blaze's powerful workflow builder. This frees your staff from administrative burdens, allowing them to focus on delivering exceptional patient care and maximizing productivity.

Rich collection of widgets

Blaze provides a comprehensive library of pre-built components like maps, layouts, and data visualizations. These customizable widgets allow you to design a feature-rich CRM that perfectly aligns with your specific needs, eliminating the need to start from scratch.

Fast loading and scalability

Blaze's platform prioritizes speed with automatic pagination for handling large datasets. This ensures your custom CRM performs flawlessly even as your practice grows.

Blaze's inherent scalability allows you to adapt and expand your CRM alongside your evolving organization's needs.

How to Choose the Right HIPAA-Compliant CRM for Your Needs

With all this information about custom CRM solutions and pre-built ones — you might be wondering how to make the right decision for your organization.

Here’s a simplified checklist to help you think through your decision:

Identify your needs

  • What specific features do you require?
  • Do you need patient scheduling, billing, or telemedicine capabilities?
  • What are your practice’s unique requirements?

Evaluate security features

  • Does the CRM provide robust encryption and access controls?
  • Are there features like 2FA and automatic audit logs?
  • How does the CRM handle data breaches and security incidents?

Check for compliance certifications

  • Is the CRM HIPAA-compliant?
  • Does it have SOC 2 certification or other relevant security certifications?
  • Can the vendor provide a Business Associate Agreement (BAA)?

Integration capabilities

  • Can the CRM integrate seamlessly with your existing EHR and billing systems?
  • Does it support APIs and webhooks for data sharing?
  • Are there out-of-the-box integrations available?

Ease of use

  • Is the CRM user-friendly for both technical and non-technical staff?
  • How steep is the learning curve?
  • Are there training resources or tutorials available?

Customization options

  • Can the CRM be tailored to meet your specific needs?
  • Are there flexible options for modifying workflows and features?
  • Does it offer customizable templates and components?


  • Can the CRM grow with your practice?
  • How easily can you add new users or features?
  • Does it support expanding operations and increasing patient volume?


  • What is the total cost of ownership, including implementation and maintenance?
  • Are there any hidden fees or additional costs for upgrades?
  • How does the pricing compare to other CRM solutions?

Customer support

  • What level of customer support is available?
  • Are there dedicated support teams or account managers?
  • What are the response times and availability of support services?

Build a HIPAA-Compliant CRM Without Coding

Building a HIPAA-compliant healthcare CRM doesn't have to be a complex undertaking.

Blaze offers a streamlined approach to getting your CRM up and running. Here's how to get started:

  • Connect with our team: Schedule a free consultation to discuss your idea. Our sales team will learn more about your CRM goals, the functionalities you want, any integrations you need to connect with existing systems, and compliance concerns you may have. We'll also showcase Blaze's capabilities through live demonstrations, tailored to your specific needs.
  • Expert support, streamlined development: Blaze goes beyond just providing tools. A dedicated implementation team assists you throughout the entire development lifecycle, ensuring your CRM aligns perfectly with your business goals. This expert support gets you up and running quickly, without sacrificing quality.

  • Speed meets security: Develop and deploy solutions 10x faster than traditional coding, all while maintaining robust security protocols. This makes Blaze the perfect choice for businesses that prioritize both rapid development and ironclad data protection.
  • Seamless collaboration: Once you decide to move forward, we'll work closely with you to define a detailed roadmap for your CRM’s development.

    Additionally, you'll benefit from our expert guidance on HIPAA compliance. We'll assist you in implementing robust security measures to safeguard sensitive patient data, ensuring your app adheres to all regulations.

Ready to turn your HIPAA-compliant healthcare CRM vision into a reality? Contact Blaze today for a free demo.