However, not every software solution is created equal. To help healthcare project managers choose, we’ve highlighted the top seven HIPAA-compliant project management software, in alphabetical order, based on verified software reviews. Read more.
All the featured products are dedicated project management tools with HIPAA compliance at the core of their security policies. They provide data encryption, secure collaboration tools, user authentication, incident response, and reporting along with core project management capabilities.
1. Asana
As a HIPAA-compliant project management solution, Asana offers permissions, privacy control, and secure document sharing for healthcare organizations. It lets project administrators limit document and project access to specific users, manage project privacy settings, and enforce password complexity rules to safeguard patient data and records. Additionally, the software uses encryption to protect healthcare data at rest and in transit.
Product features of interestKanban and Gantt charts: Visualize and manage tasks with Kanban boards, and track project timelines, dependencies, and critical paths with Gantt charts. These charts simplify project planning, execution, and collaboration.
Risk management: Identify, assess, and mitigate project and task risks. This feature includes real-time project tracking to spot bottlenecks and resolve them promptly.
Audit trails: Record and track the changes made to projects and tasks. This feature maintains a detailed record of user activity to track who made the changes and when they were made.
Customer support options: Live chat, help center, and FAQs
Who should consider Asana?
Asana can be a viable option for healthcare companies seeking a project management solution with risk management capabilities. The software conducts risk assessments and implements security measures (such as two-factor authentication and audit trail) to help identify breaches of patient confidentiality, data security vulnerabilities, and HIPAA noncompliance. It also helps healthcare project managers develop contingency plans for potential breaches or compliance lapses.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
2. ClickUp
ClickUp allows healthcare project managers to create tasks, assign them to team members, set deadlines, and monitor progress. It automates appointment scheduling as well as offers custom fields to record PHI, such as patient name and age. For HIPAA compliance, healthcare administrators can set up user permissions to restrict access to sensitive patient or health data. As an added layer of protection, the platform offers 24/7 security monitoring, single sign-on (SSO), firewall protection, and encryption for data at rest and in transit.
Product features of interestSchedule management: Create and manage project schedules with calendars, timelines, and customizable project views. This feature enables medical teams to plan appointments, procedures, and patient care tasks; set due dates; assign tasks to team members; and establish dependencies.
Automate contracts and SLA renewals: Build automated workflows to get notified of contract renewal dates, generate renewal documents, and send reminders for required actions such as contract reviews. This feature also escalates issues if service-level agreements (SLAs) are not met.
Document management: Store and organize documents such as patient records, medical reports, and administrative files. The software implements HIPAA-compliant security measures, including encryption and access control, to protect sensitive healthcare documents from unauthorized access or data breaches.
Customer support options: Live chat, help center, and FAQs
Who should consider ClickUp?
Healthcare organizations looking to capture specific healthcare data can consider ClickUp. The software includes a custom fields feature that enables healthcare providers to create custom fields to capture particular PHI, such as medical history or treatment plans. These custom fields also enforce data security policies and access control, ensuring only authorized personnel can view and access the data entered. This helps reduce the risk of data breaches and maintain HIPAA compliance.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
/ Pro tip
Review the terms and conditions of the business associate agreement (BAA). BAA is a legally binding contract, required under HIPAA, between a covered entity (such as a healthcare provider) and a business associate (a person or software platform that handles PHI on behalf of the covered entity). It outlines the responsibilities and obligations of both parties regarding PHI protection, data security, and privacy.
3. Jira
As a HIPAA-compliant project management platform, Jira offers centralized admin controls, tiered permission schemes, two-factor authentication, and external user security to secure sensitive healthcare information and data access. It lets healthcare project managers create tasks and subtasks, add task details (description, assignee name, priority level, etc.), set due dates, and track their completion status. It also enables synchronization of work calendars, ensuring all appointments and patient care tasks are consolidated in one place.
Product features of interestCustomizable workflows: Create custom workflows to match unique medical processes and requirements. For example, healthcare managers can create workflows that align with applicable compliance protocols or specific clinical or administrative procedures.
Advanced audit logs: Maintain a detailed record of user activity within the system, including who accessed patient data, what changes they made, and when they made the changes. Audit logs help ensure compliance with HIPAA standards.
Scrum and Kanban boards: Use Scrum and Kanban boards to break down large complex projects into smaller manageable tasks and organize them within a sprint framework. These boards provide a visual overview of task status to help monitor project progress.
Customer support options: Community forum, help center, and FAQs
Who should consider Jira?
Jira is worth considering for healthcare teams that work on projects that require access permissions for multiple stakeholders. Its tiered permission schemesTo present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
4. Microsoft Project
Microsoft Project provides customizable templates and visual roadmaps for planning medical projects, such as clinical trials, quality improvement initiatives, and medical equipment procurement. Its budgeting functionality assists in estimating project expenses and allocating resources. As HIPAA-compliant software, it allows healthcare organizations to set user permissions and access control measures as well as track changes made to medical records and documents. All healthcare data within Microsoft Project is encrypted both in transit and at rest.
Product features of interestProject portfolio management: Analyze and prioritize projects by comparing proposals based on strategic priorities and resource management data. This feature helps healthcare organizations identify which projects best align with their business goals, allocate resources effectively, and optimize project portfolios.
Reporting tools: Generate detailed reports to get actionable insights into project progress, resource allocation, and task performance. This feature enables informed decision-making and project optimization.
Timesheet submission: Allow team members to log the hours they spend on project-related tasks. This feature aids in project cost estimation and tracking.
Customer support options: Community forum, FAQS, and help center
Who should consider Microsoft Project?
Healthcare companies that already use Microsoft’s suite of products can leverage Microsoft Project. The software integrates with other Microsoft applications, including Outlook and Power BI, allowing healthcare teams to not only visualize patient demographics such as age, gender, and geographic location, but also embed data charts or reports directly into their healthcare projects. Additionally, they can leverage the existing security protocols and compliance measures within the Microsoft ecosystem, ensuring patient information remains secure and compliant with HIPAA.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
5. monday.com
monday.com is a project management tool that allows healthcare teams to visualize project tasks, milestones, and dependencies. It lets them generate real-time reports on project progress, staff bandwidth, and improvement efforts. It includes an audit log feature that tracks all user activity within the software system. Managers can see when staff members last logged in, the device they used, their IP address for the session, the tasks they worked on, etc. The software also offers SSO and IP-restricting capabilities to ensure HIPAA compliance.
Product features of interestPortfolio management: Get a detailed view of all projects and their status for streamlined resource allocation, priority monitoring, and project health management. This feature helps prioritize projects based on strategic goals and business impact, ensuring critical projects receive appropriate attention and resources.
Resource management: Define rules to prevent over- or underallocation of project resources to prevent staff burnout and maintain productivity. This feature enables load balancing to distribute resources evenly across projects.
Redact email notification content: Ensure project details, patient information, or any confidential data shared in project updates remain hidden in email notifications.
Customer support options: Help center, live chat, call, and email
Who should consider monday.com?
Healthcare project managers seeking a HIPAA-compliant solution with advanced user security options can consider monday.com. This platform includes a Panic mode that can be activated in case of any suspicious activity or potential data breach. It enables healthcare businesses to respond to security threats by temporarily blocking user accounts, preventing unauthorized access, and mitigating the risk of data exposure. Additionally, the email content redaction feature ensures email notifications sent to project stakeholders effectively conceal sensitive information such as patient details.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
/ Pro tip
Make a list of “must-have” versus “good-to-have” features based on the unique needs of your healthcare project team. For instance, document sharing, co-authoring, live chat, and real-time updates are nonnegotiable requirements for remote healthcare providers and teams. Also, consider your project’s complexity, collaboration frequency, and other unique industry or client requirements to pick the right tool.
6. Smartsheet
Smartsheet is a project management tool that automates repetitive workflows such as processing approvals, monitoring staff availability, sending project updates, and setting reminders. For HIPAA compliance, the software allows healthcare providers to define role-based access control measures to manage who can access sensitive health data and how they can interact with it. It also includes user permission settings and encryption to safeguard PHI from unauthorized access or data breaches.
Product features of interestResource planning: Assign and track the availability and utilization of resources such as staff, equipment, and materials. This feature helps optimize project resource allocation and prevent overallocation or underutilization.
Security firewall: Install and maintain a firewall to protect information accessible via the internet. This feature analyzes incoming and outgoing network traffic, enabling security policies to filter out potentially harmful data.
Workflow automation: Set up recurring or condition-based workflows to save time on repetitive tasks such as tracking project status, setting deadlines, and sending updates.
Customer support options: Live chat, call, email, FAQs, and knowledge base
Who should consider Smartsheet?
Smartsheet is worth considering for healthcare project teams that want to secure their data from external threats such as cyberattacks or unauthorized access attempts. As part of its security control policy, Smartsheet installs and maintains a firewall to protect patient and healthcare data, both internal and accessible via the internet. The tool monitors inbound and outbound network traffic to detect potentially malicious agents and ensure only legitimate connections are established.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
7. Teamwork
Teamwork offers a pre-installed library of templates to build project plans or workflows. Its cross-functional task management functionality automates task creation, assigning, and tracking for healthcare project managers. This HIPAA-compliant tool enables healthcare administrators to grant individual access rights, ensuring staff members can access patient data, including treatment plans and reports, only when it’s shared with them or placed within the shared folders. The software also includes data encryption using industry-standard AES-256 algorithms.
Product features of interestProject milestones: Break down complex projects into smaller tasks or milestones for easier tracking. This feature allows teams to set specific goals and objectives within a project, stay on track, and meet strategic objectives.
Risk management: Identify, assess, and mitigate risks associated with a project. This proactive risk management approach helps healthcare teams anticipate and address potential challenges such as scheduling conflicts or staff shortage.
Stakeholder communication: Communicate directly with project stakeholders using comments and @mentions within the dashboard. This feature simplifies the feedback and approval process.
Customer support options: Live chat, call, email, FAQs, and knowledge base
Who should consider Teamwork?
Teamwork can be a viable option for healthcare project managers who want to establish a standardized process for compliance checks. It offers the flexibility to build a custom compliance management template from scratch or reuse an existing template. This template can include tasks to evaluate regulatory requirements, conduct compliance audits, maintain documentation and record-keeping, implement data security measures, and assess risks. A custom template also ensures team-wide consistency and reduces the risk of errors or oversight.
To present the most up-to-date information, the product information below shows the latest real-time ratings, which may differ from the ratings values at the time this report's analysis was conducted, since new reviews may have been left in the meantime.
Trial/Free Version
- Free Trial
- Free Version
Starting price
Device compatibility
/ Pro tip
Ensure your shortlisted software includes robust data backup and recovery features, including regular backups, encryption, versioning, testing, access control, and data retention policies. These features will enable you to recover your PHI without compromising its integrity in the event of data loss or a security incident.
How much does HIPAA-compliant project management software cost?
HIPAA-compliant project management software platforms can cost as low as $5 per user, per month, or more than $299 per month, depending on various factors—features, number of users, number of projects, process requirements, business size/type, integrations, and storage. Most project management tools typically offer the following pricing plans:
Free trials: No-cost plans range from a week to a month, offering access to all or limited software features. These are ideal for businesses that want to try a tool before investing.
Free versions: Free plans offer limited access to basic software features. These are ideal for small-business owners on a budget.
Entry-level plans: Start at $5 per month and offer limited features. These are suitable for project teams that need basic features such as project tracking and task management.
Mid-tier plans: Range from $10 to $30 per month and offer advanced features such as multiple visualization options, unlimited dashboards, and advanced resource management. These are suitable for businesses that have outgrown entry-level project management tools but don’t require the full range of functionality offered by enterprise-level tools.
High-end plans: Advanced plans can cost more than $299 per month and offer a range of advanced features, including custom training sessions, priority support, and advanced reporting. These plans are suitable for businesses with cross-functional project management teams.
Hidden costs associated with HIPAA-compliant project management software
Besides the software license price, additional costs associated with HIPAA-compliant project management software include:
Data migration: Expenses related to transferring existing project data, files, and information into the new software, including data cleaning and validation.
Training: Resources spent on educating users and administrators on how to use the project management software effectively.
Software upgrades: Fees associated with keeping the project management software up to date, including purchasing new versions or subscribing to ongoing updates and support services.
Frequently asked questions when selecting HIPAA-compliant project management software
Here are some questions to ask project management software vendors before making a final purchase:
Does the software provide audit trail capabilities?
HIPAA regulations require healthcare organizations to maintain detailed audit logs of who accesses patient data and when. Inquire about the specifics of this functionality. Does it record all user actions, including access, modifications, and deletion of PHI? Also, check the retention period for audit data. HIPAA requires retaining audit logs for at least six years, so ensure your shortlisted software meets this requirement.
What user authentication methods does the software support?
Check whether the software supports multi-factor authentication (MFA). MFA adds an extra layer of security by requiring users to provide two or more forms of authentication to gain access, and it’s highly recommended for HIPAA compliance. Also, evaluate the strength and complexity requirements for usernames and passwords. HIPAA mandates the use of strong, unique passwords to prevent unauthorized access.
Does the software integrate with EHR or EMR systems?
Most healthcare businesses use electronic health record (EHR) or electronic medical record (EMR) systems to standardize patient data recording and sharing. Integration with these systems ensures operational efficiency and boosts data sharing and centralization. However, they also increase security risks, which aren’t ideal under the HIPAA framework. Implement security measures such as risk assessments, data encryption, data minimization