Best Patient Scheduling Software: Ranking 2025

Finding the right patient scheduling software can save healthcare providers up to 15 hours a week in administrative tasks. With missed appointments costing the industry $150 billion annually, efficient scheduling is critical. 

In 2025, over 70% of health & wellness service providers are adopting tools that combine scheduling with patient engagement features. But not all platforms are created equal. Here’s a breakdown of the top solutions this year, ranked for their reliability, usability, and impact.

Appointment Schedulers and Booking Apps to Try in 2025

1. Profi.io

Profi is a platform that makes scheduling and managing sessions easier for professionals and their clients. It gives you the tools to customize your schedule, set up recurring sessions, and let clients book appointments — even without creating an account. You can also invite guests to sessions, making it perfect for group meetings or Discovery sessions.

Profi includes advanced features like round-robin scheduling, which automatically assigns sessions to team members based on availability, and built-in HIPAA-compliant video conferencing, so you don’t need extra tools like Zoom or Calendly. It even helps manage packages and programs, letting you schedule sessions or group meetings directly from your calendar. 

⚙️ Core Patient Scheduling Features Profi.io Can Provide You With:

• Scheduling & Calendar
• 1:1 and Group Sessions
• Google & Outlook sync
• Booking Links
• Reminders
• Recurring Sessions
• Custom Availabilities
• Buffer & Minimum Notice
• Frequency & Future Limits
• Round-Robin for Teams
• Branded patient portal

👩‍⚕️ Best for: Mental health, coaching, consulting, training service providers of all sizes

⭐ Capterra Rating: 4.8/5

💵 Pricing: Starting at $79 per month per seat.

👉 Find more details about Profi.io patient scheduling features! Read on to dive in.

👉 Schedule a customized demo with one of our experts to discover how Profi.io helps you enhance patient satisfaction and loyalty with smooth scheduling functionality, or try it for free if you’re a Solo.

2. Mend

Mend is a healthcare communication platform that contains patient scheduling features. It’s focused on simplifying patient scheduling for medium to large healthcare organizations with 11 or more providers. 

The platform offers self-scheduling software tools for online booking, and appointment management, making it easier for patients to manage their visits. With Mend, patients can schedule appointments online, complete forms ahead of time, and even pay bills seamlessly, all from one platform.

👩‍⚕️ Best for: Mental health and behavioral care services.

⭐ Capterra Rating: 4.6/5

💵 Pricing: Unavailable

3. SimplyBook.me

SimplyBook.me is an online appointment booking platform designed for businesses of all sizes, including healthcare providers. Its scheduling features allow patients to easily book appointments through a dedicated booking website or branded client app. The system also supports reminders and booking management, helping to reduce no-shows and keep appointments organized.

SimplyBook.me provides tools for managing forms, team calendars, and communication with patients via SMS. Its mobile-friendly admin app ensures that healthcare providers can manage their schedules on the go. 

👩‍⚕️ Best for: Fitness businesses

⭐ Capterra Rating: 4.6/5

💵 Pricing: Free, paid plans starting at $10 per month. 

4. WRS Health

WRS Health is a comprehensive healthcare platform that streamlines appointment scheduling for medical practices. Its scheduling tools, like customizable schedule templates, user-defined schedule views and automated phone & email appointment reminders, make it easy to manage appointments. This all-in-one approach helps healthcare providers efficiently handle their daily operations.

👩‍⚕️ Best for: Physical therapist

⭐ Capterra Rating: 4.5/5

💵 Pricing: Unavailable.

5. RxNT

RxNT is a healthcare platform that integrates patient scheduling with electronic health records (EHR) to streamline appointment management while supporting seamless patient care. Its scheduling features work hand-in-hand with EHR functionalities, helping providers manage appointments efficiently within a unified system. While this setup improves workflows, proper training may be needed to use it effectively.

👩‍⚕️ Best for: Mental & behavioral health practices, physical therapists

⭐ Capterra Rating: 4.3/5

💵 Pricing: Starting at $298 per month per provider.

What Features Best Patient Scheduling Software Should Contain

1. Online Booking

• Patients should be able to schedule their own appointments anytime, from anywhere, using a website or mobile app. It eliminates the need for phone calls and gives patients control over their scheduling.
• Look for software that allows for easy customization — like setting available time slots, services, and provider options.
• Find a solution that supports the Guests in Sessions feature. It allows professionals and patients to invite additional participants to sessions, including recurring events. This way you can include team members or potential clients, even if they’re not registered users of the patient scheduling software.

2. Automated Reminders

• Sending reminders via SMS, email, or app notifications helps patients stay on top of their appointments. It reduces no-shows and improves attendance rates.
• Some systems also allow patients to confirm or cancel directly through the reminder, which keeps schedules up-to-date without extra admin work.

3. Customizable Scheduling

• You need flexibility to match your specific services. For example, if your practice offers 30-minute therapy sessions or 1-hour wellness consultations, the software should easily adapt.
• It should also allow for different schedules for each team member, like adjusting availability for part-time vs. full-time staff.

4. Team Scheduling

• If your practice has multiple providers, team scheduling ensures everyone’s availability is visible and appointments don’t overlap.
• Some systems allow patients to choose a specific provider when booking, making it easier to match them with their preferred therapist, trainer, or practitioner.

5. HIPAA Compliance

Scheduling software should meet HIPAA standards to ensure all patient information — like names, appointment details, or medical notes — is secure. It helps you maintain trust and avoid legal risks.