What is a Patient Management System?
A Patient Management System (PMS) is an electronic solution that clinics, hospitals, and health providers use to automate and consolidate patient-related clinical and administrative processes. The systems provide such essential tools as patient scheduling software, electronic health records system (EHR) access, and integration with telemedicine.
In 2025, these systems are no longer nice-to-haves—they are necessary to enhance operating efficiency, compliance, and patient outcomes.
Why a Contemporary PMS is Crucial in 2025
The healthcare environment has changed dramatically, and so have patient expectations. A contemporary patient management system addresses the demand for:
Quicker appointment scheduling with reduced no-shows
Immediate access to EHRs for proper treatment
Virtual visits through telemedicine
Secure handling of data according to HIPAA and GDPR
Healthcare practices need to do more than just data entry these days—they need systems that can integrate, automate, and enhance the entire patient care cycle.
Key Features of an Excellent Patient Management System
- Futuristic Patient Scheduling Software
Today's systems have AI dictating the scheduling software with the ability to best allocate appointment spots, automated reminders and reminders to reduce cancellations.
- Built-in Electronic Health Record System (EHR)
An excellent Patient Management System will either sync with their EHR or include an EHR so all clinicians can access the patient's history, lab reports, and prescriptions with a click of the button.
- Telemedicine capabilities
Telemedicine capabilities allow providers to hold secure audio, video, and/or messaging consultations to support remote consultations, virtual follow-ups and chronic care management.
- Integrated Medical Billing and Insurance
Many states have pushed forward with rules for resident billing and claims processing. Any Patient Management System simply needs to automate medical billing and claims processing and automate insurance verification and tracking to improve revenue cycle management and reduce administrative errors.
- Secure Patient Portals
Patients can log in with their secure HIPAA-compliant account to review reports, schedule an appointment, pay bills, and send doctors a message securely and easily.
10 Best Patient Management Software Platforms in 2025
- Clinthora
Clinthora is a powerful all-in-one Clinic Management Software with the right additions for EMR/EHR, Appointments, Telehealth and Reporting, all with a customizable CRM interface. Well known for flexibility and automation, Clinthora has become popular with multi-specialty clinicians and healthcare startups.
Key Features:
- A fully customizable CRM tailored for patient engagement
- Telehealth video consultations are fully integrated and easy to use
- Reporting and analytics are advanced
- Scheduling of appointments and staff is in real-time, with controls for changes as needed
- A fully secure EMR/EHR module will support current regulations as needed
Why Clinthora Is Different:
What really sets Clinthora apart from others is that they focus on Patient Relationship Management. This is ideal for a clinic that want to embrace Patient Experience and bolster its operations.
- Archiz
Archiz developed an extendable Patient Management System for healthcare professionals and clinic chains that is uniquely scalable. Recognizing that creating a custom CRM for individual clinic is beneficial, Archiz offers focused modules for different specialty areas on a bespoke basis.
Key Features:
- Smart and intuitive appointment reminders
- Automated workflows for follow-up actions
- Multi-location and multi-physician capabilities
- Patient communications support
- Integrated Capabilities with an automated appt reminder function with lab and pharmacy texts etc
Why Archiz Is Different:
Archiz provides custom CRM solutions for each clinic, and the software can be flexible and adjust to the space in which the clinic operates - an important consideration for quickly developing healthcare businesses.
- Kareo Clinical
Kareo is a cloud-based software platform designed for independent practices with features focused on facilitating electronic charting, ePrescribing, and billing integration.
Key Highlights
Back-end EHR and practice management
Secure patient messaging
Insurance verification tools
- Athenahealth
Athenahealth is a recognized platform with a multitude of users by providing a complete set of capabilities that include revenue cycle management, telehealth, and EHR.
Key Highlights
Easy to navigate patient portal
Real time analytics and dashboards
Mobile access for clinicians
- DrChrono
Designed primarily for use with iPads, the DrChrono platform is mobile-first and serves a user-friendly interface for EMR, medical billing, and practice management.
Key Highlights
- Customizable medical forms
- HIPAA-compliant telehealth
- Automated billing processes
- NextGen Healthcare
NextGen is a cloud-based EHR and PM tool focused around specialty practices ranging from medium to large practices. NextGen provides detailed analytics.
Key Highlights
- Streamlined charting tools
- Population health management features
- Interoperability capabilities
- SimplePractice
SimplePractice is among a few platforms that are very popular in the field, especially amongst mental health and wellness providers, and serves those working as solo practitioners and with groups.
Key Features:
- Client portals and secure video
- Document sharing
- Appointment reminders
- Practice Fusion
Practice Fusion is a cloud-based EHR system used to support independent practices with scheduling, charting, and billing.
Key Features:
- Intuitive interface
- Built-in ePrescribing
- Real-time patient records
- AdvancedMD
AdvancedMD is an all-in-one suite that (especially) larger practices can utilize for advanced reporting, telemedicine, and billing.
Key Features:
- Enterprise-level practice management
- Reputation and survey management
- Integrated mobile apps
- HealthPlix EMR
HealthPlix is one of India’s leading EMR platform that empowers doctors with digital prescriptions and electronically cloud-based patient records.
Key Features:
- Multilingual interface
- AI-assisted diagnosis support
- Lab & pharmacy integration
Choosing the Right PMS for Your Practice
- Define Your Practice Size & Scope
Are you a solo vs group practice? Rural vs urban location? Multi-specialty or single specialty?
- Identify Must Have Features Based on Your Needs
Is patient scheduling more important than detailed EHR access?
- Test out Telemedicine Features
Is there an integrated telemedicine option, both secure and scalable, from a provider and patient side?
- Evaluate Support & Training
A solid support team provide peace of mind for the onboarding process and long-term use.
- Make Sure it Meets Compliance & Security Specifications
Check for both EHR compliance and video conference compliance with HIPAA and GDPR specifications.
- Ask for a Free Trial or Demo
You will need to test out functionality and usability for your specific use case, rather than relying on a sales demo.
Conclusion and Next steps
Selecting an appropriate Patient Management System in 2025 will greatly impact how efficiently, securely, and patient-centered you deliver care. Regardless if you are a solo provider, or part of a large hospital network, there is a solution customized for your exact needs.
Takeaways:
Find an PMS that has at a minimum advanced patient scheduling, integrated EHR, and telemedicine capabilities.
Test the PMS product, whenever possible, through demo or trial phases.
Pick your PMS vendor based on maximized growth, security, and future-proof integrations
Next steps:
Create a short-list of 3 PMS that fulfill your selection criteria
Schedule demos and include your admin and clinical teams
Compare pricing models and support options
By aligning your objectives with the capabilities of the right system, your practice will be in the best position to not only survive but thrive in the changes of modern day healthcare.
FAQs
- What is the best patient management software for small or small to mid-size clinics?
Both Clinthora and SimplePractice are great software options for small to mid-sized clinics because they are affordable and easy to use.
- Is telehealth compatible with these platforms?
Yes, most of the top platforms (Clinthora, Archiz, and Kareo, for example) have added telehealth capabilities either natively or with integrations.
- Is cloud-based patient management software safe?
Yes, most of the leading platforms have implemented data encryption standards and access protocols that meet or exceed HIPAA and international guidelines.
- Can I customize patient management software?
Yes. Clinthora and Archiz specialize in custom CRM development for different medical specialties.