The Best Patient Relationship Management Software of 2025: Boost Retention, Save Time & Grow Your Healthcare Practice

Introduction:

In today’s healthcare landscape, delivering great care is only half the battle. The other half? Building and maintaining strong patient relationships that drive trust, loyalty, and long-term retention.

That’s where Patient Relationship Management (PRM) software comes in.

Whether you’re running a private practice, dental office, physical therapy clinic, or wellness center, the right PRM platform helps you engage patients before, during, and after their visit — automatically.

In this guide, we’ll break down:

• What PRM software actually does (in plain language)

• Key features to look for

• The best PRM software options in 2025

• How to choose the right fit for your clinic

1. What is Patient Relationship Management Software?

PRM software helps healthcare providers build stronger relationships with patients through automated communication, scheduling, feedback collection, and personalized engagement. Think of it like a CRM (Customer Relationship Management tool), but made specifically for medical professionals.

It’s not just about marketing — it’s about better care, improved follow-up, and smoother workflows.

A few stats can show the effectiveness in 2025 regarding effective patient relationship software.

1. Automated appointment reminders can reduce no-shows by up to 38%.
   Source: Medical Group Management Association (MGMA)
   → This reinforces the power of communication automation in PRMs.

2. Reputation management tools built into PRM software can increase online reviews by up to 300% in 3–6 months.
Source: Podium, 2024 PRM Benchmark Study

3. 75% of patients say they prefer healthcare providers who offer personalized digital communication (texts, emails, reminders).
Source: Salesforce “Connected Health Consumer” Report

Patient relationship management software is one of the most effective ways to increase business, keep business, and build business in all industries but especially healthcare.

2. Why healthcare providers are adopting PRM Software now.

Healthcare is competitive. Practices that feel more accessible and personalized win the patient’s trust.

Patients simply have more options, and no longer feel “stuck” with one provider. Online reviews is the main thing driving decisions believe it or not, 87% of people read reviews before choosing a healthcare provider.

Patients now expect online booking, appointment reminders, text follow-ups, and easy to navigate sites and if your practice doesn’t offer this, they will most likely think your business is outdated.

Private equity firms, large hospital systems, and even tech companies are entering the healthcare space with serious money, marketing, and modern technology. Independent clinics and solo practices are being forced to compete with multi-million-dollar machines.

A personalized digitized seamless experience is no longer optional — it is mandatory.

1. Automated Reminders = Fewer No-Shows

2. Patient Portals = Better Communication

3. Reputation Management = More Referrals

4. Feedback Loops = Better Experiences

5. Marketing Tools = Increased Revenue

   3. Top Features to Look For In PRM Software.

• HIPAA compliance — HIPPA stands for Health Insurance Portability and Accountability Act, which is designed to protect sensitive health information from being shared without their knowledge or consent.

• Custom patient journeys — personalized experience that guides patients through their healthcare interactions from following up with them to follow up post-care.

& lets not forget..

• Two-way texting & email automation

• Appointment reminders

• Reputation & review management

• Patient feedback forms & surveys

• Integration with EMRs/EHRs

• Analytics dashboards

Best Patient Relationship Management Software in 2025

1. Kareo — Best for Growing Practices
   A full-featured PRM with automation, review management, and integrations. Ideal for clinics scaling quickly. Kareo helps practices automate appointment reminders, patient outreach, and follow-up communications.

2. SimplePractice — Best for Solo Providers
   Simple, clean interface. Perfect for individual practitioners who want a lightweight, effective tool. SimplePractice offers scheduling, billing, and client communication features with an intuitive design, making it ideal for solo practitioners.

3. Athenahealth — Best All-in-One PRM + EHR
   Combines patient relationship tools with a full EHR. Great for those wanting everything under one roof. Athenahealth provides both clinical and administrative features, including scheduling, patient messaging, billing, and comprehensive medical records.

4. PatientPop — Best for Multi-Location Clinics
   Manage multiple teams and patient bases with ease. Excellent bulk messaging and analytics. PatientPop allows healthcare organizations to optimize the patient experience across different locations, offering easy communication, appointment scheduling, and automated reminders.

5. Luma Health — Most Affordable Option
   No-frills, budget-friendly platform that still delivers on key patient engagement features. Luma Health is a cost-effective solution offering patient scheduling, reminders, and communications without a complex setup.

4. How To Choose the Right PRM Software?

A few questions to ask yourself:

• Do I need automation or just a communication tool?

• Will I use it for marketing or just appointment reminders?

• Do I want something that integrates with my EHR? (Electronic Health Records)

• How tech-savvy is my team?

• What’s my monthly budget for this software and the systems it integrates with?

💡 Pro Tip: Most PRM platforms offer free demos — book a few to compare.

Things to further identify:

• Size and growth stage: Consider whether you’re a solo practitioner, a small clinic, or a multi-location practice. A solo provider may need a simpler, cost-effective tool, while larger clinics or multi-location practices require more robust solutions with scalability and multi-team capabilities.

• Scalability: Your practice might grow, so opt for a PRM solution that can scale with your needs, offering the flexibility to add more users, locations, or features as required.

• Training and Onboarding: Look for providers that offer comprehensive onboarding, training materials, and resources to help you and your staff get the most out of the PRM tool.

Final Thoughts

The right Patient Relationship Management software doesn’t just save time — it elevates the entire patient experience. As healthcare gets more competitive, practices that invest in strong relationships are the ones that grow.

If you’re shopping for PRM tools now, check out my top recommendations above — and subscribed to my newsletter -> https://meve-healthcare.beehiiv.com/subscribe