Best Patient Management Software for Doctors 

Doctors in the U.S. clock nearly 58 hours a week, but less than half that time is spent with patients, according to a 2024 AMA survey. 

So where does the rest of their time go? 
 
Mostly to paperwork and other administrative tasks that slow down care. 

To tackle these challenges, practices increasingly rely on Patient Management Software (PMS) – a tool designed to simplify the usual admin responsibilities and keep the clinic running well. 

In this article, we’ll explore the best PMS options out there for doctors in the U.S.  We’ll, highlight features and value of each of these tools to help you find the right fit for your practice. 

What is Patient Management Software? 

As we touched on, Patient Management Software (PMS) is a platform that automates routine administrative tasks for healthcare practices. Unlike Electronic Health Records (EHR) that focus on handling clinical data, PMS typically deals with scheduling, billing, patient communication and so on. 

Contrast with EHR/EMR systems

EHRs store medical records and track clinical information, while PMS focuses on the business side of healthcare. EHRs manage diagnoses, treatment plans, and patient history, whereas PMS ensures appointments, billing, and office operations run smoothly. Together, they create a complete solution for both patient care and practice management. 

Common challenges practices face without a system like PMS 

1. High no-shows and scheduling hassles 

Missed patient appointments and inefficient scheduling disrupt workflows and cost practices thousands each year. 

2. Scattered patient records 

Paper charts or uncoordinated systems increase errors and slow down care. 

3. Insurance delays and denied claims 

Manual verification and claims handling can cause payment delays and extra administrative work. 

4. Challenges with telehealth and remote care 

Without a unified system, managing telehealth visits and remote monitoring is cumbersome. 

5. Weak patient engagement

Delayed results, limited portals, and inconsistent follow-ups make patients feel disconnected. 

6. Compliance pressures 

Manual processes make HIPAA and data security harder to maintain, raising legal and financial risks. 

What are the key features to look for in PMS? 

Here are 6 features you need to look for in your PMS. 

1. Smart scheduling 

Your PMS should simplify your practice’s appointment management. You’ll want features that reduce missed visits, send reminders automatically, and keep calendars up to date. 

2. Integrated billing

A PMS should simplify your billing and claims management, either with built-in tools or through integration with revenue cycle management system. Look for features that can verify insurance eligibility, submit claims electronically, and track payments. 

3. Patient portal 

Patients expect convenient access to their health information. A strong PMS should include a patient portal where they can view records, schedule visits and communicate securely with your practice. 

4. EHR integration 

A PMS works best when it communicates well with your Electronic Health Records. Integration with EHRs/EMRs allow free flow of relevant patient information between systems. 

5. Reporting and analytics 

Seek customizable reports and dashboards in your PMS that let you monitor performance, track trends, and make informed operational decisions. 

6. Security and compliance

Patient data is sensitive and hence protected under several rules and regulations like HIPAA. Look for a PMS that offers encryption, access controls, audit trails, and regular updates to keep your practice compliant and secure. 
 
So, with the must-have features in mind, here are five best patient management software solutions worth considering for your practice. 

5 Best Patient Management Software for Doctors 

1. LeadSquared

LeadSquared is a fully HIPAA-compliant, AI-powered Patient Management System designed to take the complexity out of running a healthcare practice. It centralizes patient records, appointments, billing, and communication in one platform, while automation handles the repetitive tasks that often slow teams down.

Pros 

• Streamlines patient intake with digital intake tools and effortless appointment scheduling. 

• Consolidates patient data, including medical history, appointments, and communications, into a single view. 

• Supports multiple communication channels for smooth interactions with patients. 

• Tools for effortless referral management. 

• Offers customizable workflows to fit specific practice needs and improve efficiency. 

• Provides analytics and dashboards to monitor patient engagement and operational performance. 

• Lexi AI, LeadSquared’s AI virtual assistant, supports healthcare call center operations by handling patient inquiries, managing appointments, and summarizing calls for staff. 

Cons 

• Initial setup can be complex and may require extensive customization. 

• Users may experience a learning curve due to the platform’s extensive features. 

Pricing 

• Pro – $60 per user/ month 

• Super – $100 per user/ month 

2. athenaOne

athenaOne is a cloud-based healthcare platform that combines EHR, medical billing, and patient engagement tools in one system. It uses AI to streamline documentation, reduce administrative work, and help practices focus more on patient care. 

Pros 

• Uses AI-powered documentation to transcribe doctor-patient conversations in real time, reducing manual entry. 

• Automates coding and billing to reduce claim denials and improve reimbursement accuracy. 

• Provides a patient portal and mobile app for scheduling, accessing test results, and secure communication. 

• Allows customizable workflows to match the unique needs of each practice. 

• Features robust reporting tools and dashboards to track performance and support data-driven decisions. 

Cons 

• Some users report a steep learning curve due to the platform’s extensive features. 

• Occasional software glitches and interface slowdowns have been noted. 

• Pricing information isn’t always transparent, requiring direct consultation. 

Pricing

Custom pricing.

3. NextGen Healthcare

NextGen Healthcare is a cloud-based Practice Management System that helps small to mid-sized practices manage patients, scheduling, billing, and communication in one platform. It integrates with EHRs to streamline workflows and reduce administrative work, letting staff focus more on patient care. 

Pros 

• Combines scheduling, billing, and clinical documentation into a single, unified workflow. 

• Offers customizable templates tailored to different specialties for faster, more accurate documentation. 

• Includes a patient portal for appointment scheduling, accessing health information, and secure messaging. 

• Provides revenue cycle management tools, including claims scrubbing, coding assistance, and financial reporting. 

• Supports mobile access so staff can manage tasks remotely and stay productive. 

Cons 

• The interface can be unintuitive at first, requiring a learning period. 

• Customizing workflows and templates for specific practice needs may take time. 

• Support response times can vary, which may affect issue resolution. 

Pricing

Custom pricing. 

Salesforce Health Cloud

Salesforce Health Cloud adapts the power of Salesforce’s well-known CRM to the needs of healthcare. It helps practices manage patient relationships, coordinate care across teams, and handle complex workflows while maintaining HIPAA compliance. 

Pros 

• Creates unified patient profiles by consolidating data from EHRs, wearables, and other systems. 

• Uses AI-powered analytics to predict risks and support proactive care management. 

• Supports real-time collaboration among care teams for better coordination and decision-making. 

• Scales easily, making it suitable for both small practices and large healthcare organizations. 

• Built with strong compliance and security standards, including HIPAA, to safeguard patient data. 

Cons 

• Implementation can be complex and may require dedicated IT resources. 

• Pricing may be high for smaller practices, especially at advanced tiers. 

• Customizing workflows often requires additional development work. 

Pricing 

• Enterprise Edition: $350 USD/user/month  

• Unlimited Edition: $525 USD/user/month  

• Agentforce 1: $750 USD/user/month 

5. eClinicalWorks

eClinicalWorks is an EHR-first platform with PRM features that extend its capabilities into patient management and CRM. It integrates scheduling, messaging, billing, analytics, telehealth, and clinical workflows into a single cloud-based platform. 

Pros 

• Brings together appointment management, messaging, billing, and referrals seamlessly. 

• AI features streamline charting, predict patient no-shows, and simplify paperwork. 

• Supports patient portals, mobile apps, and online appointment booking. 

• Adaptable across different medical specialties. 

• Secure, HIPAA-compliant cloud hosting with audit trails for data safety. 

Cons 

• Some users experience inconsistent support or navigation challenges. 

• Integrations and customizations may increase costs and setup time. 

Pricing 

• Around $10,000 per provider (one-time license)  

• Or $599 per provider per month for the subscription version  

• Extra features like AI tools and kiosks cost about $100 per provider per month 

Conclusion 

A good Patient Management Software is an investment in efficient operations, happier patients, and stronger revenue. The best system is the one that aligns with your practice’s priorities, whether that’s scheduling, billing, or patient communication. 

If you want all of this in one platform, with automation and AI built in, LeadSquared is a great choice. 

Book a quick demo with LeadSquared to see how it can work for your practice. 

FAQs

1

2. Do small practices really need a PMS? 
 
Yes. Administrative challenges don’t disappear with size—missed appointments, billing delays, and communication gaps can hit smaller clinics harder because they have fewer staff. A PMS automates repetitive work, making a lean team more productive. It also ensures patients get reminders, updates, and better service, which directly improves retention and revenue. 

3. How does a PMS help reduce no-shows? 
 
Most PMS solutions send automated reminders by SMS, email, or push notifications. They also make rescheduling easier, so patients aren’t lost if something comes up. LeadSquared goes further by supporting WhatsApp reminders and AI-powered nudges, which improve attendance rates. Reducing no-shows means fewer gaps in the schedule and better financial stability for the practice. 

4. Is a PMS expensive to maintain? 
 
Not typically. Modern PMS platforms are cloud-based, so practices don’t need servers or in-house IT teams. Pricing usually depends on practice size and features needed. While advanced features may cost more, the savings from fewer no-shows, faster billing, and reduced manual errors often offset the expense. LeadSquared, for example, offers tailored pricing, so practices pay for what they actually use. 

5. Can a PMS improve patient communication? 
 
Yes. A PMS centralizes all channels—calls, emails, SMS, and patient portals—so messages don’t get lost. Automated follow-ups ensure lab results, prescriptions, or reminders reach patients on time. LeadSquared adds multichannel capabilities, including WhatsApp, so practices can connect with patients where they are most active. Better communication leads to stronger patient relationships and satisfaction. 

6. Will my staff need a lot of training to use a PMS? 
 
There is usually a learning curve, but most PMS platforms are designed to be user-friendly with dashboards and intuitive workflows. Vendors often provide onboarding and training support. 

7. Can a PMS help with telehealth? 
 
Yes. Many PMS tools integrate with telehealth platforms or have built-in virtual visit scheduling. This means appointments, notes, and billing for virtual care stay within the same workflow. Practices can manage in-person and telehealth patients seamlessly, track outcomes, and ensure proper reimbursement. Having telehealth inside the PMS also helps with follow-ups and remote patient engagement. 

8. How does a PMS handle billing and insurance claims? 
 
PMS systems streamline billing by automating claim submission, checking for errors before sending, and tracking rejections or denials. This reduces manual effort and improves cash flow. Some platforms handle this directly, while others, like LeadSquared, integrate with billing and insurance systems for smoother processing. By reducing errors, practices cut down on revenue leakage. 

9. Is a PMS secure enough for patient data? 
 
Yes, if you choose a HIPAA-compliant vendor. Reputable PMS providers use encryption, secure cloud hosting, and audit trails to protect sensitive data. Access controls ensure only authorized staff see patient information. Many systems also log activity for compliance reporting. LeadSquared and other top PMS vendors make security a top priority, so practices stay protected from breaches. 

10. How do I choose the right PMS for my practice? 
 
Start with your pain points—do you need better scheduling, faster billing, or improved patient engagement? Then compare features, ease of use, integrations, and cost. Smaller practices may value simplicity, while larger ones need scalability. If you want a PMS that’s customizable, integrates well with EHRs, and uses AI to automate repetitive work, LeadSquared is a strong candidate. 

11. Can a PMS help track patient outcomes? 
Yes. While EHRs capture medical details, many PMS platforms now include reporting and analytics that track appointments kept, treatment adherence, and follow-ups completed. This data helps practices identify gaps in care and intervene early. Some systems also allow outcome dashboards that connect to clinical data, giving providers a more complete picture of patient progress. 

12. How does a PMS support multi-location practices? 
For practices with more than one location, a PMS centralizes scheduling, records, and billing across sites. Staff can access shared patient data without duplication, and management gets a unified view of operations. LeadSquared, for example, offers customizable workflows and multi-branch reporting, making it easier to track performance and coordinate care across multiple clinics. 

13. Does a PMS integrate with marketing or patient engagement tools? 
Yes. Many PMS solutions connect with CRMs, email tools, or marketing platforms to help practices attract and retain patients. This can include automated campaigns, satisfaction surveys, or recall reminders. LeadSquared stands out here, since it combines patient management with CRM-like engagement features, allowing practices to nurture stronger, long-term patient relationships. 

14. Can a PMS adapt to specialty-specific needs? 
Definitely. Most modern PMS platforms offer templates and workflows tailored to specialties like dentistry, dermatology, or behavioral health. This ensures that scheduling, documentation, and billing codes fit the specific practice type. Some vendors allow deep customization, so providers can fine-tune the system to their exact workflows, rather than forcing a one-size-fits-all model.