Where Can I Find a HIPAA-Compliant CRM?

You should consider patient privacy and security as a top priority for healthcare providers. Patients might not wish to have all of their health information made public. However, they have the legal right to privacy and security in healthcare data.

HIPAA, the Health Insurance Portability and Accountability Act (or HIPAA), is the primary law that governs healthcare data security. This law applies to all devices that transmit or contain protected health information (PHI), even data from your customer relationship management software. Healthcare organizations can reap the benefits of CRM software, but only if they are properly secured and monitored.

Cyberattacks are becoming more common in healthcare organizations. The number of cyberattacks on the healthcare industry, which is already a popular target for hackers, has risen to 45 %.

A HIPAA-compliant CRM has many benefits, but you must monitor, detect, and mitigate cyberattacks that could compromise your patients’ personal information. We’ll show you how CRM is used in healthcare, and why it’s important to have a HIPAA compliant CRM.

CRM in healthcare

An analytics-based healthcare CRM can help you identify which patients may need additional care, or who are behind in their follow ups and tests. Your practice’s CRM can be used to manage prescriptions and appointments.

Healthcare CRMs increasingly offer remote patient monitoring capabilities. Installing remote patient monitoring tools in a CRM can allow you to log into your CRM and view the patient’s vitals. First, you’ll need to give the patient remote monitoring tools such as glucose and blood pressure tests. Then, you can monitor their vitals from anywhere.

A CRM can also help you navigate the complexities and nuances of medical billing, improve workflows and report on patient complaints as well as internal challenges. Many healthcare facilities use CRMs to market their services and attract new patients.

read more Consumers Want a National Data Privacy Act

Why do you need HIPAA compliant CRM software?

HIPAA must be adhered to by all CRM software used in healthcare. This law applies to all patient information that healthcare providers share with each other. HIPAA Title II outlines the guidelines healthcare providers must follow in relation to patient data. It has one rule for each of transactions, identifiers and enforcement.

What is a CRM HIPAA compliant?

HIPAA compliant CRM software platforms ensure that patient data is kept confidential, backed-up and stored securely. Only transmit encrypted data. You also must have full control over your CRM data. This means that no one can access, create, or share data. You might want to verify that your CRM is certified by an organization that specializes in privacy and information security.

What should you look for in a HIPAA compliant CRM

  • Employee access. HIPAA-compliant CRMs should include safeguards to ensure that employees of different roles have access to patient data. Receptionists should have only access to basic information. Doctors and nurses will need to view patients’ vitals.
  • Data security. Your CRM must have data security features that go beyond employee access to ensure HIPAA compliance. It should automatically block employees from accessing data based on their job roles and data level. To make data alterations easily traceable, it should also timestamp any data changes and associate the identity of CRM users.
  • You should have a good understanding of cybersecurity. Ask your sales rep how the CRM handles endpoint security and patches. Your sales rep will be able to explain how important HIPAA compliance is to your company.
  • Success stories. HIPAA-compliant CRM companies should be able to provide case studies and references of healthcare providers who have used their CRM services successfully. Referrals can be reached to find out more about CRM’s HIPAA compliance. You should also compare the solutions of case studies to your own needs.
  • Scalability. If your practice expands, it is important to select a HIPAA compliant CRM that can be used by healthcare organizations of any size. Look at the success stories of your CRM with larger healthcare organizations to see if there are any. This track record shows that your CRM is able to grow with you and that it can work well for you even if you are still small.
  • Data backup. Data loss can be one of the most devastating consequences of a cybersecurity breach. This problem can be prevented by a HIPAA-compliant CRM. It will regularly back up your data to multiple locations.
  • Alerts for security breaches. Many HIPAA-compliant CRMs almost immediately alert you to data breach so that you can swiftly act. All businesses need to respond quickly to data breaches, especially healthcare organizations that deal with sensitive or potentially lifesaving information.

Top CRM systems for HIPAA compliance


Keap, a HIPAA compliant and user-friendly CRM platform, is well suited to small healthcare organizations. Keap can be used to organize and store patient information. Your team can also access it as needed. Keap is also useful in patient acquisition. As of January 2021 Keap had added more than 2,000 compatible integrations to its library.


The popular CRM platform Freshworks now offers a suite of tools for healthcare providers. Freshworks Healthcare CRM is HIPAA compliant by design. It can be used at your practice to store patient data and schedules in one place, rather than multiple programs. Freshworks claims that this central data hub will improve patient satisfaction as well as internal workflows, including billing.


Salesforce is a long-standing leader in CRM, and Salesforce Health Cloud is no different. It can be used to personalize the messages and care your patients receive from your practice. You can use it to establish personal connections between your staff members and patients. It also makes your data easier to access. Salesforce Health Cloud can be used by payers as well as providers. It can help streamline the payment process between you, your patients, and their insurance providers.


NexHealth CRM is HIPAA compliant and allows for online scheduling, telehealth appointments and waitlists, as well as appointment reminders. It can integrate with all major EHR vendors. Each NexHealth tier has different features. Some even allow for automated follow-up appointments outreach and marketing campaigns.


PatientPop is an HIPAA-compliant CRM that has both internal and exterior features. It allows for automated appointment emails, flexible online bookings, patient surveys, as well as stronger online presence for your practice. It integrates seamlessly with all EHRs, EMRs and practice management platforms. PatientPop can be used to enhance the patient experience, find new patients, and streamline your internal workflows.


Caspio, a HIPAA compliant CRM solution, is designed for larger healthcare organizations. It allows easy customization of CRM without the need for complex coding or modification. Caspio is a great option if your goal is to expand the services of your practice beyond traditional medical appointments. Caspio allows you to grow your practice into other areas, such as healthcare consulting and non-patient-facing industries. Caspio’s easy customization makes it possible to create multiple interrelated online databases.

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