7 Best HIPAA-Compliant Scheduling Software for 2024

Hospitals, healthcare organizations, and clinics process thousands of patients each day. Needless to say, there’s an incredible amount of scheduling that needs to take place to ensure virtual appointments, follow-ups, or prescribed medical procedures take place like clockwork.

In short, flawless in-patient and outpatient experiences are a result of careful patient appointment scheduling.

But this is just half the problem—there’s always the problem of patient privacy and the increasing need to keep private health records safe.

Healthcare service providers, be it mobile apps or, in this case, appointment scheduling software, need to implement multiple layers of security to ensure that sensitive health information does not get into the wrong hands.  

And this is precisely where a HIPAA-compliant scheduling software comes into the picture. The scheduling software may have an incredible array of key features but all of that is immaterial if it does not uphold the highest level of security and adhere to rules of enforced security standards such as HIPAA. 

In this blog, we take a look at why you need a HIPAA-compliant scheduling software, its benefits, and crucial tips for choosing the right scheduling solution.

We also take you through seven of the most popular scheduling tools you need to know in 2024. But before we get to that, let’s address a fundamental question.

HIPAA-compliant scheduling software: An overview

A HIPAA-compliant scheduling software is a platform that streamlines the appointment scheduling process while affording patients certain rights and safeguarding Electronic Health Records (EHR) under the compliance requirements of HIPAA. 

A HIPAA-compliant scheduling software further enables healthcare service providers and business associates to collect, process, store, and dispose of protected health information in accordance with the rules of HIPAA. This crucially helps prevent unauthorized access, potential breaches, and the resulting costly penalties and reputational damage. 

Finally, one of the key features a HIPAA-compliant scheduling tool lends is in facilitating accurate workflows. It does so by integrating with Google Calendar and various other third-party calendars to ensure the availability of healthcare providers, reducing scheduling mishaps such as double bookings and no-shows.     

7 best HIPAA compliant scheduling software

There are a number of online scheduling tools in the market today. However, picking a solution with HIPAA-compliant features such as encryption protocol, administrative safeguards, and user authentication is the need of the hour.

With that being said, we’ve put together a list of seven of the most popular medical scheduling software based on features, price point, and how well they allow you to operate within the guidelines of HIPAA. 

1. NexHealth

NexHealth is a patient experience platform that is specifically designed for covered entities. It includes a Business Associate Agreement during the registration process and ensures that organizations are taking the necessary steps to safeguard PHI. It significantly strengthens healthcare delivery through seamless scheduling, sending appointment reminders, and keeping workflows aligned with compliance standards.  

Key highlights:

• Ensure secure and effective communications in line with HIPAA compliance standards
• Collect and consolidate patient care and personal details securely across clinic systems
• Enable sufficient patient satisfaction management by measuring engagement and optimizing the client experience
• Leverage digitized patient intake forms for seamless physician and patient use
• Integrate with EHR solutions for streamlined record-keeping

2. CareCloud

CareCloud is a cloud-based scheduling software provider that offers comprehensive appointment scheduling features while streamlining clinical and healthcare workflows. The platform offers many security measures to ensure the privacy of private health records in accordance with the requirements of HIPAA compliance and includes a BAA in its terms and conditions. 

Key highlights:

• Customize documentation and support attachments 
• Enable seamless statement generation for outstanding claims and patient balances
• Facilitate the prioritization and quick resolution of rejected claims
• Consolidate all practices within a single platform
• Contains writing templates for easier charting

3. CentralReach

CentralReach is an online scheduling software that offers services specifically tailored for Applied Behavior Analysis (ABA) therapy providers. CentralReach meets HIPAA security standards and has a Business Associate Agreement as part of its terms of service while offering several security settings and compliance features.

Key highlights: 

• Enable seamless patient intake, scheduling, billing and claims management
• Leverage mobile data collection for seamless and secure documentation management
• Harness business intelligence through an intuitive reporting and analytics module
• Support autism assessments and IDD assessments, and integrate them with learning management system
• Facilitate faster case management

4. Acuity Scheduling

Acuity Scheduling is a widely popular online appointment scheduling software that offers numerous security features to protect PHI. The intuitive platform simplifies the appointment scheduling process while enabling healthcare practitioners to store and process patient health information within the regulatory confines of HIPAA. 

Key highlights:

• Allow patients to schedule appointments by themselves
• Set daily/periodical appointment limits
• Convey cancellation terms and policies 
• Maintain invoices and receipts within a single interface
• Allow administration to collect pre-payment options to prevent no-shows

5. Phreesia

Phreesia is a HIPAA-compliant practice management platform that helps healthcare organizations deliver comprehensive and consistent patient care. The platform helps in driving a seamless patient experience by encouraging activation, strong appointment management, facilitating claims management, and engaging patients efficiency. 

Key highlights:

• Strengthen pre-appointment workflows through faster registration and self-scheduling
• Facilitate the collection of personal and family histories with an intuitive intake module
• Reduce no-shows with automated notifications via SMS, voice, and email reminders  
• Customize patient outreach and close gaps within patientcare
• Collect valuable demographic data and enable insights and analytics

6. Doxy.me

Doxy.me is an HIPAA-compliant telemedicine platform that helps healthcare practitioners make patient care accessible. The platform does this by enabling seamless communication, optimizing workflows, and consolidating patient data from multiple outlets within a single interface. Doxy.me includes a free DAA with every subscription.

Key highlights:

• Integrate with Electronic Health Records systems for consolidated data management
• Enables practitioners to create charting and post-appointment documentation with ease
• Facilitates flexibility based on the requirements of the practice
• Customize waiting rooms for patients and transfer patients between them for follow-ups
• Manage virtual patient appointments quickly and with ease

7. SimplePractice

SimplePractice is a comprehensive EHR and practice management platform that brings together seamless appointment booking, treatment plan maangement, claim filing, client communication, payment, and patient record-keeping within a single fold. The platform also aligns all its functions with HIPAA compliance. 

Key highlights:

• Establish strong security best practices such as tiered access controls and data protection
• Create effective patient care workflows that support unique operational needs
• Enable patients to access clinical notes and electronic prescriptions through a self-service portal
• Facilitate the collection, storage, viewing, and processing of PHI, patient notes, and assessments  
• Supports and/or automates the daily tasks and responsibilities of a nutrition/dietician practice

Also check: How to make your software HIPAA compliant

Vital tips for selecting a HIPAA-compliant scheduling software

Scheduling is an essential part of the healthcare sector. However, picking the right tool for your healthcare business not only enhances the patient experience but instills a sense of trust among patients. 

With that in mind, here are some crucial aspects to consider while selecting the right medical scheduling software.

• The software provider must sign a Business Associate Agreement (BAA). This is a non-negligible, legally binding aspect of HIPAA compliance
• Personal Health Information or credit card information should be protected from unauthorized access and must only be transmitted by HIPAA compliant emails
• The platform must have HIPAA-approved encryption practices in place, such as Transport Layer Security (TLS) 2.0 and AES (Advanced Encryption Standard) 256-bit encryption
• The platform should be updated on a regular basis to patch any security holes or to accommodate changes in HIPAA guidelines
• The software service provider should have strong data backup and recovery capabilities to prevent data loss and minimize business disruption
• The platform must have the ability to customize privacy and security settings and afford patients rights
• The platform must undergo frequent internal audits and vulnerability scans to keep track of risk

Benefits of an automated HIPAA-compliant scheduling software

Deploying any HIPAA-compliant software comes with a host of added benefits. Let’s explore some of them:

1. Improve data security: The most immediate advantage of employing a HIPAA-compliant scheduling software is the extra layer of security it adds to sensitive patient data and healthcare information. HIPAA policies and procedures mandate key security principles such as encryption protocol, role-based access control, and many other privacy features. 
2. Increase customer trust: A HIPAA compliance immediately instills a sense of trust among customers. And it does so in two ways—by telling them that you take data security and privacy very seriously and by assuring them that every process involving their data is done in accordance with international standards and regulations. 
3. Automate processes: In this digital age, automation isn’t just an added feature—it’s a necessity that helps you keep up with industry requirements and the demands of patient care. Automation strengthens SOPs and expedites processes, eliminating the need for manual, time-consuming processes and improving efficiency. 
4. Avoid repercussions: HIPAA is a regulatory compliance that is enforced by the federal government. This means any instance of non-compliance can get a company into some serious trouble—we’re talking hefty fines, legal trouble, and irreparable reputational damage. A HIPAA-compliance helps keep things normal. And sometimes that’s a good thing. 
5. Eliminate booking mishaps: In conjunction with the previous point, a HIPAA-compliant scheduling software significantly assists administration by eliminating scheduling mishaps such as double bookings and no-shows. This helps healthcare providers maximize productivity and simplify time management. 

Expedite your HIPAA compliance with Sprinto

Any healthcare provider knows the value of having a HIPAA-compliant software as an ally. And with the healthcare industry, time is of the essence. HIPAA, as a regulatory standard is document-heavy and can be extremely time-consuming if companies don’t know where to start. And a tool that’s meant to be an enabler of business can quickly become a disruptor. 

But there are ways to simplify the process like Sprinto. 

Sprinto is a compliance automation platform that specializes in reducing the effort and manhours that go into complex standards like HIPAA. We help you streamline policy making and alignment, automate predictable workflows, and conduct internal audits to help you keep your security updated with every requirement. In short, you become compliance-ready in a matter of weeks rather than months. 

FAQs

Are all scheduling software HIPAA compliant?

No, not all scheduling software is HIPAA compliant. Online appointment scheduling software is required to be HIPAA compliant and meet business associate standards since even something as trivial as a name is a covered entry under Protected Health Information (PHI).

What makes a system HIPAA compliant?

To be compliant with the US Health Insurance Portability and Accountability Act (HIPAA), companies that work with protected health information (PHI) must have the network, physical, and process security measures in place and follow them.

Why do healthcare providers need to be HIPAA compliant?

Healthcare providers in the US need to be HIPAA compliant since it is a regulatory requirement enforced by the federal government. Any security incidents or instances of non-compliance can invite hefty fines, legal trouble, and other adverse consequences.