Managing schedules in healthcare is no small task, especially when patient privacy is on the line. Tools like Blaze.tech, SimplePractice, and TheraNest are great HIPAA-compliant scheduling software tools to consider.

Some platforms even offer free HIPAA-compliant scheduling software trials, giving you a low-risk way to explore the options before committing.

In this guide, we cover:

• What is HIPAA-compliant scheduling software?
• What are its key features?
• How we selected this list
• 7 best options

Let’s dive in.

Comparing the Best HIPAA-Compliant Scheduling Software: TL;DR

Here’s a glance at the top HIPAA-compliant scheduling tools to help you find the perfect fit for your healthcare practice.

What is HIPAA-Compliant Scheduling Software?

HIPAA-compliant scheduling software is designed to ensure patient privacy by meeting the strict data protection standards outlined in the Health Insurance Portability and Accountability Act (HIPAA). This type of software goes beyond standard scheduling tools by safeguarding sensitive patient information during appointment booking, reminders, and communication.

Compliance is achieved through features like data encryption, secure access controls, and automatic audit logs that monitor and record every interaction with patient data. For healthcare providers, HIPAA-compliant scheduling software is not just a nice-to-have — it’s a necessity to avoid costly data breaches and ensure trust with patients.

Key Features of HIPAA-Compliant Scheduling Software

Whether you’re a solo practitioner or part of a large healthcare organization, finding the right HIPAA-compliant staff scheduling software is essential for protecting sensitive data while streamlining operations.

• Data security: Look for software with advanced encryption, secure user roles, and detailed audit trails to keep patient information protected at all times. These features prevent unauthorized access and ensure every action is logged for compliance purposes.
  
• User access controls: Role-based permissions allow administrators to control who can view, edit, or manage patient data, reducing the risk of accidental or intentional breaches.
  
• Automated appointment reminders: HIPAA-compliant notifications, whether through text or email, minimize missed appointments while ensuring patient privacy is never compromised.
  
• Integration with EHR: Syncing with electronic health records ensures a seamless flow of information across systems, saving time and improving accuracy in patient management.
  
• Ease of use for healthcare staff: A user-friendly interface is critical for busy administrators and staff. The best tools offer intuitive designs, allowing teams to focus on patient care rather than navigating complicated software.

How We Selected the Best HIPAA-Compliant Scheduling Software

Not all HIPAA-compliant scheduling tools are the same. To help you make an informed choice, we evaluated these platforms based on key factors that directly impact how well they’ll serve your practice.

Data Security and Compliance

Patient data needs to be locked down tight, and we looked at how each platform handles this. Encryption, secure user access, and audit trails were at the top of our checklist to ensure the highest level of data protection.

For practices prioritizing patient privacy, appointment scheduling software HIPAA-compliant features like secure messaging, role-based access, and automated audit logs are essential.

Customization and Integration

Every practice is different, so flexibility is critical. We examined how well these tools adapt to unique scheduling needs and how easily they integrate with systems like EHRs to streamline workflows.

Cost and Accessibility

Budgets vary, especially for smaller practices, so we considered overall pricing, the availability of free trials, and whether the software is affordable for teams of all sizes. Many platforms advertise themselves as free HIPAA-compliant scheduling software, but it’s crucial to verify the specific security features and limitations before adopting them.

Usability and Support

Even the best features mean little if they’re hard to use. We focused on tools that offer intuitive designs, smooth workflows, and reliable customer support to make sure healthcare staff can use them with minimal hassle.

Top 7 HIPAA-Compliant Scheduling Software Options for 2024

Choosing the right appointment scheduling software for a HIPAA-compliant solution means balancing ease of use, advanced features, and secure data handling for peace of mind.

Here’s our updated list of the best HIPAA-compliant scheduling software options:

1. Blaze.tech

Blaze.tech stands out as the ultimate choice for healthcare providers looking for a HIPAA-compliant scheduling platform. It’s not just a no-code tool — it’s a full-scale solution that empowers organizations to create custom applications with unparalleled flexibility, speed, and enterprise-grade security.

Why Blaze is the best choice

Unlike other tools, Blaze guarantees a fully functioning app by pairing you with an expert implementation team to build the first version of your application. Whether you’re creating scheduling software, a patient portal, or automating workflows, Blaze ensures your application is ready to go with minimal effort on your part.

• Speed to launch: Build and deploy your app 10 times faster than traditional development methods. Blaze’s drag-and-drop interface makes creating complex workflows and integrations intuitive and quick, even for non-technical users.
  
• Unmatched flexibility: Blaze supports highly custom workflows tailored to your organization’s needs. Its rich library of pre-built widgets and seamless integrations with any REST API means you can design solutions that fit your exact requirements, from EHR integration to automated reminders.
  
• Enterprise-level security: Blaze comes with built-in SOC 2 and HIPAA compliance, offering features like two-factor authentication, single sign-on, and automatic audit logs. Security is never an afterthought — Blaze’s server-driven architecture ensures sensitive data is protected at every level.
  
• Automation made simple: Blaze’s advanced workflow builder lets you schedule reminders, automate notifications, perform calculations, and more, eliminating manual tasks and enhancing productivity.

Pricing

• Internal Plan: $400/month for unlimited apps, users, and data storage, perfect for internal use.
  
• Enterprise Plan: Custom pricing for organizations needing external user access, HIPAA compliance, and advanced customizations.
  
  

2. SimplePractice

For mental health providers, SimplePractice brings together HIPAA-compliant scheduling, telehealth, and client management into one tidy package. If you’re running a therapy practice, this platform feels like it was built just for you.

Why It’s Great

• Comprehensive mental health focus: SimplePractice is designed to handle telehealth, billing, and client management with mental health professionals in mind.
  
• Time-saving features: From automated appointment reminders to easy rescheduling, this platform reduces admin tasks so you can focus on patient care.
  
• Enhanced client experience: Features like client portals and secure messaging make communication easy and HIPAA-compliant.

Things To Keep in Mind

• Customization is limited. If you’re part of a larger practice or want to tailor the platform heavily, you might hit some walls.
  
• Its strength is in mental health-focused tools, so other specialties might not find it as comprehensive.

Pricing

SimplePractice offers three pricing tiers to suit practices of all sizes.

The Starter plan is $29/month and covers basics like unlimited clients, paperless intakes, and automated billing.

The Essential plan at $69/month adds telehealth, appointment reminders, and secure client messaging, which is ideal for growing practices.

The Plus plan, which is $99/month, includes advanced features like group appointments, waitlists, and team management, which is perfect for larger practices. A 7-day free trial is available, with a 40% discount if you subscribe during the trial.

3. TheraNest

Small practices and private therapists love TheraNest for its simplicity and affordability. Finding free HIPAA-compliant scheduling software can be challenging, but TheraNest provides a free trial period as a budget-friendly way to test compliance-ready solutions.

It’s designed with smaller teams in mind; this HIPAA-compliant option keeps operations smooth without overwhelming you with unnecessary bells and whistles.

Why It’s Great

• Ideal for small teams: The platform’s interface is clean, straightforward, and tailored to small practices that don’t need complex features.
  
• Secure patient communications: Built-in HIPAA-compliant messaging helps you stay connected with patients without worrying about data breaches.
  
• Flexible scheduling: Whether you need to manage recurring appointments or last-minute changes, TheraNest makes it easy to stay on top of your calendar.

Things To Keep in Mind

• Large organizations may find its scalability lacking.
  
• Reporting tools are more basic compared to competitors.

Pricing

TheraNest offers flexible pricing plans tailored to the size of your practice, with options for both monthly and annual subscriptions. Monthly plans start at $42 for up to 30 clients and go up to $98 for up to 80 clients.

Practices with more than 80 clients can contact TheraNest for custom pricing.

All plans include a 21-day free trial, giving you time to explore the features and see if they fit your practice’s needs.

4. Acuity Scheduling

Acuity Scheduling stands out for its flexibility. Patients can easily book online, and you can customize settings to fit your practice’s needs. However, the HIPAA-compliant version comes at a premium.

Why It’s Great

• Highly customizable scheduling: You can adjust appointment types, durations, and availability, making it perfect for practices with varied needs.
  
• Streamlined patient booking: Patients can schedule their appointments online at their convenience, minimizing back-and-forth phone calls.
  
• Calendar integrations: Syncs seamlessly with Google, Outlook, and other popular calendars to avoid double-bookings.

Things To Keep in Mind

• The HIPAA-compliant plan is on the pricier side.
  
• Limited EHR integration may be a dealbreaker for some.

Pricing

Acuity Scheduling offers flexible pricing tiers to suit businesses of all sizes, starting with the Emerging plan at $16 per month, which includes essential features to help small businesses get started.

The Growing plan, priced at $27 per month, introduces more advanced ways to engage clients, making it ideal for expanding practices.

For businesses needing robust scheduling tools, the Powerhouse plan at $49 per month delivers all the features of the lower tiers plus additional tools to streamline operations.

Larger organizations can opt for the Enterprise plan, which offers custom solutions tailored to unique business needs. Acuity also provides a 20% discount for annual subscriptions, making it a cost-effective choice for long-term users.

5. Jane App

If you’re running a smaller clinic or wellness practice, Jane App delivers a solid mix of scheduling, billing, and charting tools. It’s user-friendly, but its features are more geared toward wellness professionals.

Why it’s great

• All-in-one solution for small practices: Jane combines scheduling, billing, and charting into a single platform, making it a great fit for small teams with diverse needs.
  
• Personalized patient experience: Customizable appointment reminders and easy-to-use portals enhance communication with patients.
  
• Well-suited for wellness professionals: From physiotherapy to acupuncture, Jane offers features tailored to alternative health practices.

Things To Keep in Mind

• Larger healthcare organizations may need more robust options.
  
• Certain features cater more to wellness fields than general healthcare.

Pricing

Jane App offers three pricing tiers designed to cater to various practice needs.

The Balance plan starts at approximately $54 per month, which is suitable for individual practitioners who are managing up to 20 appointments monthly.

The Practice plan is priced at around $79 per month and includes unlimited appointments, staff profiles, and additional features like customizable online booking.

For more advanced needs, the Thrive plan costs about $99 per month and provides advanced scheduling tools, patient retention features, and marketing integrations. Each plan includes unlimited administrative access and locations, ensuring flexibility for growing practices. 

6. NexHealth

NexHealth isn’t just scheduling software — it’s a complete patient experience platform. With features like secure digital forms and appointment reminders, it’s a powerhouse for practices needing HIPAA-compliant solutions.

Why It’s Great

• Seamless EHR integration: NexHealth integrates with major EHR platforms, so your scheduling, billing, and patient records stay in sync.
  
• Digital intake forms: Patients can fill out and submit forms online, reducing the time staff spend on paperwork.
  
• Appointment management made simple: The platform offers tools to automate reminders, rescheduling, and follow-ups, all within HIPAA guidelines.

Things To Keep in Mind

• Small practices looking for simplicity might find it a bit too feature-packed.

Pricing

They let you build a customized quote based on your practice’s size and needs.

7. CareCloud

CareCloud ties appointment scheduling to clinical workflows, making it a great fit for practices aiming for efficiency. With HIPAA-compliant features baked in, it’s a reliable choice for healthcare providers.

Why It’s Great

• Integrated workflows: Scheduling connects directly to billing, patient documentation, and clinical operations, reducing redundant tasks.
  
• Revenue cycle support: Features like claim tracking and resolution improve the financial health of your practice.
  
• Secure and scalable: CareCloud ensures HIPAA compliance and grows alongside your practice’s needs.

Things To Keep in Mind

• It's a bit of a learning curve for new users due to its comprehensive nature.

Pricing

Pricing details for this software aren’t listed on the website; you’ll need to contact the sales team directly for a customized quote.

Next Steps

We hope this guide has helped clarify the key features and differences among the top HIPAA-compliant scheduling software options. Each tool offers unique benefits, but your final decision should align with your practice's size, goals, and workflow needs.

Blaze stands out as an all-in-one platform for creating customized, HIPAA-compliant scheduling solutions without requiring technical expertise. Its intuitive interface, advanced workflow builder, and comprehensive security features make it an ideal choice for healthcare providers aiming to streamline operations and enhance patient care.

Some key benefits of Blaze:

• Ease of use: The drag-and-drop interface simplifies application development, even for non-technical teams.
  
• Advanced customization: Build tailored workflows and integrate seamlessly with your existing systems.
  
• Unparalleled security: SOC 2 and HIPAA compliance provide peace of mind for handling sensitive patient data.
  
• Dedicated support: Blaze's implementation team ensures your application is up and running quickly.

Ready to see what Blaze can do for your practice? Schedule a free demo now and experience the difference.

Schedule a Free Demo Today.‍