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The Best HIPAA Compliant Scheduling Software of 2025

HIPAA-compliant appointment scheduling software

If you’re running a modern medical practice, you already know one thing: everything you work with needs to be compliant with the Health Insurance Portability and Accountability Act (HIPAA).

HIPAA compliance isn’t just a box to check off. It’s the standard for being a reliable medical provider that patients are happy to return to. It’s about protecting your patients’ security and doing right by them with their most sensitive information.

But what does being HIPAA compliant actually mean when it comes to the software you choose? Specifically, why should your appointment scheduling software be HIPAA-compliant? 

In this guide, we’ll cover everything you need to know about HIPAA-compliant scheduling software. You’ll learn what it is, why it’s critical for your patients and your business, the best software options in 2025, and the must-have features you should look for when building your tech stack.

What is HIPAA-Compliant Scheduling Software and Why is it Important?

HIPAA-compliant scheduling software is exactly what it sounds like: It’s a platform that manages appointment booking for healthcare practices and meets the requirements of HIPAA.

HIPAA is a US law that protects the privacy and security of patients’ private health information (PHI). Software used in your practice to store, transmit, or manage PHI should follow strict security protocols.

Key HIPAA compliance factors include:

It’s not just hospitals that need this level of protection—it’s all medical practices that must have it, because HIPAA compliance is necessary for all patients. Therapy practices, dental offices, telehealth providers, and all other health-adjacent businesses must follow HIPAA rules to protect patient trust and avoid legal trouble.

Why is HIPAA Compliance Important for Appointment Scheduling?

HIPAA compliance not only demonstrates to patients that you respect their privacy and their rights, but it also helps build long-term loyalty to your practice and shows that you take professionalism seriously in every interaction. Furthermore, HIPAA-compliant scheduling software builds patient trust, starting from their first appointment scheduled with you.

Compliance ensures that patient health information (PHI) is protected from hackers, phishing, and general unauthorized access using safeguards like cloud backups and disaster recovery to keep critical patient data safe and accessible only to authorized staff.

Not to mention that non-compliance can lead to devastating fines, sometimes up to $2,134,831 per violation. Following HIPAA reduces your liability in the event of security incidents and protects your business, revenue, and reputation from irreparable harm.

Additionally, HIPAA mandates robust protections, including multi-factor authentication, role-based access controls, and encryption for PHI, both in transit and at rest. These measures help minimize the risk of data breaches. 

8 Examples of the Best HIPAA-Compliant Scheduling Software

To make it easy, we’ve gathered eight of the top HIPAA-compliant scheduling solutions for 2025. Each of these tools is designed to protect your patients’ data while keeping your practice running efficiently.

For each, we’ll note the pros, cons, and any pricing details available. Some of this software doesn’t just function as a scheduling software, but as an all-in-one bundle designed specifically for medical practices.

Dive into this list and see which one fits what you need:

1. DaySmart Appointments

Daysmart Appointments is notable for being an all-in-one scheduling solution designed with healthcare teams in mind. The platform is fully HIPAA-compliant and supports providers with features such as 24/7 scheduling, document management, automated reminders, integrated payments, and detailed reporting. With its robust API, DaySmart can also integrate seamlessly with existing EHR and other practice management systems.

2. Phreesia

Phreesia gives patients the comfort and accessibility of being able to check in for appointments through the app itself. It gives the patient control over their trip to a practice, all while keeping their personal information safe.

3. TimeTap

TimeTap offers patient scheduling software and a suite of features for healthcare teams, including paperless check-in, calendar syncing, and screening questions.

4. Setmore

Setmore is notable as it’s one of the few HIPAA-compliant scheduling software to offer a free tier. This and its simple user interface make it simple for newer clinics.

5. Acuity

Acuity is another HIPAA-compliant full suite. It’s popular for its easy interface, customizable features, and business tool integration.

6. CareCloud

CareCloud is, once again, another full suite product that brings basic practice software together in one space. It offers smooth integration, automated reminders, and the option for patients to schedule their own appointments.

7. NexHealth

Nexhealth is a patient experience platform that primarily focuses on communication and texting. It allows your patients to seamlessly communicate with your practice, and your practice can respond. Nexhealth can also slot into your practice very easily.

8. Central Reach

Central Reach is a well-known platform primarily used for autism and therapy care centers. It, once again, is an all-in-one suite that also works for any practice. It also offers a generous free trial.

Key Features of HIPAA-Compliant Scheduling Software

Not all HIPAA-compliant scheduling software is created equal. Some options check the compliance box but fall short on the practical features you need to actually run your practice efficiently.

Here are the must-have features you should search out:

Security and Data Handling

All scheduling is protected with HIPAA compliance and a signed Business Associate Agreement (BAA). This means that patient data is secured. With cloud backups and disaster recovery protocols, critical information should never be at risk.

Scheduling and Management

Patients should be able to book appointments online 24/7 with real-time availability syncing. Look for automated confirmations, reminders (email/SMS), and waitlist management to make rescheduling simple for your patients and staff.

Patient Experience

Look for a service that offers a secure client portal that gives patients access to forms, appointments, and records. Telehealth visits should be fully integrated with HIPAA-compliant video calls, and billing and payment processing need to be streamlined to make care more convenient.

What to Look for in a Healthcare Scheduling Solution

While HIPAA-compliant scheduling software is non-negotiable, other factors can make or break your experience with your software. Keep an eye out for these features when you’re looking for an appointment scheduling solution:

Remember, the right HIPAA-compliant scheduling software isn’t just about checking another box. It should protect your patients and your business while helping it run smoothly.

Start Scheduling withDaysmart Appointments

If you’re looking for a platform with everything, DaySmart Appointments stands at the top. It’s fully HIPAA-compliant, offers a full feature suite, and keeps patient data locked down tight. With Daysmart, your staff and patients no longer have to suffer with scheduling.

In 2025, protecting your patients’ information isn’t optional. So choosing the right scheduling software is one of the smartest moves you can make for your practice.

See how Daysmart can make your practice safer. Book a demo today.