Nearly everything can be booked with the tap of a screen, making online scheduling no longer a convenience but a crucial tool for modern patient care. Despite this, many healthcare providers struggle with scheduling systems that weren’t built for their practice.
Choosing the right online scheduling software is essential for business growth. Whether you’re a solo practitioner or managing a multi-location health system, selecting the right platform requires understanding your specific workflow needs and growth trajectory.
Key Features of Patient Appointment Scheduling Software
Patient scheduling software is designed to streamline workflows for providers and enhance the experience of patients. While platforms vary in complexity, the best tools are easy-to-use and include features that directly support efficient, secure, and patient-centered care:
- Online Self-Scheduling: Let patients book appointments 24/7 from any device, reducing call volume and wait times.
- Automated Appointment Reminders: Decrease no-shows with customizable reminders via SMS, email, or phone.
- EHR Integrations: Sync with your existing electronic health records to avoid double data entry and maintain up-to-date patient information.
- Calendar Integrations: Seamlessly connect with platforms like Google Calendar, Outlook, or iCal to manage availability and reduce scheduling conflicts.
- Customizability: Tailor workflows, availability rules, and intake forms to match your practice’s specific needs.
- HIPAA Compliance & Security: Protect patient data with secure, compliant systems that offer encryption, audit trails, and business associate agreements.
Benefits of Patient Appointment Scheduling Software
The benefits of integrating patient appointment scheduling software into your workflow are diverse. At the top of the list, using patient scheduling software can significantly improve daily operations and patient satisfaction.
Automating bookings and appointment reminders helps reduce staff workload and streamline appointment management, making it easier to fill last-minute cancellations and avoid double-booking. Patients benefit from the convenience of 24/7 online booking and automated text notifications. This can reduce no-shows by up to 40% and improve overall communication.
The best appointment scheduling platforms also offer HIPAA-compliant features, ensuring secure and efficient handling of patient information.
6 Best Patient Scheduling Software for Small Practices
Small medical practices need scheduling solutions that balance comprehensive healthcare features with budget-friendly pricing and easy implementation.
#1. DaySmart Appointments
Best for: Small practices
Pricing: Gold $99/month, Platinum $149/month, Enterprise: contact for pricing
Features: HIPAA compliant, customizable, calendar sync, 24/7 booking, reminders, mobile access
Limitations: Not out-of-the-box, but rather is customized to your organization’s size and needs
#2. Square Appointments
Best for: Solo providers, small teams
Pricing: Free (solo), Plus $29+/month, Premium $69/month
Features: Online booking + payment, mobile app, reminders, marketing tools
Limitations: Limited EHR integration; premium features in higher tiers
#3. SimplePractice
Best for: Behavioral health providers
Pricing: Starter $49/month, Essential $79/month, Plus $99/month
Features: Telehealth, reminders, client portal, billing, HIPAA-compliant
Limitations: Limited general medical features
#4. Google Calendar
Best for: Individuals and small teams
Pricing: Free for one booking page; Business Standard requires quote
Features: Basic scheduling, integrates with Google ecosystem, notifications
Limitations: Not healthcare-specific, multiple steps and configuration needed to reach HIPAA compliance
#5. Zoho Bookings
Best for: Cost-conscious small clinics
Pricing: Quote-based
Features: Syncs with Zoho suite, client self-booking, SMS/email reminders
Limitations: Not purpose-built for healthcare
#6. Calendly
Best for: Solo and growing practices
Pricing: Free, Standard $12/month, Teams $20/month, Enterprise $15k/year
Features: Simple setup, external calendar sync, reminders, team scheduling
Limitations: No EHR integration or healthcare-specific workflows, not HIPAA compliant
6 Best Patient Scheduling Software for Large Practices
Enterprise health systems require centralized scheduling platforms that manage high patient volumes, complex multi-provider coordination, and sophisticated reporting capabilities.
#1. DaySmart Appointments
Best for: A well-rounded, fully-integrated system
Pricing: Gold $99/month, Platinum $149/month, Enterprise: contact for pricing
Features: Schedule syncing, streamlined workflows, extensive API capabilities
Limitations: Not built for large hospital systems
#2. Zocdoc Practice Solutions
Best for: Attracting new patients
Pricing: No subscription, pay per booking
Features: Marketplace exposure, patient self-booking, reminders
Limitations: Fees per booking, even if canceled; limited provider control
#3. AdvancedMD
Best for: Large, multispecialty practices
Pricing: Quote-based
Features: Integrated EHR, billing, analytics, scheduling, cloud-based
Limitations: Complex setup, high cost, learning curve
#4. Experian Health
Best for: Enterprise health systems
Pricing: Quote-based
Features: Real-time eligibility checks, prior auth automation, Epic/Cerner integration
Limitations: Requires IT resources, custom pricing
#5. Dexcare
Best for: Health systems focused on digital access
Pricing: Quote-based
Features: Smart patient routing, demand forecasting, real-time scheduling
Limitations: Complex implementation tailored for large systems
#6. WellSky
Best for: Post-acute care networks
Pricing: Quote-based
Features: Scheduling for home health, rehab, hospice, and compliance tracking
Limitations: Not suitable for general ambulatory care; complex enterprise-level software
How to Choose a Patient Appointment Scheduling Solution
Selecting effective patient scheduling software requires evaluating several critical factors beyond basic appointment booking functionality.
Integration Requirements
Ensure seamless connectivity with your existing EHR, practice management system, and billing software.
Compliance Standards
Verify the vendor provides business associate agreements and maintains appropriate security certifications.
Support and Training
Comprehensive onboarding, training resources, and responsive customer service are essential for successful implementation.
Scalability Considerations
Choose solutions that accommodate your practice’s growth trajectory. Per-provider pricing models work well for expanding teams, while concurrent-user licensing may benefit practices with varying staffing levels.
HIPAA Compliance
Rest assured that your software enables you to comply with all US laws and protect your patients’ private health information. Explore HIPAA Compliant scheduling options here.
Simplify Patient Appointment Scheduling with DaySmart Appointments
Managing patient schedules can be a real headache. At DaySmart Appointments, we’ve built a medical scheduling solution that’s designed to make operations smoother, cut down on administrative busy work, and get your patients more engaged with your practice.
Our software gives you HIPAA-compliant scheduling with 24/7 online booking, automated reminders, and it plays nice with your existing EHR systems. This not only boosts satisfaction among patients and end-users, but also reduces inbound calls and manual data entry for your staff.
Plus, the DaySmart Appointments platform will grow with you, providing customizable scheduling workflows tailored to your practice’s unique needs. We act as a true scheduling partner by providing comprehensive onboarding and live support, since we know good implementation and training resources make all the difference.
When you get the right patient scheduling software, it doesn’t just organize your calendar. It changes the efficiency of operations, leading to better patient satisfaction.
Best Patient Scheduling Software FAQ
Below are some of the most common questions healthcare providers ask when evaluating patient scheduling solutions.