Medical scheduling software can help you manage shifts, reduce admin work, and save time.
When your day is packed with constant calls, last-minute cancellations, and staff stretched thin, the stress of scheduling can push you past your limit.
The right medical scheduling software brings order to the chaos, giving staff a clearer workflow, fewer interruptions, and the space to focus on patient care instead of worrying about outdated information.
In this article, I reviewed the 5 best medical scheduling software in 2025, including:
- Connecteam
- QGenda
- ShiftWizard
- ScheduleAnywhere
- eSchedule
Our Top Picks
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Best all-in-one Medical Scheduling Software
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Good for provider & credentialed staff scheduling
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Good for self-scheduling and open-shift bidding
Why trust us?
Our team of unbiased software reviewers follows strict editorial guidelines, and our methodology is clear and open to everyone.
See our complete methodology
What to Look For in a Medical Scheduling Software Tool
These are some of the key features I looked for to find the best medical scheduling software:
Must-have features:
- Staff scheduling: You should be able to easily build and update staff schedules, with changes appearing in real-time, without delay.
- HIPAA compliance: The software must protect sensitive patient and staff information through secure, compliant data handling.
- Time tracking: The platform should accurately log hours worked, breaks, and overtime.
- Staff availability: Team members need to be able to update availability, request time off, and block out non-clinical hours.
- Shift swapping capabilities: The tool should support shift changes with clear admin oversight.
- Automated scheduling: The software should build or suggest schedules automatically based on qualifications, certifications, availability, and demand.
I also made sure the software is:
- Intuitive, so staff can use it right away, without creating more work.
- Mobile-friendly so staff can access the latest updates on the go.
Finally, I checked for these standout features:
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- Credential tracking for keeping licenses and certifications up-to-date.
- In-app communication to keep all work chats in a secure, HIPAA-compliant platform.
- Notifications for schedule changes, shift availability, and time-sensitive updates.
The 5 Best Medical Scheduling Software Tools of 2025
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Connecteam — Best all-in-one Medical Scheduling Software
Connecteam is an all-in-one medical scheduling software that offers tools to track time, communicate, and simplify daily processes. Through its mobile-first design and user-friendly interface, Connecteam supports how medical professionals actually work.
Why I chose Connecteam: Connecteam stands out for its customizable approach to scheduling. I really liked that you can easily build shift, rotating, block, on-call, and other types of schedules on the same platform.
Here’s a closer look at what Connecteam has to offer:
Smart, simple scheduling
Connecteam’s employee scheduling makes it easy to plan out complex shift patterns. You can use the drag-and-drop editor to build schedules from scratch, use templates for recurring shifts, or duplicate successful schedules. I also liked that you can attach notes, tasks, and files directly to each shift, giving your staff quick access to the information they need.
Staff can request time off directly in the app, and submit their preferred work days and availability. Once you publish or update a schedule, staff members are notified in real-time and can view the latest version in the mobile app.
I was impressed by the shift replacement feature, which lets staff release shifts they can’t work so qualified teammates can pick them up. You can enable admin approval, so managers can still review replacements before they’re confirmed. The schedule also gives you clear visibility into coverage gaps, so it’s easy to see if a department or unit is short-staffed.
The feature that stood out to me most was the AI-powered auto-scheduler. It generates full shift schedules fairly based on staff availability, qualifications, roles, and demand. Plus, it simplifies compliance with alerts for overtime, conflicts, and breaks, so you can comply with labor laws and union rules. In just a click, the AI scheduler does all the heavy lifting for you.
Accurate time tracking
Connecteam’s GPS-enabled employee time clock makes tracking time and attendance simple. Staff can clock in and out right from their phones, and you can create a geofence to confirm that they’re on-site. If someone forgets to clock out at the end of a long shift, the system will automatically clock them out when they leave the location.
I also liked that the app sends employees clock-in and clock-out reminders, helping prevent missed punches. Managers get real-time visibility through auto-reports, making it easy to spot coverage gaps, flag frequent late arrivals, and monitor overtime before it becomes an issue.
Breaks, overtime, and missed punches are logged directly into timesheets for payroll. Managers can review, edit, and approve timesheets and send them to payroll with one click. Every timesheet change is tracked, giving you a clear, audit-ready record.
HIPAA-compliant communication
Connecteam’s online team chat lets staff communicate in real-time without relying on external apps that put data at risk. The chat is HIPAA-compliant, with encrypted messages and secure storage, so you can share information confidently.
You can send one-on-one messages, create group chats, or use the company updates feature for organization-wide announcements. Managers have full control over chat permissions, including who can start conversations or delete messages. Push notifications ensure that staff get mobile alerts instantly.
I also liked that messages are completely searchable, so you can quickly find past conversations or important details. You can send files, images, videos, and links right in the chat, and tag team members on urgent updates. It’s a simple, secure way to keep everyone connected.
Integrations
Connecteam offers an API integration and connects with with leading HR and payroll providers, including:
And so much more…
Connecteam offers more than just medical scheduling, time tracking, and secure communication. Staff can complete digital forms and checklists for patient intake, screenings, or shift handoffs. Keep track of certifications and licenses with staff documents, and receive automatic reminders for upcoming expiration dates. There’s also a built-in company knowledge base for SOPs, guides, and policies. When staff have a question, they can ask the built-in AI agent any question, which will instantly pull answers from your documents. Connecteam offers all this and so much more to help you manage your medical operations.
Connecteam also offers a free for life plan – Try Connecteam here!
Key Features
- Drag-and-drop scheduler
- GPS time clock
- Conflict detection
- Secure communication
- AI auto-scheduling
- Real-time notifications
Pros
- HIPAA-compliant
- All-in-one solution
- User-friendly interface
- Strong compliance tools
Cons
- More integrations still in development
Pricing
Free-for-life plan availablePremium plans start at $29/month for 30 users
14-day free trial, no credit card required
Start your free trial -
QGenda — Good for provider & credentialed staff scheduling
QGenda is a healthcare workforce management platform that provides medical scheduling software for providers and staff, time tracking tools, and powerful integrations in one system.
Why I chose QGenda: I liked that QGenda is built for the healthcare industry and focuses on the complex scheduling needs of both providers and staff.
Medical scheduling
One of QGenda’s strengths is that it offers scheduling tools designed for different roles on the care team. Nurses and staff can use a self-service mobile app that lets them swap shifts, split shifts, or request PTO. I liked that departments can tailor scheduling settings to their specific needs and use AI and predictive tools to automate the creation process.
I also appreciated that the platform gives admins a clear view of staffing across the entire facility, so they have a better understanding of resources.
For practitioners, the Advanced Scheduling system uses rules-based automations to create schedules that factor in preferences, qualifications, and workload distribution. The set up seemed a bit complicated to me, so there might be a learning curve for administrators that need to configure more complex shift patterns.
Time and attendance
QGenda’s time and attendance tools connect directly with its scheduling system, so teams have one place to track hours and calculate pay. Nurses and staff can clock in and out on the mobile app with geo-verification or use RFID badges. The platform flags missed punches and attendance issues, and staff can record their meal and rest breaks.
I was impressed with how many different pay rules there are built into the system, including shift differentials, overtime, and holiday pay.
For providers, QGenda automates time tracking based on their schedules. The platform is designed to handle complicated compensation models, such as premium pay, stipends, and tiered rates. Managers can view hours worked, and the platform integrates with payroll systems for smooth processing.
Integrations and reporting
QGenda offers more than 85 integrations with healthcare systems, including HRIS platforms, EHRs, and medical communication tools. This is definitely impressive and helpful for reducing duplicate entries. However, offering this many integrations makes me wonder whether QGenda relies on third-party tools to make up for potential product gaps.
On a separate note, QGenda’s analytics tools come with ready-made dashboards to display workforce data. I liked that admins can track trends in staffing, time away, exam room usage, and more. There are also insights such as scheduled vs. actual hours that give organizations a better understanding of staffing and costs.
What users say about QGenda
All tasks that I have to complete within QGenda are easy to accomplish, adding new users to the software is easy to do and since I use this software every single day for my position, it is easy to maneuver as well as to teach to others.
The system could be more granular and allow for more specific rules to assist in creating a calendar quickly. When we try- it often requires multiple adjustments.
Key Features
- Staff scheduling
- Mobile app
- Self-service tools
- Time and attendance
Pros
- Unified platform
- Configurable pay rules
Cons
- Steep learning curve
- Complex setup
Pricing
Contact vendor for pricing Trial: No Free Plan: No
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ShiftWizard — Good for self-scheduling and open-shift bidding
ShiftWizard by HealthStream is a healthcare staff scheduling solution that automates scheduling, improves visibility, and enhances communication across departments.
Why I chose ShiftWizard: I chose ShiftWizard because of its focus on nurse and staff scheduling and its Workday-certified integration.
Staff scheduling and engagement
ShiftWizard really focuses on boosting staff engagement through its self-service scheduling options. I thought that its mobile app was pretty easy to use and I liked that it includes shift details, time off requests, and open shifts. Staff have more control over their schedules through self-scheduling and shift swaps.
For admins, ShiftWizard offers predictive tools that forecast demand so you can schedule the right number of staff at the right time. The Acuity & Assignment Manager uses patient acuity data to match staffing with demand in an effort to reduce overtime and improve coverage. You can manage staffing across multiple locations from one dashboard, giving you a single view of your entire workforce.
While it’s clear that a lot of thought went into the scheduling feature, I found it pretty overwhelming to look at and difficult to understand at a glance. ShiftWizard uses symbols to represent different statuses, which isn’t intuitive to new users. I think it would definitely take some time to learn how to use and read the schedule.
Time tracking
While ShiftWizard is mainly built for scheduling, it offers some basic time tracking tools. For example, staff can request PTO, view overtime, and track hours or communicate about schedule changes on the mobile app.
However, these features aren’t as developed as ones you would find in dedicated workforce management platforms. If you need in-depth time tracking, ShiftWizard offers integrations with external apps. That could be helpful if you already have a time tracking tool, but I can also see it being a drawback for organizations looking for an all-in-one solution.
Integrations and reporting
ShiftWizard really stresses its Workday-certified integration. If your organization already uses Workday as its HRIS, this is a big benefit because it means data can sync between the systems. In addition to Workday, ShiftWizard integrates with EMR, ERP, and HR platforms.
I liked that ShiftWizard offers both live dashboards and drill-down reports for deeper analysis. These tools are useful, but may seem limiting to organizations expecting enterprise-grade analytics. That said, ShiftWizard makes up for its limitations through its connection with other modules in HealthStream’s ecosystem.
What users say about ShiftWizard
I like being able to put in request for time off, without inconvenience to my overhead. They are able to look at the request and verify if it is able to be approved, without taking a lot of extra time from either party.
Not very user friendly for putting in requests off or making the schedule.
Key Features
- Staff scheduling
- Self-service options
- Shift swapping
- Mobile app
Pros
- Workday-certified integration
- Predictive and forecasting tools
Cons
- Complicated interface
- Limited time tracking capabilities
Pricing
Contact vendor for price Trial: No Free Plan: No
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ScheduleAnywhere — Good for multi-site nursing and small hospital clinics
ScheduleAnywhere by TCP is an employee scheduling software that offers a spreadsheet-style layout for teams seeking a simple interface.
Why I chose ScheduleAnywhere: I like that ScheduleAnywhere provides a familiar Excel-like scheduling format that medical admins could learn quickly.
Scheduling and shift coverage
ScheduleAnywhere is designed to look and feel like a spreadsheet. You can cut, copy, and paste shifts just like you would in Excel or Google Sheets. I liked that you can also customize shifts and reuse patterns, which is helpful if you have consistent staffing needs.
The scheduling grid gives you a clear overview of coverage across departments. You can create custom shift types, assign them to specific roles, and identify conflicts with built-in alerts for understaffing, overstaffing, or double-booking. The Coverage Watch feature lets you check that each shift is staffed properly. I also liked that you can add detailed staff information to each employee profile, which could be helpful for tracking credentials, specialties, or skill levels.
ScheduleAnywhere offers a layout that many users find familiar, which I think is its greatest strength and weakness. Just because the Excel-style format may feel comfortable for some medical admins, that doesn’t mean it’s the best way to manage scheduling. I found the schedule difficult to focus on, and the general interface felt very outdated. Visually, it falls behind competitors that offer cleaner, more modern designs that appeal more to a broader audience.
Time off and shift swaps
ScheduleAnywhere offers time off management that lets staff submit requests through the platform. Approved time off is automatically shown on team schedules, so managers can see availability as they create the schedule.
While staff can request and swap shifts, the process is manual. Employees can submit requests with start and end dates, but not start or end times, which just didn’t make much sense to me. To swap shifts, they have to select a shift to drop and then select a separate pickup date. Staff can also request shift coverage, but the process feels clunky and more complicated than it needs to be.
Mobile app and communication
Even though ScheduleAnywhere has a mobile app, its capabilities are very limited compared to the web version. You can’t create schedules, which is a downside for healthcare admins that might need to make schedule changes on the go. Similarly to the web version, the app also feels outdated, and I found it challenging to navigate.
Managers can send one-way messages to individual employees or groups via email or SMS. While this could be useful for announcements or shift changes, I didn’t like that staff can’t respond to managers or each other. Staff can comment on group messages, but the feature doesn’t seem as efficient as an instant messenger or two-way chat.
What users say about ScheduleAnywhere
I loved how easy it was to navigate and filter through different shifts.
It can be difficult to use at times. The mobile version needs to be improved.
Key Features
- Staff scheduling
- Customizable shifts
- Basic reporting
- Messaging tools
Pros
- Familiar, spreadsheet-style layout
- Straightforward shift creation
Cons
- Limited mobile capabilities
- Outdated interface
Pricing
Starts at $25/month Trial: Yes — 30 days Free Plan: No
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eSchedule — Good for configurable nurse & clinical rostering
Available on
- Web
eSchedule is a workforce management software that offers shift planning, time tracking, and communication for industries that need 24/7 staffing.
Why I chose eSchedule: I chose eSchedule because it can handle essential medical scheduling needs, such as complex rotations and non-stop coverage.
Shift scheduling
eSchedule offers custom shift templates and role-specific scheduling to handle 24/7 rotations. There’s an AutoScheduler that uses staff availability to fill open shifts. It’s useful, but not as advanced or dynamic as more modern offerings. Plus, setup takes time so you can’t get things running right away. I also found that editing the schedule was pretty time-consuming, since there’s no drag-and-drop editor to quickly make changes.
I liked the Events Calendar, which helps prevent scheduling conflicts by integrating mandatory events, like training, into each staff member’s schedule. Staff can sign up to events, and you can track attendance and export sign-up sheets for recordkeeping requirements.
Self-service options and overtime
Staff can trade shifts using eSchedule’s swap board. All they have to do is post a shift, another team member picks it up, and admins can approve or reject the swap. I liked that you have the flexibility to auto-approve certain swaps or require supervisor sign-off. Staff can also request time off, but it was pretty clunky to approve it on the mobile app.
The system tracks hours, PTO, and overtime automatically, and I liked that you can run reports and use custom pay codes for each department. It’s helpful for payroll, but the platform doesn’t offer real-time visibility into overtime. You can only see when someone has already gone into overtime hours, rather than receive alerts as they’re approaching it.
Communication and reporting
eSchedule has a mobile app, which lets staff check schedules, swap shifts, and receive alerts. There’s no offline access or push notifications, which I can see being a limitation for some facilities.
When it comes to communication, you can send texts, emails, department-wide alerts, and internal messages. The interface feels more like sending a formal email than a quick message, which could discourage staff from using the feature. I couldn’t find any mention of HIPAA compliance, so medical staff may not be able to use this feature at all.
Reporting tools are pretty solid. The system logs everything, including schedule changes, attendance, overtime. Building custom reports seemed a bit more technical than it should. You can view data, but visualizing it through charts and graphs felt like an afterthought.
What users say about eSchedule
The system is so user friendly. We have so many different schedules and eSchedule is capable of calculating all of the schedules.
The appearance of the schedule on the website is somewhat cluttered and difficult to read, with all of the shifts at different facilities in one long list.
Key Features
- Rotation scheduling
- Shift swap trade board
- Time off requests
- Overtime tracking
Pros
- Strong self-service tools
- Custom pay code support
Cons
- No overtime alerts
- Not HIPAA compliant
Pricing
Starts at $5.21/month/user ($1,250/year for up to 20 users) Trial: No Free Plan: No
Compare the Best Medical Scheduling Software Tools
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Start for free
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Starts at just $29/month for the first 30 users
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Contact vendor for pricing
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Contact vendor for price
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Starts at $25/month
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Starts at $5.21/month/user ($1,250/year for up to 20 users)
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Best all-in-one Medical Scheduling Software
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Good for provider & credentialed staff scheduling
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Good for self-scheduling and open-shift bidding
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Good for multi-site nursing and small hospital clinics
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Good for configurable nurse & clinical rostering
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| Available on |
Web
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What is Medical Scheduling Software?
Medical scheduling software is a digital tool designed to help healthcare practices balance patient appointments with provider schedules. The software replaces manual processes like paper calendars and phone calls with automated workflows so staff spend less time managing admin tasks and more time supporting patients. It helps prevent double-bookings, keeps staff availability accurate, and reduces no-shows.
Many platforms include HIPAA-compliant communication, credential tracking, and complex shift planning to ensure 24/7 coverage across specialties. Plus, mobile access lets providers stay updated on important information throughout the day.
How Does Medical Scheduling Software Work?
Medical scheduling software works by matching appointment demand with provider availability in one digital system built for healthcare’s unique needs. Admins can see openings, upcoming appointments, and staff workloads in one view, making it easier to build balanced schedules. The software updates in real-time, keeping the schedule accurate and reducing no-shows and double-bookings in the process.
Most platforms automate appointment reminders, confirmations, and follow-up messages. Providers can mark their availability, request time off, and view their schedules from any device.
Some software also tracks appointment types, required resources, and provider qualifications to ensure patients are scheduled with the right medical professionals. More advanced systems may use AI to predict staffing needs based on past trends and adjust schedules automatically when unexpected changes happen, such as absences or emergencies.
The Benefits of Medical Scheduling Software
Medical scheduling software can benefit administrators and staff in multiple ways, including:
Smoother operations
Medical scheduling software removes a lot of the manual work involved in coordinating appointments with staff availability. There’s no need to sort through sticky notes, text messages, or paper calendars when staff can easily find what they need on one organized schedule. This reduces confusion and cuts down on repetitive tasks to keep the day running seamlessly.
Reduced no-shows
With automated reminders, you don’t have to contact patients individually. Not only does this save time, but it also reduces no-shows by giving patients consistent, timely reminders about their upcoming appointments.
Better efficiency
When providers are matched with the right appointment, you can avoid double-bookings and schedule specialists more effectively. Staff gain clearer visibility into workloads, and administrators can spread appointments out more evenly to prevent delays.
Stronger coordination
Communication improves when everyone works from the same schedule. That means that front desk staff, nurses, and providers all have the same information, reducing miscommunication and enhancing team alignment.
More satisfied patients
Medical scheduling software helps ensure that qualified providers are assigned when and where they’re needed most. Keeping staff-to-patient ratios balanced reduces wait times and leads to a better overall experience for patients.
Lower costs
Scheduling software often includes reporting that highlights appointment patterns, peak hours, and provider workloads. These insights make it easier to understand labor costs and prevent overspending by matching staffing levels to patient demand.
How Much Does Medical Scheduling Software Cost?
The cost of medical scheduling software depends on the features you need and the size of your team. Many platforms offer a flat rate for a set number of users, then charge more as you add additional staff. Pricing varies widely: ScheduleAnywhere starts at $120 per month for 20 users, while eSchedule uses an annual model that begins at $1,250 per year for 25 users.
Connecteam stands out as the most affordable option for organizations of any size. Its Small Business Plan is completely free for up to 10 users. Paid plans start at $29 per month for up to 30 users, with the Advanced plan at $49 per month and the Expert plan at $99 per month, both also covering up to 30 users.
FAQs
Implementing medical scheduling software can take 2 to 6 weeks based on complexity, data migration, and training. Cloud-based tools like Connecteam can be deployed much faster with minimal setup, ideal for teams that want to get started right away.
Medical scheduling software integrates with EHR/EMR systems through APIs or direct vendor integrations. These connections enable real-time patient updates, reduce duplicate entries, and facilitate continuity of care across platforms.
The Bottom Line On Medical Scheduling Software Tool
Medical scheduling software eases daily pressure by bringing order to scheduling chaos. The right tool can give your team the peace of mind they need to focus more on patient care.
When you have a reliable system in place, it creates smoother days for staff, fewer delays for patients, and a sense of stability that can’t be matched when everything is managed manually.
Connecteam stands out as the best option because it keeps scheduling, communication, time tracking, and daily tasks in one place. If you need a tool that supports your team, restores calm to your practice, and works on any budget, Connecteam is the best place to start.
See for yourself—try Connecteam for free today!
