Best CRMs for Healthcare Teams (20–50 users) in 2024

In the healthcare industry, building strong relationships with patients and managing sensitive data efficiently are critical to providing high-quality care. So it's perhaps unsurprising how healthcare providers increasingly rely on Customer Relationship Management (CRM) systems to streamline patient interactions, enhance communication, and ensure compliance with privacy regulations.

In this blog post, we will dive into the best CRM solutions for healthcare teams of 20-50 people in 2024, focusing on five leading platforms: Folk, Zoho, Pipedrive, Salesforce, and HubSpot.

Why you need a CRM

Implementing a CRM can transform how your healthcare organization of 20-50 people manages patient relationships and streamlines care coordination, providing a structured approach to handle growing patient volumes efficiently.

Challenges without a CRM

Below are a few common challenges we see from mid-sized healthcare teams who don't currently use a CRM to manage their patient relationships and care workflows.

• Disorganization: Without a CRM, tracking patient information across multiple providers becomes chaotic, leading to care gaps and coordination errors that impact patient outcomes.
• Missed opportunities: Patient follow-ups and referral opportunities slip through the cracks, resulting in lost revenue and suboptimal care continuity for your growing practice.
• Inefficient processes: Manual patient tracking and communication workflows consume valuable time that healthcare teams of 20-50 could better spend on direct patient care.
• Lack of insight: Without centralized patient data, gaining actionable insights about care patterns and patient outcomes becomes nearly impossible for growing healthcare teams.
• Inconsistent communication: Patient communication across your team becomes fragmented, leading to confusion and decreased patient satisfaction as your practice scales.

Benefits of a CRM

Once your healthcare team of 20-50 people is ready to consider a CRM, there are some key benefits you can be sure to reap including the following.

• Centralized information: All patient data and care coordination details are stored in one place, making it easy for your entire healthcare team to access and manage patient relationships.
• Enhanced efficiency: Automate patient follow-ups and care workflows, freeing up time for your 20-50 person team to focus on direct patient care and improving overall productivity.
• Improved patient relationships: Personalized communication and timely follow-ups enhance patient satisfaction and care outcomes across your growing healthcare practice.
• Better decision-making: Data-driven insights help your healthcare team make informed decisions that drive better patient outcomes and practice growth.
• Increased revenue: Track patient referrals and care opportunities effectively, ensuring no potential revenue is lost as your practice scales to 20-50 team members.
• Consistent communication: Maintain consistent and professional patient communication across your entire team, improving trust and care coordination.

Key features of a CRM for healthcare

But with a saturated market, it can feel overwhelming when it's time for your healthcare team of 20-50 people to consider which CRM is right for you. Below are key features you should look out for to get the most out of your healthcare CRM system.

• Automated processes: Streamlines patient care workflows by automating repetitive tasks like appointment reminders and follow-up scheduling.
• Contact enrichment: Automatically finds patient contact information and updates records, enhancing efficiency for busy healthcare teams managing multiple patients.
• Structured pipeline: Tracks patients through defined care stages, ensuring process clarity and effectiveness across your 20-50 person healthcare team.
• Email sequences: Increases patient communication efficiency with follow-up templates and automated care reminders tailored to healthcare workflows.
• LinkedIn connection: Seamlessly imports professional contacts from LinkedIn and tracks conversations within the CRM for healthcare networking and referrals.
• Analytics: Provides essential patient data analysis and care insights for better planning and outcomes in mid-sized healthcare practices.

How to boost your efficiency in healthcare with a CRM

Wondering how a CRM can help busy healthcare teams of 20-50 people boost their efficiency and improve patient care coordination? Below are key benefits you should expect from a good healthcare CRM.

1. Mapping your process

Mapping your healthcare processes is crucial for optimizing patient care workflows across your 20-50 person team. You can use a CRM to identify key stages such as patient intake, initial consultation, treatment planning, ongoing care, and discharge follow-up. Use your CRM to define these care stages and track patient progress in real-time, ensuring that no step is overlooked and every patient receives coordinated care across your entire healthcare team.

2. Lead qualification

Effective patient qualification in healthcare involves assessing patient needs and determining priority for care coordination across your team. Use your CRM to gather patient data, such as medical history, symptoms, and care urgency, to create a prioritization system. This helps your 20-50 person healthcare team address high-priority patients promptly while ensuring efficient care coordination and improved patient outcomes.

3. Outreach and follow-up

Automated patient outreach and follow-up are essential for maintaining care continuity and treatment adherence across your growing healthcare practice. Implement automated email campaigns to remind patients of upcoming appointments, share care instructions, and provide post-treatment follow-up guidance. Use your CRM to schedule and track these communications, ensuring consistent and personalized patient interactions across your entire 20-50 person healthcare team.

4. Nurture existing leads and customers

Nurturing existing patients involves strategies for expanding care relationships and improving health outcomes. Leverage your CRM to identify opportunities for additional services, preventive care, or specialized treatments that could benefit your patients. For example, if a patient completes a treatment program, your CRM can suggest follow-up wellness services or preventive care screenings, enhancing patient health outcomes while growing your practice revenue.

How to evaluate and choose a CRM platform

There are a few things your healthcare team of 20-50 people should keep top of mind as you create a short list of CRMs that you want to consider investing in for your practice.

1. Define your requirements

Start by identifying the key features your healthcare team needs. Consider functionalities like patient care coordination, appointment scheduling, secure communication channels, and integration with existing healthcare systems. Customization options and patient analytics capabilities are also crucial for improving care outcomes and operational efficiency across your 20-50 person team.

2. Budget considerations

Balancing cost and return on investment is essential for mid-sized healthcare practices. Evaluate CRM pricing models for 20-50 users, considering both upfront costs and long-term expenses. Healthcare CRM solutions in 2024 should offer scalable options that grow with your practice without incurring prohibitive costs as you expand your team.

3. Selection process

Research thoroughly to choose the right CRM vendor for your healthcare team. Look for vendors with strong track records serving healthcare practices of 20-50 people, positive customer reviews, and robust support services. Request demos and consult with vendor representatives to understand how their CRM solutions can meet your specific patient care coordination needs.

4. Get a demo

Trial and compare different healthcare CRM platforms with your 20-50 person team. Make use of free trials or pilot programs to assess usability, integration capabilities, and overall performance. Collect feedback from your healthcare staff and consider how each CRM aligns with your practice's patient care goals before making a final decision.

3 tips for implementing a CRM

1. Import your data in your new CRM

Transitioning your healthcare team of 20-50 people to a new CRM involves migrating existing patient data. Start by exporting your data as a CSV file from your current system. This ensures that no valuable patient information is lost during the transition and your entire team can access historical care data.

2. Create your first pipeline

Once your patient data is imported, set up your first care pipeline tailored to your healthcare team's workflows. Create stages that reflect your unique patient care processes, such as "Initial Inquiry," "Consultation Scheduled," "Treatment Planning," "Active Care," and "Follow-Up Monitoring." This customization ensures your CRM aligns with how your 20-50 person healthcare team actually manages patient relationships and care coordination.

3. Onboard your team

Effective CRM implementation requires that your entire healthcare team of 20-50 people is properly trained and engaged. Conduct comprehensive training sessions to familiarize your staff with the new system, emphasizing how it will benefit their daily patient care tasks and improve care coordination. Encourage feedback and address concerns to ensure smooth adoption across your growing healthcare practice.

The 5 best CRMs for healthcare

1. folk

folk is a modern CRM platform specifically designed for growing teams like healthcare practices of 20-50 people, offering customizable patient care pipelines, AI-driven tools, and seamless integrations to enhance care coordination and patient relationship management.

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Key features

• Contact enrichment: Automatically enriches patient and referral contact details by finding emails and LinkedIn URLs, enabling efficient outreach without manual data entry—perfect for busy healthcare teams managing multiple patient touchpoints.
• LinkedIn integration: Seamlessly import professional contacts from LinkedIn, track networking conversations within folk, and use templates for quicker healthcare professional communication and referral coordination.
• Email integration: Full email sync, templates, and tracking features specifically designed for healthcare communication, enabling your 20-50 person team to manage all patient interactions directly from the CRM.
• AI-powered features: AI tools assist in managing patient relationships and care coordination, automating routine follow-up tasks and suggesting actions to improve care outcomes and team productivity.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing healthcare teams to centralize their workflow and reduce manual data entry across multiple healthcare systems.

Pros

• Ease of use: folk is specifically designed for teams of 20-50 people with an intuitive interface that requires minimal training, making it perfect for busy healthcare professionals who need quick adoption and immediate productivity gains.
• All-in-one solution: folk streamlines healthcare workflows by allowing you to import patient contacts, automatically find contact information, reach out through customizable care sequences, and track interactions in patient care pipelines—eliminating the need for multiple tools and reducing costs for growing practices.
• Perfect for healthcare networking: Seamlessly import healthcare professional contacts from LinkedIn, track referral conversations within folk, and use templates for efficient care coordination across your network.
• Ideal customizability for healthcare teams: Custom fields for patient data, care pipelines tailored to your practice, and workflows that match how your 20-50 person healthcare team actually operates.
• Scalable integrations: folk integrates with over 6,000 apps, allowing healthcare teams to connect existing systems without the complexity of enterprise-level platforms, perfect for practices scaling from 20-50 people.

Cons

• Reporting and analytics: folk provides advanced analytics today, including pipeline and stage reporting, weighted revenue forecasting, performance breakdowns by owner/channel/industry/region/any custom field, and revenue insights.
  
  

Pricing

You can try folk for free with a 14-day free trial, perfect for healthcare teams of 20-50 people to test patient care workflows. After that, monthly or annual subscription plans are as follows:

• Standard: $20 per user, per month—ideal for healthcare teams starting their CRM journey,
• Premium: $40 per user, per month—perfect for growing healthcare practices of 20-50 people,
• Custom: Starts from $80 per user, per month—tailored for larger healthcare organizations with complex needs.

2. HubSpot

HubSpot CRM is a comprehensive platform offering integrated tools for managing patient relationships, marketing, and service operations, though it can be complex for healthcare teams of 20-50 people.

Key features

• Marketing hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, though potentially overwhelming for healthcare teams of 20-50 people focused on patient care.
• Sales hub: Provides deal tracking, pipeline management, sales automation, and reporting, but requires significant setup time for healthcare practices.
• Service hub: Offers customer service tools like ticketing, live chat, and knowledge bases, though may be overly complex for patient inquiries in smaller practices.
• Operations hub: Syncs and automates business processes across different systems, but often requires technical expertise to implement effectively.
• Lead scoring: Prioritizes leads with predictive scoring, though this feature may be less relevant for healthcare patient management workflows.

Pros

• Comprehensive features: Offers extensive functionality for patient management, though this can be overwhelming for healthcare teams of 20-50 people.
• Free plan available: Provides basic CRM features at no cost, though limited for growing healthcare practices.
• Strong learning resources: HubSpot Academy offers extensive training, though the time investment may be significant for busy healthcare teams.
• Marketing integration: Built-in marketing tools for patient outreach, though may be overkill for healthcare practices focused on care coordination.
• Established platform: Well-known CRM with proven track record, though not specifically designed for healthcare workflows.

Cons

• High cost at scale: HubSpot pricing becomes expensive quickly for teams of 20-50 people, often exceeding healthcare practice budgets.
• Complex for healthcare needs: Many features are sales-focused rather than healthcare-specific, creating unnecessary complexity for patient care coordination.
• Limited customization in lower tiers: Restricted flexibility for healthcare workflows without expensive upgrades.
• Steep learning curve: Requires significant training time that healthcare teams of 20-50 people may not have available.
• Over-engineered for mid-sized practices: Too many features that healthcare teams won't use, leading to poor adoption and wasted investment.

Price and plans

On an annual subscription plan, HubSpot's CRM suite plans are as follows, though costs escalate quickly for healthcare teams of 20-50 people.

• ‍Starter: $15 per user, per month—limited functionality for healthcare needs.‍
• Professional: $450 per user, per month—expensive for mid-sized healthcare teams.‍
• Enterprise: $1,500 per user, per month—prohibitively expensive for most healthcare practices.
  

3. Pipedrive

Pipedrive is a pipeline-focused CRM for smaller teams, offering basic patient management and workflow automation, though it lacks healthcare-specific features for teams of 20-50 people.

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Key features

• Pipeline management: Strong pipeline visualization for tracking patients through care stages, though limited customization for healthcare-specific workflows.
• Basic automation: Simple workflow automation for routine tasks, but lacks sophistication needed for complex patient care coordination.
• Email integration: Standard email sync and templates, though not specifically designed for healthcare communication needs.
• Reporting: Basic reporting and analytics, but limited insights for healthcare teams of 20-50 people managing patient outcomes.
• Mobile access: Mobile app for on-the-go access, useful for healthcare professionals but lacks healthcare-specific mobile features.

Pros

• Simple interface: Easy to use pipeline view, though not optimized for healthcare patient care workflows.
• Reasonable pricing: Affordable entry point, but costs increase quickly as healthcare teams add necessary features.
• Good mobile app: Solid mobile experience, though lacks healthcare-specific mobile functionality.
• Pipeline focus: Strong pipeline management, but generic approach doesn't address healthcare team needs of 20-50 people.
• Decent automation: Basic workflow automation, though insufficient for complex patient care coordination.

Cons

• Not healthcare-specific: Generic sales-focused features don't address unique needs of healthcare teams managing patient relationships.
• Limited advanced features: Lacks sophisticated automation and analytics needed for healthcare teams of 20-50 people.
• Basic reporting: Insufficient analytics for healthcare practices needing patient outcome insights.
• No built-in marketing: Requires additional tools for patient communication and care coordination.
• Costs escalate with add-ons: Necessary features for healthcare teams require expensive upgrades, making it less cost-effective than alternatives like folk CRM.

Price and plans

An annual subscription plan from Pipedrive is as follows, though costs increase with necessary healthcare features.

• Essential plan: Starts from $14 per user, per month—basic features insufficient for healthcare needs.
• Advanced plan: Starts from $29 per user, per month—limited healthcare-specific functionality.
• Power plan: Starts from $64 per user, per month—better features but still lacks healthcare focus.
• Enterprise plan: Starts from $99 per user, per month—expensive for healthcare teams of 20-50 people.

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4. Salesforce

Salesforce is a complex enterprise CRM platform that's often overkill for healthcare teams of 20-50 people, requiring significant technical expertise and budget investment.

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Key features

• Enterprise capabilities: Comprehensive platform with extensive features, though overwhelming and unnecessarily complex for healthcare teams of 20-50 people.
• Heavy customization: Highly customizable but requires significant technical expertise and development resources that most healthcare practices lack.
• AI integration: Salesforce Einstein offers AI features, but these are often too advanced and expensive for mid-sized healthcare teams.
• Extensive integrations: Connects with many systems, but integration complexity often requires dedicated IT staff or consultants.
• Enterprise security: Robust security features appropriate for large healthcare organizations, but overkill for smaller practices.

Pros

• Enterprise-grade features: Comprehensive functionality for large organizations, though excessive for healthcare teams of 20-50 people.
• Highly customizable: Extensive customization options, but requires technical expertise that most healthcare practices don't have.
• Strong integrations: Connects with many systems, though integration complexity is often prohibitive for mid-sized teams.
• Scalability: Can handle large organizations, but this scalability comes with unnecessary complexity and cost for smaller healthcare teams.
• Advanced analytics: Powerful reporting capabilities, though often too complex for healthcare teams focused on patient care rather than data analysis.

Cons

• Prohibitively expensive: Costs are extremely high for healthcare teams of 20-50 people, with licensing fees often exceeding practice budgets.
• Overwhelming complexity: Requires extensive training and technical expertise that healthcare teams don't have time to develop.
• Requires consultants: Setup and customization typically require expensive certified consultants, adding significant implementation costs.
• Overkill for healthcare practices: Designed for large enterprises, making it unnecessarily complex for healthcare teams focused on patient care.
• Long implementation time: Complex setup process can take months, delaying benefits for healthcare practices needing immediate CRM solutions.

Price and plans

An annual subscription plan with Salesforce is as follows, though costs quickly become prohibitive for healthcare teams of 20-50 people.

• Starter Suite: $25/user/month—limited functionality insufficient for healthcare needs
• Pro Suite: $100/user/month—basic features but lacks healthcare-specific tools
• Enterprise Plan: $165/user/month—expensive with complex setup requirements
• Unlimited Plan: $330/user/month—prohibitively expensive for mid-sized healthcare teams
• Einstein 1 Sales: $500/user/month—extremely expensive and unnecessary for most healthcare practices

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5. Zoho

Zoho is an affordable CRM system with healthcare features, though it can be complex to set up and customize for healthcare teams of 20-50 people compared to more intuitive alternatives.

Key features

• Patient management: Basic tools for managing patient information and interactions, though interface can be cluttered for busy healthcare teams.
• Customizable dashboards: Allows healthcare providers to create custom reports, but setup complexity can be challenging for teams of 20-50 people.
• Multi-channel communication: Integrates email, phone, and chat, though coordination across channels can be complex.
• Workflow automation: Automates routine tasks, but configuration often requires technical expertise that healthcare teams may lack.
• Security compliance: Provides security features for healthcare data, though navigation and setup can be overwhelming compared to simpler alternatives.

Pros

• Affordable pricing: Competitive pricing for basic features, though value decreases as healthcare teams need more sophisticated functionality.
• Healthcare compliance: Includes security measures for patient data protection, though setup can be complex.
• Zoho ecosystem: Integrates with other Zoho products, but this can create dependency on a single vendor.
• Customization options: Allows tailoring to healthcare workflows, but requires significant time investment to configure properly.
• AI features: Includes Zia AI assistant, though implementation and effectiveness can be limited for healthcare-specific tasks.

Cons

• Complex setup: Initial configuration is challenging and time-consuming for healthcare teams of 20-50 people who need quick implementation.
• Steep learning curve: Interface complexity requires significant training time that busy healthcare professionals may not have.
• Performance issues: Can be slow with larger patient databases, impacting productivity for growing healthcare practices.
• Limited third-party integrations: Fewer integration options compared to platforms like folk CRM, potentially limiting workflow efficiency.
• Data migration challenges: Moving patient data from existing systems can be difficult and require technical assistance.

Price and plans

Zoho's free plan is limited to three users. After that, an annual subscription plan is as follows, though setup complexity may require additional support costs.

• Standard: $14 per user, per month—basic features with complex setup
• Professional: $23 per user, per month—more features but still requires significant configuration
• Enterprise: $40 per user, per month—advanced features with high complexity for healthcare teams

Conclusion

Choosing the best CRM for healthcare teams of 20-50 people in 2024 is crucial for improving patient care coordination and practice efficiency. After evaluating the top platforms, folk CRM emerges as the ideal solution for growing healthcare practices. Unlike complex enterprise solutions like Salesforce or HubSpot that require extensive training and technical expertise, folk CRM offers the perfect balance of powerful features and ease of use specifically designed for teams your size. With its intuitive interface, healthcare-focused automation, and seamless integrations, folk CRM enables your team to focus on patient care rather than wrestling with complicated software. Take advantage of folk's free trial to experience how it can transform your healthcare practice's patient relationship management.

👉🏼 Try folk now to organize patient pipelines and automate follow-ups for better clinical coordination

Need a helping hand? Use our free tool to find your perfect CRM match.

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FAQ

What is CRM used for in healthcare?

A CRM centralizes patient and referral data, tracks care stages, automates reminders, coordinates outreach, and reports on outcomes. It improves continuity of care, reduces missed follow-ups, and streamlines collaboration across clinicians and admin staff.

What features should a healthcare CRM include?

Look for secure data handling, role-based access, customizable care pipelines, automated reminders, email sync and templates, EHR and calendar integrations, contact enrichment, analytics/dashboards, and audit logs. Ensure HIPAA-aligned processes when applicable.

How much does a healthcare CRM cost?

Entry tiers run about $14–$40 per user/month; mid-tier $45–$150+; enterprise $300+ with add-ons. Budget for setup, training, integrations, and data migration. Teams of 20–50 users should model total cost of ownership over 12–36 months.

How do you implement a CRM in a healthcare team?

Map care stages, clean and import data, set roles and permissions, build pipelines, automate reminders, integrate email/calendar/EHR, train staff, and track adoption. Pilot and iterate. Use vendor trials (e.g., folk) to validate fit.