Best HIPAA-Compliant CRM Software
A HIPAA-compliant CRM is one whose vendor signs a Business Associate Agreement covering the features you use. For most practices that means Dynamics 365 if you already run Microsoft 365 (the BAA comes with Microsoft’s data protection terms; from $65 a user a month), HubSpot Enterprise if your leads arrive through web forms (Sensitive Data turned on and the BAA accepted; from $175 a seat), or Salesforce Health Cloud for a health system ($350 to $725 a user). Zoho CRM, monday CRM and LeadSquared offer BAAs too.
We read each vendor’s BAA terms, HIPAA page and pricing for what a practice manager has to settle: which plan carries the BAA, which features sit outside it, and what has to be set up before a patient intake form starts writing leads into the CRM. Last verified 2026-10-29.
Already on Microsoft 365
Dynamics 365
Microsoft's BAA reaches Dynamics 365 through the data protection terms you already accepted, from $65 a user a month
Leads come from your website
HubSpot Enterprise
Forms, notes, calls and reporting are on its covered list once Sensitive Data is on and the BAA is accepted
A health system or call center
Salesforce Health Cloud
A healthcare data model on Sales and Service Cloud, with a product-by-product list of what the BAA covers
FIG · 01When does a CRM hold PHI?
Sooner than most practices expect. HIPAA’s definition of individually identifiable health information (45 CFR §160.103) covers information a provider creates or receives that relates to a person’s health, the provision of care, or payment for it, and that identifies them. A CRM vendor that stores it for you is a business associate, and you need its satisfactory assurances in writing before the first record goes in (§164.502(e)).
A web lead: “Book my knee consult,” name, phone, insurer
PHI. It identifies a person and relates to care they want from you. Held by a provider, that is PHI.
A recall list of patients due for a cleaning
PHI. Being on a practice's patient list ties a named person to care there.
A referring physician's office manager and her direct line
Not PHI. A business contact, with nothing about a patient's health or care attached.
The marketing rule a CRM makes easy to break
A CRM’s campaign tools are where a BAA stops protecting you. A covered entity needs the patient’s written authorization to use PHI for marketing (§164.508(a)(3)), unless the message is face to face or a promotional gift of nominal value. The definition of marketing in §164.501 leaves out treatment and care-coordination messages, and messages about your own health-related services, as long as no third party pays you to send them. A recall reminder from your own list is fine. A campaign about a partner’s product, funded by that partner, needs an authorization that says payment is involved.
Takeaway: if any record could carry a reason for a visit, treat the whole CRM as a PHI system. Sign the BAA first, then import.
HIPAA-compliant CRM software compared: BAA, plan, price
No CRM is HIPAA compliant out of the box. What a vendor can offer is a Business Associate Agreement on a named plan, plus the controls you then have to configure. Every cell below comes from the vendor’s own BAA, HIPAA, help-center or pricing page, read on 2026-10-29.
| CRM | How the BAA is signed | Plan that carries HIPAA | Published price | Watch for |
|---|---|---|---|---|
| Salesforce Health Cloud | Signed BAA that names each covered service | Health Cloud, Sales Cloud and Service Cloud are on the covered list | $350 to $725 per user a month, billed annually | The Discover feature and Marketing Cloud Einstein features are outside the BAA |
| HubSpot (Enterprise) | BAA accepted in the account when Sensitive Data is turned on | Enterprise editions only (Smart CRM, Marketing, Sales, Service and others) | Enterprise from $175 per seat a month, billed annually | PHI belongs only in properties flagged as sensitive, in the features HubSpot lists as covered |
| Zoho CRM | BAA template sent on request by Zoho's legal team | HIPAA compliance listed from the Standard edition up | Shown in the visitor's regional currency; the free edition does not list the HIPAA feature | The BAA names the Zoho apps it covers; keep PHI inside those apps |
| Microsoft Dynamics 365 | BAA included by default through the Microsoft Online Services Data Protection Addendum | Dynamics 365 is on Microsoft's in-scope list | Sales Professional $65, Enterprise $105, Premium $150 per user a month, billed yearly | Microsoft signs its own BAA only; it cannot sign yours |
| monday CRM | Online BAA for accounts with the HIPAA compliance feature enabled | Ultimate tier (the new name for Enterprise) | Custom price through sales | The BAA applies only to the Enterprise-level plan with the HIPAA feature on |
| LeadSquared Healthcare CRM | BAA offered with its healthcare CRM, per its FAQ | The healthcare CRM product | Not printed on its healthcare CRM page; quoted after a demo | Confirm which modules and integrations the signed BAA names |
Sources: Salesforce Business Associate Addendum Restrictions (updated September 30, 2026) and Health Cloud pricing; HubSpot’s Store Sensitive Data article, Sensitive Data Terms, product catalog and pricing page; Zoho’s HIPAA page and CRM editions page; Microsoft’s HIPAA/HITECH offering page and Dynamics 365 Sales pricing; monday.com’s HIPAA BAA and CRM pricing; LeadSquared’s healthcare CRM page. US prices in USD. Verified 2026-10-29.
The six CRMs, one by one
In no ranked order. Each card is what the vendor commits to in writing and the catch we found reading its terms.
Salesforce Health Cloud
The healthcare edition of Salesforce, built on Sales and Service Cloud
Strengths
- Health Cloud, Sales Cloud, Service Cloud and Salesforce Shield all appear on the HIPAA Covered Services list
- Health Cloud editions run Core $350, Advanced $525, Sales Max or Service Max $700, Sales & Service Max $725 per user a month
- The restrictions page spells out, product by product, which features may not touch PHI
Limitations
- A service is covered only when your signed BAA includes it, so an add-on bought later needs checking
- The highest published per-seat prices in this comparison
HubSpot (Enterprise)
A marketing-led CRM that accepts PHI only in its Sensitive Data setting
Strengths
- Self-serve: tick Health/Medical Data and the covered entity or business associate box, then accept the BAA
- The covered list includes forms, notes, calls, 1-to-1 emails, call recordings, lists, workflows and reporting
- One platform for the website, forms and pipeline that a growth-stage practice already wants
Limitations
- Marketing email is not on the covered-features list we read, so patient campaigns need their own review
- Once turned on, chosen data categories cannot be removed, and switching an existing property to sensitive needs a Super Admin beta
Zoho CRM
A general CRM that lists HIPAA compliance from its first priced edition
Strengths
- HIPAA compliance appears in the feature list of Standard, the first edition above Free
- Zoho says no PHI should flow through any Zoho app until a signed BAA is in place, which keeps the order clear
- Audit trails and access controls are part of the platform, per Zoho's HIPAA page
Limitations
- The BAA is a request by email, not a click-through, so build in lead time
- Each third-party integration needs its own BAA, per Zoho's own HIPAA FAQ
Microsoft Dynamics 365
The CRM that comes under the BAA many practices already have with Microsoft
Strengths
- No separate signature step: the BAA reaches covered entities and business associates through the data protection terms
- Power Apps, Power Automate and Power BI are covered when included in a Dynamics 365 plan
- Fits a practice that already runs Microsoft 365 and Teams
Limitations
- Microsoft's template is fixed; a practice that wants its own BAA language will not get it
- Each other Microsoft service you connect has to be on the same in-scope list
monday CRM
A board-style CRM with HIPAA compliance on its top tier
Strengths
- HIPAA compliance is a named line on the CRM pricing page's top tier
- The BAA can be signed online rather than negotiated
- Good for teams that already run operations boards in monday.com
Limitations
- No published price for the tier that carries HIPAA
- The posted BAA version is dated February 7, 2022, so ask which version you are signing
LeadSquared Healthcare CRM
A CRM built for US provider intake, call centers and referral follow-up
Strengths
- Built around patient intake, call center work, field teams and multi-location groups
- Handles intake, scheduling and follow-up without heavy customization, per the vendor
- Says it offers a HIPAA-compliant healthcare CRM with a BAA in place
Limitations
- No price on the healthcare CRM page we read; the path to a quote is a demo
- A healthcare-only product, so it fits less well if the same CRM must also run non-clinical sales
Will your CRM use fit inside the BAA?
A BAA covers named features, not the whole product. Tick what you plan to do with the CRM and see the lines in each vendor’s terms that decide whether it is covered.
BAA scope check
Is there a free HIPAA-compliant CRM?
Not among the six we compared. The three with free or entry tiers all tie their HIPAA path to a higher plan, and the other three sell per seat or by quote. A free CRM used for patient leads with no BAA in place is a disclosure to a vendor without the written assurances HIPAA requires, whatever its encryption.
HubSpot free CRM
No PHISensitive Data, the only setting that accepts PHI and the BAA, needs an Enterprise subscription.
Zoho CRM Free
No PHIThe free edition (up to 3 users) does not list HIPAA compliance; the feature starts at Standard.
monday CRM lower tiers
No PHIThe BAA is written for the Enterprise-level plan with the HIPAA compliance feature enabled.
The lowest published price we found
Dynamics 365 Sales Professional, at $65 a user a month billed yearly, under the BAA Microsoft already extends through its data protection terms. Zoho’s Standard edition may come in lower; Zoho shows each visitor a regional price, so check the US figure on its editions page before you compare.
Keeping costs down another way? A spreadsheet in a BAA-covered cloud drive can carry a small recall list, but it gives you no follow-up workflow and no per-record activity history, which is what a CRM is for.
Seven settings to make before the first patient record
The BAA makes the vendor answerable for its side. The Security Rule’s technical safeguards in 45 CFR §164.312 are still yours to configure, and an addressable item is one you decide on and document, not one you can skip. Record each choice in your risk assessment.
| Safeguard | Rule | What to set in the CRM |
|---|---|---|
| Unique user identification | §164.312(a)(2)(i) · Required | One named login per person. Retire the shared front-desk account before go-live. |
| Role-based access | §164.312(a)(1) · Standard | Marketing sees lead source and stage; only clinical intake staff see the reason for the visit. |
| Person or entity authentication | §164.312(d) · Standard | Enforce multi-factor sign-in for every user, including the agency that runs your campaigns. |
| Automatic logoff | §164.312(a)(2)(iii) · Addressable | Set an idle session timeout short enough for a shared workstation at reception. |
| Audit controls | §164.312(b) · Standard | Turn on the login, field-history and export logs your plan includes, and decide who reviews them. |
| Encryption and decryption | §164.312(a)(2)(iv) · Addressable | Confirm how the plan encrypts stored records; on HubSpot, health fields go in sensitive properties. |
| Transmission security | §164.312(e)(1) · Standard | Keep PHI out of notification emails and route integrations over encrypted connections only. |
Role-based access is also where the minimum necessary rule lives in a CRM: the campaign team rarely needs the field that says why a patient called.
Quick Reference Card
| If You Need | Shortlist | On the Vendor’s Page |
|---|---|---|
| Already on Microsoft 365 | Dynamics 365 | BAA through the data protection terms |
| Web forms and intake leads | HubSpot Enterprise | Forms on the covered list |
| Health system or referral team | Salesforce Health Cloud | From $350 a user a month |
| A full CRM on a small budget | Zoho CRM | HIPAA listed from Standard |
| Teams already on monday boards | monday CRM | HIPAA on Ultimate |
| A patient access call center | LeadSquared | Healthcare CRM with a BAA |
Every one of them needs a signed BAA before import, and a CRM whose vendor will not sign one is not an option for PHI. Our BAA template lists what the agreement must contain, so you can check the one you are offered.