If you’re managing a medical or mental health practice, you need reliable and secure patient data management software to keep everything running smoothly. A good patient database software should include everything you need to manage your operation, such as patient identification, activity tracking, appointment management, document management, and patient medical records. Luckily, there are many options with all of these features and more. Some are better for large organizations, while some are designed for small practices and individuals. Unfortunately, you’ll have to contact many of the companies for pricing information, as prices are often not displayed online. Nonetheless, some of the companies on this list will even meet with you and tailor their configurations to your organization’s needs. Keep reading to find out which patient database software is best for you.

Top 8 Patient Database Software

  1. Health Cloud – Best all-in-one patient database software
  2. Penelope – Best for large organizations
  3. Caspio – Best for patient case management
  4. New Org – Best for custom patient reports
  5. FAMcare – Best for automated patient data management
  6. SimplePractice – best for wellness entrepreneurs
  7. TheraNest – Best for mental health professionals
  8. IntakeQ – Best simple patient data management software

1. Health Cloud: Best all-in-one patient database software

Price: $300/user/month

Health Cloud, from Salesforce, is a highly comprehensive patient data management software. It offers every feature you need to deliver top quality patient care while keeping all your most important data organized. Plus, everything, including billing and invoicing, is all integrated in one place. This level of integration dramatically decreases the complications of patient management. Everything that patients, caregivers, and healthcare providers need can be found in one place.

Key Features:

  • Patient medical history records
  • Patient management
  • Appointment management
  • Activity dashboard
  • Activity tracking
  • 24/7 Customer support
  • Data import/export
  • Candidate profiles

Reasons to Buy:

  • Highly integrated features

Reasons to Avoid:

  • Expensive
  • Training required

2. Penelope: Best for large organizations

Price: Available upon request (free trial available)

Penelope’s patient management software is great for a large volume of users. In addition to its streamlined patient database, it also offers automated workflows and customizable smart forms that allow your team to keep track of their entire workload in one place. Extra features include medication management to deliver a high level of patient care. Additionally, the reporting feature will allow you to stay up to date on your patients’ progress.

Key Features:

  • Cloud-based
  • Designed for 25 or more users
  • Appointment management
  • Document management
  • Medical records management
  • Activity tracking
  • Activity dashboard
  • Customer support
  • Training support

Reasons to Buy:

  • Highly integrated

Reasons to Avoid:

  • Not designed for small organizations

3. Caspio: Best for code-free patient case management

Price: $128/month (14 day free trial)

Caspio is a no-code platform that offers a highly customizable platform. With custom forms and a user-friendly interface, Caspio allows you to create your own patient data management software specifically for your organization’s needs. Even if you have little to no experience in tech, you’ll find this software easy to use.

Key Features:

  • Patient database
  • Scheduling and intake
  • Online payments
  • Financial reports
  • Productivity tracking
  • Medical records management
  • Customizable HIPAA-compliant applications
  • IT support
  • Integrates with numerous other systems

Reasons to Buy:

  • Highly customizable

Reasons to Avoid:

  • Longer setup time

4. NewOrg: Best for custom reporting

Price: Available upon request (free demo available)

NewOrg offers an intuitive software with custom patient reporting features. In addition to the database, NewOrg also offers service and scheduling management as well as billing and invoicing, which allows you to deliver excellent service to your patients from intake to completion. Plus, your staff will learn how to use it quickly, to make your service more efficient overall.

Key Features:

  • Patient database
  • Custom reports
  • Scheduling
  • Service delivery management
  • Electronic signatures
  • Mass email
  • Assessment notes
  • Calendar management
  • Billing and invoicing

Reasons to Buy:

  • Easy to use

Reasons to Avoid:

  • No medication tracking

5. FAMCare: Best for automated patient data management

Price: $7500.00/year (no free trial)

FAMCare offers automated casework and queued to-do lists to increase your team’s efficiency and cut costs. FAMCare will simplify every step of the process, from intake to referrals through to billing and invoicing. Although many of its features are automated, FAMCare is also highly customizable. After meeting with their service team, FAMCare will tailor the software to your needs. Although FAMCare is on the pricier side, the price is still relatively low compared to many similar products.

Key Features:

  • Cloud-based
  • Patient database
  • Pivot table data reporting
  • Medical history records
  • Customizable forms
  • Billing and invoicing
  • Appointment management
  • Activity tracking
  • Customizable configurations

Reasons to Buy:

  • High level of security

Reasons to Avoid:

  • Expensive

6. SimplePractice: Best for wellness entrepreneurs

Price: $29/month (30 day free trial)

If you’re looking for an affordable way to run your private practice or small business, SimplePractice is a great choice. SimplePractice offers every feature you need with nothing extraneous to distract you. Plus, it’s highly user friendly and relatively easy to set up. They also offer telehealth and website building as add ons. SimplePractice is great for mental health professionals, chiropractors, physiotherapists, social workers, nutritionists, and more. The only issue is that the basic plan doesn’t include many features and you will have to upgrade to get the full benefits.

Key Features:

  • Client portal
  • Activity dashboard
  • Activity tracking
  • Patient data
  • Appointment scheduling and management
  • Calendar management
  • Billing and invoicing
  • Claims management

Reasons to Buy:

  • Affordable for small businesses

Reasons to Avoid:

  • Not as many features as other options
  • Basic version does not include many features

7. TheraNest: Best for mental health professionals

Price: $39/month (21 day free trial)

TheraNest is a comprehensive Electronic Health Record (EHR) software designed for psychotherapists, social workers, faith-based counselors, and others working in large and small organizations, or individually. TheraNest includes DSM codes and offers various ways of storing client notes, from intake to discharge. It also offers telehealth and includes a mobile app, which is unusual for patient data management software. As another bonus, TheraNest includes a secure internal chat, so you can communicate with your colleagues. In addition to client invoicing and billing, it also provides payroll and staff billing. With all these features, TheraNest allows you to run your practice from one centralized space, which gives you more time to focus on your clients.

Key Features:

  • Client portal
  • DSM/ICD codes
  • Progress notes
  • Discharge notes
  • Review and co-sign notes
  • Invoicing and billing
  • Telehealth
  • Syncs with Google calendar and iCal
  • Document storage
  • Payroll and staff billing
  • Custom forms
  • Mobile apps
  • Internal chat

Reasons to Buy:

  • Designed specifically for therapists

Reasons to Avoid:

  • Not designed for other professions



8. IntakeQ: Best simple patient data management software

Price: $49/month (14 day free trial)

IntakeQ is a simple, onboarding-focused patient management software that helps you streamline the intake process. If you’re running a small business that provides fewer services and doesn’t need as many customizable options, then IntakeQ is a great choice.

Key Features:

  • Secure intake forms
  • Customizable forms
  • Practice management
  • Scheduling management
  • Appointment reminder
  • Billing and invoicing
  • Insurance billing
  • Messaging
  • Telehealth
  • Cloud-based

Reasons to Buy:

  • User-friendly interface

Reasons to Avoid:

  • Not ideal for large organizations or practices with complex needs



References and Links:

  • https://www.capterra.com/sem-compare/patient-case-management-software/
  • https://meso.vde.com/terms/patient-data-management-system/
  • https://www.capterra.com/p/232294/Health-Cloud/
  • https://www.salesforce.com/ca/form/sem/industries/health-demo-form/
  • https://athenasoftware.net/
  • https://go.caspio.com/caspio
  • http://unbouncepages.com/neworg-patient-case-management/
  • https://info.famcare.net/patient-case-management
  • https://www.simplepractice.com/
  • https://theranest.com/
  • https://intakeq.com/practice-management