Quick answer: The best healthcare CRM depends on size and budget, but it must come with a signed Business Associate Agreement (BAA) if it will hold patient data. Salesforce Health Cloud is the most complete option for health systems ($350 to $725 per user per month). Microsoft Dynamics 365 suits Microsoft-based organisations, with its BAA available by default. LeadSquared is built for patient acquisition and signs a BAA. HubSpot signs a BAA on Enterprise plans only, and Zoho CRM is the lowest-cost HIPAA-ready CRM. Vendor-published, checked September 2026.
Updated October 2026.
Healthcare organisations use a CRM to manage patient acquisition, referrals, appointment follow-up and ongoing engagement, the relationship work that sits outside the electronic health record (EHR). Because that work usually involves protected health information (PHI), the first filter is not features but compliance: under HIPAA, any vendor that stores PHI for a covered entity must sign a BAA.
This guide compares the CRMs healthcare providers, practices and health-tech companies use most, what each vendor says about HIPAA and BAAs, and what each costs.
Healthcare CRM Solutions Compared
Pricing checked September 2026. Vendor-published prices in US dollars, before tax and implementation.
| CRM | Best for | BAA available? | Published pricing |
|---|---|---|---|
| Salesforce Health Cloud | Health systems, payers and large provider groups | Yes, Business Associate Addendum through your account rep | $350 to $725 per user per month, billed annually |
| Microsoft Dynamics 365 | Organisations standardised on Microsoft | Yes, Microsoft’s HIPAA BAA applies by default to in-scope services, including Dynamics 365 | Sales $65 / $105 / $150 per user per month, paid yearly |
| LeadSquared | Patient acquisition for hospitals, clinics and specialty practices | Yes, LeadSquared states it has a BAA in place for healthcare customers | Quote only for healthcare CRM |
| HubSpot | Health-tech companies and practices doing inbound marketing | Yes, on Enterprise subscriptions only | Sales Hub Enterprise $150 per seat per month + $3,500 onboarding; Smart CRM Enterprise from $75 per seat |
| Zoho CRM | Small practices on a tight budget | Yes, on request ([email protected]) | HIPAA compliance listed from Standard, $14 per user per month billed annually |
| monday CRM | Teams already using monday.com | HIPAA compliance listed on the Ultimate plan | Ultimate is custom-priced |
| Keragon | Connecting a CRM to EHRs and other tools without exposing PHI | Yes, standard BAA from the Starter plan | $149 per month, or $99 per month billed annually (Starter) |
Which Healthcare CRM Should You Choose?
- Choose Salesforce Health Cloud if you are a health system, payer or large provider group with budget for an implementation partner.
- Choose Microsoft Dynamics 365 if your organisation already runs on Microsoft 365 and Azure and wants the CRM under the same agreements.
- Choose LeadSquared if your priority is high-volume patient acquisition across call centres, campaigns and locations.
- Choose HubSpot if you are a digital health company or practice group that grows through inbound marketing and can budget for Enterprise.
- Choose Zoho CRM if you are a small practice that needs a HIPAA-ready CRM at a low per-user price.
- Choose monday CRM if your teams already run operations in monday.com and you are ready for the Ultimate plan, the only tier that lists HIPAA.
What Is a Healthcare CRM?
A healthcare CRM is customer relationship management software adapted for patients, referring providers and members. It tracks every inquiry and patient from first contact through scheduling and follow-up, automates reminders and outreach, manages referral networks, and reports on which campaigns and referral sources bring in patients. Unlike a general CRM, a healthcare CRM must be configured and contracted to handle PHI under HIPAA.
Is a Healthcare CRM the Same as an EHR?
No. Hospitals and practices run clinical care in an EHR such as Epic, Oracle Health or athenahealth, which holds the medical record. The CRM handles the relationship around that care: marketing, patient acquisition, contact-centre work, referral management and engagement between visits. The two are usually integrated so scheduling and patient status flow between them, but they are separate systems with separate purposes.
What Makes a CRM HIPAA-Ready?
- A signed BAA. The vendor must sign a Business Associate Agreement that covers the specific products you will use to store PHI. No BAA, no PHI.
- Access controls. Role and field-level permissions so staff only see the PHI they need.
- Encryption. Data encrypted in transit and at rest; some CRMs also offer field-level encryption for health fields.
- Audit logging. A record of who viewed or changed patient data.
- Controls on integrations and exports. PHI should not leak into email tools, spreadsheets or apps that are not covered by a BAA.
A vendor being “HIPAA compliant” is not enough on its own: compliance depends on the BAA, which features you enable, and how your team uses the system. See HHS guidance on the HIPAA Privacy Rule.
The Best Healthcare CRMs in 2026
1. Salesforce Health Cloud: best for health systems and payers
Health Cloud is Salesforce’s healthcare edition, with sales, service and patient-engagement capabilities built on the Salesforce platform. Customers subject to HIPAA arrange a Business Associate Addendum with their Salesforce account representative.
| Edition | Price per user per month (billed annually) |
|---|---|
| Health Cloud Sales & Service Core | $350 |
| Health Cloud Sales & Service Advanced | $525 |
| Health Cloud Service Max | $700 |
| Health Cloud Sales Max | $700 |
| Health Cloud Sales & Service Max | $725 |
Choose it if you are a hospital system, payer or large multi-site group with implementation budget and in-house or partner Salesforce expertise.
2. Microsoft Dynamics 365: best for Microsoft-based organisations
Dynamics 365 is Microsoft’s CRM, and it is listed among the in-scope services in Microsoft’s HIPAA Business Associate Agreement, which Microsoft makes available by default to covered entities and business associates through its Online Services Data Protection Addendum. Dynamics 365 Sales costs $65 (Sales Professional), $105 (Sales Enterprise) or $150 (Sales Premium) per user per month, paid yearly. Choose it if your organisation already runs on Microsoft 365, Azure and Power BI and wants the CRM in the same compliance boundary.
3. LeadSquared: best for patient acquisition
LeadSquared sells a healthcare CRM focused on patient inquiries, scheduling and engagement, with an EHR-HL7 connector for passing referral and patient data between systems. It states that its healthcare CRM is HIPAA-compliant “with a Business Associate Agreement (BAA) in place”, along with encryption, access controls and audit trails. Healthcare pricing is quote-based. Choose it if you run high-volume patient acquisition across call centres, campaigns and locations.
4. HubSpot: best for health-tech and inbound marketing
HubSpot supports storing sensitive data, including PHI, on Enterprise subscriptions only (Marketing, Sales, Service, Data, Content Hub Enterprise or Smart CRM Enterprise). Admins enable the sensitive data setting and identify the account as a HIPAA covered entity or business associate, which applies HubSpot’s BAA. Free, Starter and Professional plans cannot be used for PHI. Sales Hub Enterprise is $150 per seat per month plus a $3,500 onboarding fee; Smart CRM Enterprise starts at $75 per seat per month. Choose it if you are a digital health company or practice group whose growth depends on inbound marketing and you can budget for Enterprise.
5. Zoho CRM: best budget HIPAA-ready CRM
Zoho CRM lists HIPAA compliance as a feature from its Standard plan ($14 per user per month billed annually), with options to mark and encrypt ePHI fields, restrict exports and API transfer of health fields, and log access to PHI. Zoho provides its BAA template on request from [email protected]. Choose it if you are a small practice, clinic or health service that needs a capable CRM without an enterprise budget.
6. monday CRM: best for teams already on monday.com
monday CRM lists HIPAA compliance on its Ultimate plan (the new name for its Enterprise tier), which is custom-priced. Lower tiers start at $12 per seat per month billed yearly but do not list HIPAA. Choose it if your operations already run on monday.com and you are ready for the Ultimate tier. If you only need a general sales CRM, compare it with HubSpot or Zoho CRM.
7. Keragon: best HIPAA automation layer
Keragon is not a CRM but a HIPAA-compliant workflow and AI-agent platform that connects CRMs, EHRs, forms and scheduling tools. It includes a standard BAA from the Starter plan ($149 per month, or $99 per month billed annually), with Professional at $399 and Scale Up at $1,499 per month, and a 14-day trial. Choose it if you need to move PHI between systems (for example, form to EHR to CRM) without building custom integrations.
What Is the Best CRM for Hospitals?
For hospitals and health systems, Salesforce Health Cloud and Microsoft Dynamics 365 are the usual choices: both are enterprise-scale platforms with established BAAs and large partner ecosystems for EHR integration. LeadSquared is a strong option when the goal is patient acquisition and contact-centre efficiency. Smaller specialty and primary care practices rarely need that scale; Zoho CRM, HubSpot Enterprise or LeadSquared are more common there.
How Much Does a Healthcare CRM Cost?
- Small practices: from $14 per user per month for a HIPAA-ready general CRM (Zoho CRM Standard), plus a BAA.
- Mid-sized groups and health-tech: roughly $65 to $150 per user per month (Dynamics 365 Sales, HubSpot Enterprise), plus onboarding.
- Health systems and payers: $350 to $725 per user per month for Salesforce Health Cloud, before implementation partners.
Budget separately for implementation, EHR integration and staff training, which often exceed first-year licence costs on large deployments. Our CRM pricing guide breaks down these hidden costs.
How to Choose a Healthcare CRM
- Get the BAA first. Confirm in writing which products and plan tiers the BAA covers.
- Map your EHR integration. Ask how patient status and appointments sync, and whether the connector is included or extra.
- Define the use case. Patient acquisition, referral management, care coordination and member engagement need different features.
- Check the tier. Several vendors (HubSpot, monday CRM) only support PHI on their top plans.
- Plan your data rules. Decide which fields hold PHI and restrict exports and integrations accordingly.
Compare more options in our healthcare CRM category and our healthcare software guide.
Frequently Asked Questions
What is the best CRM for the healthcare industry?
Salesforce Health Cloud is the most complete healthcare CRM for large organisations. Microsoft Dynamics 365 suits Microsoft-based organisations, LeadSquared is strong for patient acquisition, and Zoho CRM is the most affordable HIPAA-ready option for small practices.
What is a CRM system in healthcare?
It is software that manages relationships with patients, referring providers and members: inquiries, scheduling follow-up, reminders, outreach campaigns and referral tracking. It works alongside the EHR, which holds the clinical record.
Is HubSpot HIPAA compliant?
HubSpot supports PHI and signs a BAA only on Enterprise subscriptions, once an admin enables sensitive data and identifies the account as a HIPAA covered entity or business associate. Free, Starter and Professional plans should not be used for PHI. Checked September 2026.
Does Salesforce sign a BAA?
Yes. Salesforce offers a standard Business Associate Addendum tied to its HIPAA-covered services; customers arrange it through their account representative.
Is Zoho CRM HIPAA compliant?
Zoho CRM lists HIPAA compliance from its Standard plan and offers ePHI field encryption, export restrictions and access logging. You need Zoho’s BAA, available on request from [email protected], before storing PHI.
What software do hospitals use?
Hospitals run clinical care in an EHR such as Epic or Oracle Health, and use a CRM such as Salesforce Health Cloud, Microsoft Dynamics 365 or LeadSquared for patient engagement, marketing, contact centres and referrals.
How much does a healthcare CRM cost?
From about $14 per user per month for a HIPAA-ready general CRM like Zoho CRM, to $65 to $150 for Dynamics 365 Sales or HubSpot Enterprise, and $350 to $725 per user per month for Salesforce Health Cloud, before implementation.
Is monday CRM HIPAA compliant?
Only on its Ultimate plan, which is custom-priced and the only monday CRM tier that lists HIPAA compliance. Basic, Standard and Pro do not, so keep patient data off them. Confirm in writing that a BAA covers your account before you store any PHI.
