In 2025, every company is a tech company — including health practices. Technological advancements made in the last few years, in particular, have completely transformed the way the healthcare industry operates, with digital platforms now making it easier than ever to manage appointment scheduling, patient records, and everything in between.
This has been largely driven by the evolution of practice management software, which is designed to automate and streamline the administrative, financial, and operational aspects of running a practice. However, there are a lot of platforms to choose from, offering different functionalities and price points for practices of all sizes. That’s where we want to help.
In this guide, we’ll help you understand exactly how to choose practice management software for your business by outlining some of the criteria you should consider before choosing a platform.
What Is Practice Management Software?
Practice management software is an system for managing, automating, and streamlining your business operations. There are both cloud-based online options and on-site solutions, depending on your particular business needs.
These platforms are designed to offer a variety of features, including scheduling, billing, claims, records, workflow automation, and reporting and analytics.
While this guide focuses on health care practices, practice management software is available for a wide range of industries, including legal firms, mental health practices, accounting firms, and dental and veterinary operations.
How to Choose Practice Management Software
Now that you understand what practice management software is, it’s time to dig into what you should consider before choosing a platform.
After all, the functionality of these tools can vary dramatically from provider to provider, and you’ll want to be sure that you’re set up with a system that meets the needs of your particular practice.
Here are some criteria you should consider when choosing a practice management software provider.
Security
Managing a health practice requires a lot more security than your average business, because of the sensitive data you’re storing.
For practices of every size, protecting the health information of your patients needs to be a top priority, no matter what stage of growth you’re in. There are specific security features you should look for in a practice management software to ensure patient privacy.
Find a practice management software that is compliant with global standards for data protection. HIPAA, GDPR, CCPA, and other compliance certificates should be a given, as they are widely considered the bare minimum when it comes to protecting your patients’ health data.
Preferably, look for a platform that is ISO 270001 certified, as this is the highest global standard for information security.
Beyond that, check that the practice management software you choose provides basic security features like multi-factor authentication, data encryption, and automated time-outs, as these l tools make it easier to secure patient data.
AI features
A top tip for using project management platforms effectively is to leverage the power of AI. AI features are all the buzz in the business world, and practice management software has kept up with the trend. These tools can save you a lot of time in the long run, and given the value of time in the healthcare industry, you’d be doing yourself, your business, and your patients a disservice by not at least exploring your options.
There are quite a few AI options that can help your practice be more efficient. Some platforms offer AI-powered note-taking tools that can record conversations between patients and practitioners and transcribe the dialogue for easier reviewing post-appointment.
Some practice management software providers also offer AI assistants that operate much like popular tools like ChatGPT. However, these services are designed specifically for healthcare practitioners, so you’ll be able to refine your documentation to make it more detailed, glean valuable insights about your practice, and save time on administrative tasks throughout the day.
Integrations
If you’re an established practice that is looking for management software to run your entire business, the value of third-party integrations cannot be overstated. The ability to turn the platform into an all-in-one hub for your practice will streamline even more of your operations than AI alone.
What kind of third-party integrations are helpful? The list is virtually endless. Google Calendar can be helpful for scheduling, Stripe can streamline payments and invoicing, Xero can make accounting easier, MailChimp can improve communication with patients. Dropbox can make documentation storage a breeze.
All that to say, if you already have a large suite of apps you’re using, make sure that the practice management software you pick is compatible, otherwise, you could end up doing more than you need to for simple operations.
Support
While most practice management systems are quite intuitive, healthcare is fairly complicated by nature, which means you’ll want to make sure your chosen provider is set up with some top-tier support options to help when needed.
The kind of support you want will depend on your particular needs, but it can definitely vary from provider to provider.
Look for options that offer 24/7 coverage, for example, if you expect to need help outside of normal business hours. The available channels of support will be important too, with some providers only offering phone, while others prioritize email and live chat.
It’s also worth looking into whether or not the practice management software you’re eyeing offers self-help options, like documentation, video tutorials, and knowledge bases. These can streamline your support process by ditching the middleman and allowing you to solve issues yourself.
How Much Does Practice Management Software Cost?
Fortunately, the price range for practice management software is pretty big, with single or small practitioners able to get set up for around $30 to $70 per month. Large operations can understandably expect some higher prices, with some enterprise-level solutions costing as much as $500 per month.
Generally speaking, the higher the price, the more functionality you’re going to get. Common features that are included with more expensive plans include better support, more third-party integrations, and data migration, which can help get your system set up faster when starting or transitioning..
More importantly, take note of whether or not a provider offers pricing as a “per user” or a “per practitioner” model. The latter will charge you for every practitioner that is covered by your practice, while the former will only charge you for every staff member that needs an account.
Is there free practice management software?
If your budget is particularly tight, you may be looking for a free practice management software to organize your business. Well, you are in luck, as there are indeed some free options available that can help streamline operations and improve productivity.
However, it’s worth noting that free practice management software options are, understandably, less functional than their premium counterparts. Generally speaking, they’re less customizable, offer limited analytic tools, and provide little to no support. Plus, free practice management software solutions generally collect and sell user data, which isn’t ideal for those trying to protect information.
On top of that, they can almost defeat the purpose of using these platforms, because they make administrative work more taxing without the helpful automations that make practice management software so valuable.
If you’re looking to invest, the good news is paid options often come with some kind of free trial, so you can get a feel for how they operate before you make a financial commitment.
Getting Started with Practice Management Software
Hopefully this has helped narrow down your options when it comes to practice management software or at least understand that factors like security, AI, support, integrations, and price should always be at the top of your mind while you make a decision.
If you’re looking for an excellent option with over 40,000 users, Zanda provides an all-in-one platform that can help you achieve your practice goals. From calendar management and client portals to payments, AI and automations, Zanda offers one login with unlimited potential.
