Ease Your Scheduling Worries: The Best HIPAA Compliant Tools for Your Practice

Choosing the right scheduling software for your health & wellness practice shouldn’t be a headache. We get it — you’re balancing client care with the need for secure, efficient tools that can grow with you. That’s why we’ve done the heavy lifting. 

Our team carefully reviewed five top HIPAA-compliant scheduling tools, focusing on what really matters: 

• How well they integrate with your existing tools
• Ease of use
• Client experience
• Scalability
• Value for your money

Read on to compare and make an informed decision.

Profi.io

Profi.io stands out because it's a platform holistically designed with health & wellness coaching needs in mind. This solution allows practitioners to build a hybrid client journey, balancing online sessions with in-person engagements, managing client relationships, and ensuring that everything runs smoothly even as the practice grows. 

It’s not just a scheduling tool, it’s an all-in-one coaching platform that supports the entire process, from scheduling to client management. For teams and admins, looking for a proven HIPAA-compliant scheduling software means less time juggling different scheduling tools, full visibility & control and more time focusing on what really matters — helping clients.

Solo vs. Team

Whether you're working solo or leading a team, Profi.io provides the flexibility and robust features to support both scenarios seamlessly. Key features you’ll appreciate with Profi.io include:

📌 Customizable session availability
📌 Ability to set restrictions
📌 Support for recurring sessions of any type
📌 Option to invite guests to scheduled sessions and recurring events
📌 Client scheduling without requiring account creation
📌 Round-robin scheduling (available with Teams+)
📌 Session editing permissions (available with Teams+)

…and much more!

The best part? 

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Profi’s robust architecture is designed to support solo practitioners, teams, corporations, and networks alike. It enables a personalized approach for every client, from scheduling to secure built-in video conferencing, notes and courses & programs you want to deliver.

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Use Case

If you’re managing a team of coaches, Profi.io can streamline your operations by centralizing all your scheduling and client management needs. For example, you can easily assign clients to different practitioners based on availability, track their progress over time, and ensure that all communication remains secure and HIPAA-compliant.

Pricing

Profi.io offers tiered pricing based on the number of users and features needed, starting at around $79 per month per coach seat. 

Our verdict

So, what score Profi end-to-end coaching platform took when it comes to compliance with all the 5 criteria we deal to focus on? 

🔗 Integration with Tools (8/10)

Profi.io integrates seamlessly with essential tools like Google Calendar and Zoom. While its integration list is more focused compared to some platforms, this ensures a streamlined experience, with the most critical tools already at your fingertips. Plus, the platform is continuously expanding its integration capabilities.

💻 User Experience and Support (9/10)

The platform is user-friendly, designed specifically for health & wellness coaches and teams, so it aligns well with your workflow. Support is solid, but as the platform grows, there could be more real-time support options like live chat.

⭐ Client Experience (10/10)

Profi.io excels in client engagement. Clients can effortlessly book 1:1 or group sessions, receive reminders, and engage in secure messaging and video conferencing, all through their preferred features and integrations. It creates a holistic experience that significantly enhances client satisfaction and retention.

📈 Scalability and Future-Proofing (10/10)

The platform is designed to help coaching businesses scale effortlessly, making it an excellent choice whether you’re a solo coach looking to grow your practice or managing a team. With regular updates and a strong commitment to adding new features, it’s built to be future-proof.

⚖️ Cost-Benefit Analysis (9/10)

The pricing is reasonable considering the comprehensive features. While it’s not the cheapest option, the value it offers in streamlining workflows, reducing administrative burden and enhancing client engagement justifies the cost.

🟢 Total score: 9.2/10

Profi is both comprehensive and scalable, delivering an exceptional client experience — one of its key strengths as an end-to-end coaching platform. The only potential downside is its still-expanding network of ready-to-use integrations. However, the team is actively addressing this with the upcoming integration of Heads Up, the ultimate health analytics platform.

Curious about what the Profi end-to-end coaching platform can do for you? Try it free for 30 days as a Solo coach, or connect with our experts for a personalized demo to see how it can elevate your practice.

Healthie

Healthie is a platform that really gets the integrated coaching approach. It’s an all-in-one all-in-one practice management platform and EHR designed specifically for health and wellness providers that supports everything from scheduling to telehealth.

Solo vs. Team

As a solo practitioner, you can find in Healthie everything you need to run your practice efficiently. For a team, its ability to manage multiple schedules, track client interactions, and ensure compliance across the board makes it a strong contender.

Use Case

Healthie is particularly effective for practices that prioritize client engagement. For example, the platform’s secure messaging allows you to stay connected with clients between sessions, providing ongoing support and encouragement. The ability to track client progress over time is also valuable for showing measurable results to your clients, which can improve retention and satisfaction.

Pricing

Healthie offers a free Starter subscription plan and a 14-day free trial for any of its paid plans. Pricing begins at $49 per month, with custom pricing available for enterprise practices, including additional features tailored to larger teams.

Our verdict

🔗 Integration with Tools (9/10)

Healthie integrates with popular tools such as Stripe for payments and various EHR systems, though its integrations aren’t as extensive as some other platforms.

💻 User Experience and Support (8/10)

The platform is easy to use, with a clean interface that coaches and clients find intuitive. Support is responsive, though some users have noted that more real-time support options could be beneficial.

⭐ Client Experience (10/10)

Healthie is particularly strong in client engagement, offering features like secure messaging, progress tracking, and easy telehealth sessions. Clients appreciate the ongoing connection it provides between sessions.

📈 Scalability and Future-Proofing (8/10)

Healthie is designed to grow with your practice. It’s a solid choice for those looking to expand their services or team over time, though it may not have all the advanced features needed for large-scale practices.

⚖️ Cost-Benefit Analysis (8/10)

Healthie offers a good balance of features for the price. It’s particularly valuable for coaches focused on client engagement and retention, though it may be slightly less comprehensive in administrative features compared to others.

🟢 Total score: 8.6/10

Healthie is a highly scalable solution with a wealth of features, excellent client engagement tools, and an intuitive interface. The only potential drawback is that it may be slightly less comprehensive for administrative needs.

Did you know Mindbody also offers powerful scheduling features? Curious about how it stacks up against other all-in-one tools? Dive into our latest article to learn more!

Jane App

Jane App is a practice management software that enables health and wellness coaches to book, chart, schedule, invoice, process payments, and manage their entire practice online. What truly sets it apart for most users is its user-friendly interface — intuitive and easy to navigate for both clients and practitioners.

Solo vs. Team

Jane App is ideal for Solo practitioners who want a comprehensive yet simple tool to manage their schedules. For small and mid-sized teams, its shared calendar and client management features are perfect for keeping everything organized.

Use Case

Jane App is particularly useful for practices that offer a mix of in-person and telehealth sessions. For example, a wellness coach can use Jane to manage appointments, track client progress through charting, and handle billing in one place. 

Pricing

Jane App’s pricing starts at $40 per month for a Single Practitioner profile, and ranges from $58 to $73 per month per coaching seat for the Practice and Thrive subscriptions. Online Appointments for Groups are available as an add-on for $11 per month per coach. Discounts are also available for practices with multiple users.

Our verdict

🔗 Integration with Tools (8/10)

Jane App integrates well with payment processors, telehealth services, and other client management systems, like MailChimp and Physitrack. However, it could benefit from more extensive integration options.

💻 User Experience and Support (9/10)

As was mentioned, the platform is highly praised for its user-friendly interface. Both practitioners and clients find it easy to use, and the support team is helpful and responsive, although it primarily relies on email and knowledge base resources.

⭐ Client Experience (9/10)

Jane App provides a smooth client experience with easy booking, payment processing, and telehealth integration. This contributes to higher client satisfaction and repeat bookings.

📈 Scalability and Future-Proofing (8/10)

Jane App scales well for small to mid-sized practices. While it is future-proofed with regular updates, some users may find it less adaptable as their practice grows significantly in size.

⚖️ Cost-Benefit Analysis (8/10)

It’s reasonably priced for the features it offers. The cost is justified by the platform’s ability to handle various administrative tasks efficiently, though it can get expensive as your team grows.

🟢 Total score: 8.4/10

Jane App is undoubtedly a valuable tool for health and wellness practitioners, providing an excellent user experience and reliable support. However, its primary focus on Canadian health and wellness coaches may be a drawback for U.S. users. Additionally, its limited scalability makes it best suited for small to mid-sized practices.

Didn't find anything about Calendly here but still considering it as an option? Discover more about Calendly’s functionality and explore alternatives here.

VCita

VCita offers a comprehensive suite of tools that cover everything from scheduling to client management and billing to organize business. It’s HIPAA-compliant and supports both online and offline appointments, making it suitable for hybrid workflows. 

Solo vs. Team

For solo practitioners, VCita provides a full set of features that make managing a practice easier. In a team environment, its group scheduling, client management, and reporting features are beneficial for keeping everything under control.

Use Case

VCita is ideal for both solopreneurs and larger practices or those that require a comprehensive business management solution. For example, if you’re running a coaching firm with multiple practitioners, VCita allows you to manage all aspects of the business in one place. This includes not just scheduling, but also billing, client communication, and even marketing activities. 

Pricing

VCita starts at $38 per month per seat for the basic plan, which includes core features like scheduling and billing. Advanced plans with additional features for larger teams start at $72 per month per seat. The HIPAA-compliant version of vCita is available with the Business and Platinum subscription plans.

Our verdict

🔗 Integration with Tools (8/10)

VCita integrates well with tools like QuickBooks, Zoom, and other marketing platforms. It’s versatile, but its integrations are somewhat more business-focused than specifically tailored for health & wellness coaching.

💻 User Experience and Support (8/10)

The interface is comprehensive, though it can be overwhelming due to the sheer number of features. Support is generally good, with options for chat and phone support, but some users find the learning curve steep.

⭐ Client Experience (9/10)

VCita offers a great client experience with a client portal that allows for easy scheduling, payments, and communication. Clients appreciate the convenience of having everything in one place.

📈 Scalability and Future-Proofing (9/10)

This platform is highly scalable and well-suited for growing practices. It offers a range of features that can support a practice as it expands, making it a good long-term investment.

⚖️ Cost-Benefit Analysis (7/10)

While VCita offers a lot of features, it can be more expensive than other options, particularly when you start adding multiple users or advanced marketing features.

🟢 Total score: 8.2/10

VCita is valued for its comprehensive feature set, scalability, and intuitive client portal. However, it may have a learning curve for some users. Additionally, Solo practitioners cannot access VCita’s HIPAA-compliant version.

TheraNest

TheraNest is a practice management software, well-regarded in the mental health space, and while it’s a bit more focused on therapists, psychologists, social workers, and counselors, its features are highly relevant to health & wellness coaching as well. The platform is solid when it comes to scheduling, billing, and documentation, and it’s adaptable enough to handle in-person sessions in addition to online appointments. 

Solo vs. Team

TheraNest works well for solo practitioners due to its intuitive scheduling tools. For teams, the ability to manage multiple practitioners and keep track of client progress is a significant advantage.

Use Case

TheraNest is ideal for practices that require detailed documentation and reporting alongside scheduling. For example, you can use TheraNest to manage client appointments, document session notes, and generate detailed reports for insurance billing. Its telehealth feature allows you to offer remote sessions, making it easier to stay connected with clients who prefer or need virtual appointments.

Pricing

TheraNest’s pricing starts at $42 per month, with costs varying based on the number of clients you manage. You can also take advantage of their 21-day free trial and save by opting for an annual plan instead of a month-to-month subscription. 

Our verdict

🔗 Integration with Tools (7/10)

TheraNest integrates with basic tools like billing and telehealth, like Google Calendar and Outlook, but it’s limited compared to platforms that offer more extensive integrations.

💻 User Experience and Support (7/10)

The interface is functional, but it’s not the most modern or intuitive. Support is reliable, though not as fast or comprehensive as other platforms in this list.

⭐ Client Experience (7/10)

Clients can book sessions and access telehealth services, but the overall client experience is basic compared to other platforms with more advanced engagement features.

📈 Scalability and Future-Proofing (7/10)

TheraNest can handle growth, but it’s more suited to smaller practices or those focused on mental health rather than broader wellness coaching.

⚖️ Cost-Benefit Analysis (7/10)

It’s affordable, but you might find that you’re paying for features you don’t need if you’re focused on wellness coaching rather than clinical practice.

🟢 Total score: 7.0/10

TheraNest is a solid choice for professionals in the mental health field — reliable, convenient, and affordable. However, other health and wellness practitioners may find its features somewhat basic and not fully tailored to their specific needs.

The Bottom Line

Selecting the right HIPAA-compliant scheduling software is essential for optimizing your practice’s operations and supporting its growth. Each of the five platforms we've reviewed is tailored to address specific needs, whether it's seamless integration, enhancing client engagement, or ensuring scalability. 

Before making a final decision, evaluate how these tools align with your practice’s unique requirements and long-term goals. The right software can streamline your workflow, reduce administrative burdens, and improve client satisfaction. Making an informed choice now will set your practice up for greater efficiency.