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In the busy working world, the ability to call and schedule a physician appointment doesn’t always happen during office hours. To save time and also cut down on paper and staff workload, many physician practices are using patient scheduling software that offers features such as automated patient reminders and mobile apps for their patients to make appointments.
We’ve evaluated more than 20 companies that offer patient scheduling apps and narrowed the field down to the seven best companies in several categories. Keep reading to find out what software works best for your practice.
Best Overall : RXNT
Why We Chose It: Cloud-based software appropriate for offices of all sizes with straightforward pricing, comprehensive services, and customer services.
Cloud-based system appropriate for different practice sizes
Pricing is outlined and easy to understand
Customer service available around the clock
Must reach out to schedule a demo
Must rely on screen images of software on website to understand its appearance
Since 1999, RXNT has been offering software solutions for health practices. With several decades under its belt, it has worked to perfect its offerings and today has patient scheduling programs in addition to other software offerings. The software is cloud-based and also offers mobile apps for Apple iOS and Android. The platform is appropriate for small to large practices and is integrated for multiple locations.
The pricing for RXNT is up-front. You’ll pay $65 per month for medical billing, scheduling, online bill pay, and appointment reminders, and for $150, you can access their full suite of services, which includes e-prescribing, medical billing, access to a scheduler, practice management, and electronic health records. These are all integrated through a single sign-on. You can also get 10% off with an annual plan. Their pricing includes setup, training, and upgrades as well.
The main drawback for RXNT is that you must request a demo of their product as one isn’t available on their website. However, there are images of the platform available via their site as well as client reviews.
One of the aspects we liked about RXNT was the emphasis on customer service. They offer U.S.-based support from their Maryland office that includes standard customer support from 8 a.m. to 6 p.m. EST, Monday-Thursday and 8 a.m. to 5 p.m. on Friday. They also have an around-the-clock line for critical issues that may arise. In addition, they have developed online interactive tools and modules so help is always available.
Best Budget : Sagenda
Why We Chose It: Sagenda is the most budget-friendly software, offering a $0 patient scheduling platform.
Platform is $0 per month
Can integrate Sagenda into several platforms including Facebook and Squarespace
Software will generate personalized emails related to appointment booking
Not geared specifically to any profession
There are charges for system changes, product development, or additional Sagenda modules
If you are starting with online patient scheduling or simply don’t have the budget to expand, Sagenda is a $0 option. At no cost, you can obtain a free account that allows for unlimited patient bookings, unlimited clients, and unrestricted access to data. Sagenda does not use advertising nor does it sell your information to third parties.
They do make their money if you want an expansion of their modules or customize aspects of their program. If you do need additional services, the Sagenda team will provide free quotes to do so. Most add-ons are listed from $9.50 to $14.99. However, you do not have to subscribe to a module to open an account nor do you have to provide a credit card when you open an account.
Of course, the question for free booking software is its quality. While medical offices utilize this software, it is geared towards many different professions so it may be too general depending upon your needs. A demo is available on Sagenda’s website so you can evaluate if the software will meet your needs. You can customize some aspects of the account including date format, colors, and reminders.
As a bonus, you can integrate Sagenda into your existing website, Facebook, Squarespace, WordPress, and more. The software is also available in other languages, including French, Spanish, German, Russian, and Chinese.
Best for Multiple Locations : Solutionreach
Why We Chose It: Solutionreach provides scheduling coordination among multiple practices.
Larger, multi-practice and hospital clients have a dedicated support person(s) for customer service
Offers specialty-focused software, including dermatology, pediatrics, and multi-specialty practices
Ability to run efficiency reports for multiple locations
No weekend customer service support
Must schedule a demo for examples of most of their features
While Solutionreach provides scheduling software for solo and multiple practices as well as hospitals, it offers several features that set them apart for multi-location practices. This includes the ability to run a single report related to efficiency across multiple practices as well as a dedicated support person or persons for customer service for larger practices. The company also has scheduling software geared toward several specialties that is customizable for multi-specialty, multi-location practices.
Its scheduling software is designed to recognize if a patient is a new or existing patient and can generate paperwork accordingly. They also offer links and widgets for their scheduling software that can be placed on social media pages or a practice’s pre-existing website. With their software, they promise to reduce patient no-shows and reduce scheduler workload. To see most of their products, however, you’ll need to contact the company to schedule a demo.
They also do not list pricing on their site and for multi-specialty practices, you’ll need to submit a request for proposal (RFP).
Solutionreach offers customizable appointment reminders that include voice and text messages; you can even instruct their software to send your patient a happy birthday message. They also offer a two-way text messaging feature that’s HIPAA-compliant and allows your office or physicians to text in a secure manner.
In terms of customer support, they offer phone and live support Monday through Friday as well as access to more than 650 articles and videos. They do not, however, have in-person support should you need help on the weekend.
Best for Small Offices : iSalus
Why We Chose It: Product geared toward smaller offices that can customize nearly every aspect of the service, plus single user sign-on for all platforms.
Highly customizable product for small offices
Offers patient portal app to request appointments
Ability to sign on once and use multiple products
Charge separate fees for training and implementation
Does not list pricing
iSalus is a cloud-based scheduling program that’s found its niche providing products for smaller and private practices. They offer patient scheduling and electronic health records for many physician specialties, including orthopedics, nephrology, neurosurgery, and urology. In addition to these services, they also provide medical billing, telehealth, and patient portal management. Their portal app allows patients to submit requests and track their appointments which can help to reduce no-shows.
We liked iSalus specifically for smaller offices because they offer to reconfigure or adjust virtually any aspect of their platform to fit a small practice’s needs. Other companies that cater to larger practices often don’t have this capability. They also have more than a thousand templates available in a variety of specialties.
The iSalus team also market their offerings as very convenient and streamlined for smaller practices. An example is that there is a single database with a single user sign-on for scheduling, electronic health records, and billing software where many other companies utilize multiple logins.
In terms of cost, iSalus doesn’t have a flat rate but instead determines price based on medical specialty and the practice’s size. They do charge separate fees for training and implementation. However, once your software is up and running, the company assures there are no hidden costs.
Best for Medical Specialists : Nextech
Why We Chose It: Nextech's software is geared toward specialty providers with productivity in mind.
Caters to specialties such as ophthalmology, plastic surgery, and orthopedics
Patient app that includes a virtual waiting room to check-in
Does not list product pricing
Does not provide information for software outside these specialties
Nextech is a cloud-based software company that gears its management and patient scheduling products to specialty. The company advertises that it’s the number one ophthalmology electronic medical records vendor, and it also advertises specialty products for plastic surgery, dermatology, medical spa, and orthopedics. Through offering services to particular specialties, Nextech believes they have streamlined their process so medical specialists who purchase their tech get just what they need.
Patients can request and view their appointments via their myPatientVisit app which also allows them to participate in telehealth visits. Patients can confirm their appointments via the app which immediately translates to the scheduling software. We also liked that the app has a “virtual waiting room” so patients can be prompted when the doctor is ready to see them for in-office appointments.
Nextech doesn’t list the pricing for their products so you’ll have to inquire to find out more about their costs. They do offer additional integrated solutions such as an electronic medical record, practice management, and revenue cycle management.
Best for Hospitals : Epic
Why We Chose It: Epic offers large-scale, customizable solutions for scheduling as well as the ability to integrate with multiple platforms.
Provides scheduling services for some of the country’s largest hospitals and hospital systems
Company offers pre-built programs for a variety of specialties with customization available
Too many options for smaller practices
Does not list prices for software and services
Epic is a software company whose size and services mirrors its name. Their cloud-based services include “patient experience” which encompasses their patient scheduling as well as telehealth, analytics, revenue cycle, and more. It’s the scheduling software of choice for large organizations like Johns Hopkins Hospital and the Mayo Clinic and our choice for “Best for Hospitals." According to their website, Epic’s software is utilized in a variety of practice settings, including academic medical centers, community hospitals, rehab centers, and multi-specialty groups.
On the patient side, Epic’s product is MyChart. This is an app- or cloud-based software where a patient can schedule appointments and even message their doctors. Depending upon the office’s preferences, a patient can either schedule an appointment or the request is pushed to a scheduler. The software utilizes decision trees using information based on the patient’s history and requests to assist schedulers in finding the right time. The software also features a dashboard that maintains information about scheduling trends, including high-volume scheduling times.
Epic’s software is built in-house and is customizable based on a hospital’s needs (they also have pre-built programs). Epic has several specialty modules already built, including cardiology, dental, dermatology, orthopedics, and radiology. Because the software is so scaleable and varies based on facility, Epic does not list average costs.
The ability to integrate several different programs on Epic is an advantage to many hospitals so they can have one Epic platform that aids in billing, regulatory compliance, benchmarking, and more. Epic shares lots of case studies on their outcomes page about their scheduling software, which helps to gain a better understanding of how patients and facilities use Epic.
Best for Private Practices : SimplePractice
Why We Chose It: SimplePractice is a cloud-based software that offers services geared toward private practices, including online patient intakes, a mobile platform, and online scheduling.
Technology features cater to those in private practice
Offers free 30-day trial
Has dedicated switching team to help practices learn their new software
Caters primarily to behavioral health specialists
Not intended for very large practices or hospitals
SimplePractice is a cloud-based patient scheduling software for those in private practice. Because it is a niche product, its offerings are a fit for health practitioners such as chiropractors, physical therapists, occupational therapists, acupuncturists, and more. However, the software was specifically designed for behavioral health practitioners such as therapists and counselors. They do offer a platform for multiple practitioners in the same office, but it’s not intended for larger practices.
The software includes multiple key features such as a digital client portal, free appointment reminders, paperless intakes, a mobile platform, and payment processing. You can also take advantage of other software options including billing and documentation. We also liked that the company has a dedicated “switching team” for those who already utilize another company’s electronic health record and are switching.
SimplePractice offers a free 30-day trial of their services before you have to switch to their paid plans. If you do choose to subscribe after the free trial, the platform is $39 a month at its base price. The highest-price plan features custom templates and is $59 per month. There are also optional add-ons such as telehealth and website building that may impact the price.
Patient scheduling software companies cater to a variety of practice sizes and specialties. Choosing one that is aligned to your practice will likely help save you money and time because it’s more customized. Many companies will schedule demonstrations and illustrate client success stories to give you the best impression as to what it’s like to be their customer.
|Site||Why We Picked It||Type||Costs|
|RXNT||Best Overall||Cloud-based||$65 per month for base model|
|Sagenda||Best Budget||Cloud-based||$0 for base product|
|Solutionreach||Best for Multiple Locations||Cloud-based||Vary based on selected products|
|iSalus||Best for Small Offices||Cloud-based||Vary based on practice size|
|Nextech||Best for Medical Specialists||Cloud-based||Vary based on selected products|
|Epic||Best for Hospitals||Cloud-based||Vary based on selected products|
|SimplePractice||Best for Private Practices||Cloud-based||$39 monthly base price|
What Is Patient Schedule Software?
Patient scheduling software is cloud-based or installed computing programs that allow hospitals, physician practices, surgery centers, and other medical offices the ability to manage their patient appointments. Patient scheduling software may have different functionalities, which often depend upon the practices’ needs and size. This may include the ability:
- For patients to self-schedule their appointments
- For patients to check-in remotely
- To track metrics such as the number of patients seen per day, average wait times, etc.
What Types of Offices Can Use Patient Scheduling Software?
Software designers have created patient scheduling software for several medical office types. Some are intended for smaller practices while others are scaled for larger hospital systems. Other companies offer scheduling software that has many customizable aspects to gear toward physician specialties or patient population.
What Are the Average Costs of Patient Scheduling Software?
As a general rule, the more custom the product, the costlier it is. Because patient scheduling software is often customized in terms of roll-out, interface, and customer service support, many companies do not list the prices of their scheduling software. In the websites we reviewed, we saw prices that ranged from $0 to nearly $200 per month. For very large hospitals and practices, this number is likely higher.
When considering the costs for patient scheduling software, it’s important to consider both what you can afford and what the software has the potential to save you in terms of work hours, satisfied patients, and potential reduction in no-shows.
Is Patient Scheduling Software Worth It?
Patient scheduling software offers many advantages for practices that provide value, including:
- Reducing workload on patients or surgery schedulers
- Increasing access for patients who make appointments after-hours
- Allowing offices to better track their productivity and patients
Additionally, as financial incentives for meaningful use and regulations require patient medical records to be accessible online, the use of electronic scheduling systems reflect the times where automated and computer scheduling is increasingly common.
We reviewed 28 software companies that offered patient scheduling apps and services before narrowing our field down to seven. We considered costs, customizability, customer service, and ability to integrate with existing software or the company’s own products, such as patient billing software. We also considered the individual categories, such as if the software caters to certain specialties or is available for larger hospitals and organizations before selecting winners in each category.