Essential Features of Healthcare Project Management Software
Healthcare project management software is specialized work management technology designed to help organizations meet the regulatory requirements of the healthcare industry, ensuring data security, compliance, and the protections needed to handle patient data safely. It should also offer HIPAA support, audit readiness, mobile access, collaboration, and integrations.
- HIPAA Compliance: Any healthcare project that touches patient information needs HIPAA-compliant software. HIPAA is the law that protects patient health information, and your software vendor must sign a Business Associate Agreement (BAA) to handle this data legally.
- Security: Your platform needs data encryption and role-based audit trails to track and manage information access and keep detailed records of all activity, changes, and access. This ensures administrators can maintain protected health information (PHI).
- Resource Management: Healthcare managers need to be able to efficiently allocate medical staff and equipment across multiple ongoing projects or shifts. They also need tools that can handle complex healthcare timelines, such as hospital construction, staff training, and equipment installation.
- Collaboration: Healthcare projects involve many different people — doctors, nurses, IT staff, compliance officers, and outside vendors — who need to be able to share information and communicate. Document and version control features make sure everyone works with the most current plans and procedures and are aware of any changes.
- Reporting: You need real-time centralized visibility into how all your projects are performing, so you can make quick decisions without waiting for status reports. Automated reporting saves time and reduces errors that might be introduced when manually collecting information from different teams.
- Integrations: Your project management software needs to work with your existing healthcare systems, including your electronic health record (EHR) system. Healthcare data standards such as HL7 and FHIR help different systems share information.
- Mobility: Healthcare workers often work in different buildings, patient rooms, and remotely. Your software should have good mobile access that lets people update tasks, check schedules, and communicate with team members from anywhere.
- Audit Readiness: Platforms should support detailed record-keeping such as long-term log retention, exportable audit trails, and structured evidence for regulatory bodies and for internal quality assurance.
- Risk Management: Healthcare operations document and mitigate clinical and operational risks through risk registers, incident logs, and corrective action tracking.
Smartsheet
Smartsheet is an enterprise work management platform that healthcare organizations use for everything from clinical trials to facility expansions. It offers HIPAA compliance through its Enterprise program and includes advanced governance features for large-scale projects.
Smartsheet Features:
- Multiple work views, including grid, Gantt, card, calendar, and dashboard
- Portfolio dashboards with real-time updates and roll-up reporting across projects
- No-code workflow automation for alerts, approvals, and task assignments
- Resource Management by Smartsheet for staffing planning, workload tracking, and capacity management
- Control Center for portfolio governance, standardized templates, and multi-project management
- Enterprise HIPAA program with Business Associate Agreements (BAAs)
- Detailed audit logs and compliance reporting capabilities
- SOC 2 and ISO 27001 security certifications
Pros | Cons |
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Smartsheet gives healthcare organizations the flexibility to manage everything from clinical trials to facility expansions in one platform, with enterprise-grade security that includes HIPAA compliance and FedRAMP authorization. HIPAA is a shared responsibility — Smartsheet provides security controls, but customers must configure them correctly. The Control Center standardizes project governance across your entire portfolio, while Resource Management helps you balance workloads and prevent staff burnout. You get the visibility executives need through real-time dashboards combined with the detailed tracking that project managers rely on daily.
However, Smartsheet might not be the right fit if you need native healthcare system integrations or want all advanced features included in your base plan. It requires custom integrations through APIs or middleware, and some capabilities such as Resource Management require separate add-on purchases, which can increase your total cost beyond the initial platform pricing.
Asana
Asana excels at managing complex portfolios and cross-functional collaboration. It offers HIPAA support on the Enterprise+ tier with comprehensive security features.
Asana Features:
- Multiple project views, including list, board, timeline, calendar, and portfolio
- Portfolio tracking to organize multiple projects and document progress across initiatives
- Timeline planning with Gantt-style dependencies and milestones
- Advanced reporting with built-in analytics
- Workload management for resource planning and capacity tracking
- HIPAA Business Associate Agreement (BAA) available on Enterprise+
- SOC 2 Type II and ISO 27001 security certifications
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Asana gives healthcare organizations powerful portfolio management tools that help clinical research teams and marketing departments coordinate complex, multi-project initiatives with ease. Its intuitive interface combined with advanced reporting capabilities means you can track progress across multiple studies or campaigns simultaneously, while workload management features help you balance team capacity and prevent burnout. The platform’s strong security certifications and documented BAA process, available on Enterprise+, provide the compliance foundation that healthcare organizations need.
However, Asana might not be the right choice for smaller organizations with limited budget. HIPAA compliance requires the Enterprise+ plan, which can be cost-prohibitive for practices that don’t need advanced portfolio features. Organizations looking for built-in EHR integrations or HL7/FHIR connectors will need to invest in custom API development or middleware solutions, and the platform’s extensive capabilities might require more technical setup expertise than smaller teams have available.
ClickUp
ClickUp combines project management, documents, and collaboration tools in one platform. It offers HIPAA compliance on its Enterprise plan with competitive features for growing organizations.
ClickUp Features:
- Multiple project views, including list, board, timeline, Gantt, calendar, and dashboard
- Hierarchical project structure with spaces, folders, lists, and tasks for organizing work
- ClickUp Docs for creating and storing project documents in the platform
- No-code automation builder
- HIPAA compliance available on Enterprise plan with BAA upon request
- SOC 2 Type II security certification
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ClickUp gives healthcare startups and small practices an all-in-one workspace that eliminates the need for multiple tools, combining project management, documentation, and communication in a single platform at competitive pricing. Its hierarchical structure helps you organize everything from high-level strategic initiatives down to individual tasks. Additionally, built-in documentation features mean you can create and store project documents without switching between systems. The platform’s extensive customization options and automation templates let you build workflows that match your specific healthcare processes, and HIPAA compliance on the Enterprise plan provides the security foundation you need as you grow.
ClickUp doesn’t offer immediate HIPAA compliance at a lower price point, and it comes with some administrative overhead, which can be cost-prohibitive for very small practices just starting out. Though powerful, the platform’s extensive feature set can make initial setup and ongoing administration more complex than streamlined alternatives. Organizations seeking native EHR integrations or healthcare-specific connectors will need to invest in custom middleware solutions.
Jira
Jira is designed for software development and IT teams using Agile methodologies. It supports HIPAA compliance with proper configuration.
Jira Features:
- Scrum and Kanban boards built for Agile software development workflows
- Advanced roadmaps for planning and tracking work across multiple teams and projects
- Issue-level security to control access to specific tasks and information
- Development tool integration connecting with code repositories, testing tools, and deployment systems
- Customizable workflows with automation rules and triggers
- HIPAA Business Associate Agreement (BAA) available for Jira Software and Service Management
- SOC 2 and ISO 27001 security certifications
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Jira gives healthcare IT and software development teams purpose-built Agile tools that help you build and maintain the digital systems your organization depends on, from EHR customizations to patient portal applications. Its mature development tool integrations connect with code repositories, testing frameworks, and deployment pipelines, while issue-level security ensures sensitive project information stays protected. The platform supports a framework for HIPAA compliance, providing the regulatory foundation you need for projects involving protected health information. In addition, customizable workflows let you build approval processes that match your specific development and compliance requirements.
However, Jira might not be the right choice for non-technical healthcare projects, and some users might find it difficult to configure and maintain without dedicated IT expertise. The platform’s focus on software development means it lacks the general project management features that clinical operations, facility management, and administrative teams typically need for their work. Organizations will need to invest in custom API development, and HIPAA compliance requires careful configuration and ongoing management — a responsibility that can be challenging for teams without specialized security knowledge or dedicated administrators.
Monday.com
Monday.com uses a visual board approach that makes project management easy to understand. It offers HIPAA compliance on its Enterprise plan with BAA activation and includes healthcare-related templates.
Monday.com Features:
- Visual board interface with customizable columns and color-coded status tracking
- Multiple project views, including timeline, Gantt, Kanban, calendar, and dashboard
- Cross-board dashboards that aggregate data from multiple projects
- ISO 27001 and SOC 2 Type II security certifications
- Integration marketplace and API access
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Monday.com makes healthcare project management accessible for small to midsize practices that want powerful features without overwhelming complexity. Its visual board interface helps teams quickly understand project status at a glance, while the BAA activation streamlines your compliance setup. The platform’s intuitive design means your staff can start managing projects effectively with minimal training, and the extensive integration marketplace connects Monday.com with the tools you already use.
However, Monday.com might not offer advanced portfolio management capabilities and HIPAA features are only available on the Enterprise plan, which can be cost-prohibitive for smaller organizations with limited budgets. Teams managing complex, multi-project portfolios across large hospital systems might find Monday.com’s governance and reporting features less robust than enterprise-focused alternatives.
Trello
Trello offers simple, visual project management using a card-and-board system. However, it is not HIPAA-eligible and can’t be used for projects involving protected patient health information.
Trello Features:
- Visual board interface with cards, lists, and boards for organizing tasks
- Multiple project views, including board, calendar, timeline, table, dashboard, and map
- Butler automation for no-code workflow automation with rules, buttons, and commands
- Power-Up marketplace with integrations for connecting to other business tools
- Mobile apps for iOS and Android with offline capability
- Not HIPAA-eligible; Atlassian does not sign BAAs for Trello
- Can’t be used for projects involving patient health information
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Trello gives healthcare administrative teams an extremely simple and intuitive platform for managing non-sensitive tasks such as office coordination, marketing campaigns, and facility maintenance projects that don’t involve patient health information. It has a visual board system and automation to help you view project status clearly and streamline repetitive workflows without writing code. The platform is low cost and has a gentle learning curve, and the flexible Power-Up marketplace lets you connect Trello with the communication and productivity tools your teams already use daily.
However, Trello isn’t the right choice if your projects involve any patient health information or require HIPAA compliance. Atlassian doesn’t sign Business Associate Agreements for Trello, which means you legally can’t use it for most clinical, research, and patient-facing projects. Organizations with complex, multi-project portfolios that need advanced governance features, detailed reporting capabilities, or enterprise-level security controls will likely find Trello to be a limited system.
Wrike
Wrike is an enterprise-focused platform with deep customization options and advanced resource management. It offers HIPAA support with comprehensive security certifications.
Wrike Features:
- Multiple project views, including Gantt, board, table, and dashboard
- Advanced workflow customization with complex approval processes and routing rules
- Resource and capacity planning with workload management, timesheets, and utilization tracking
- Real-time reporting with customizable dashboards and automated report generation
- HIPAA Business Associate Agreement (BAA) available on request
- SOC 2 and multiple ISO security certifications
- Customer-managed encryption
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Wrike gives large hospital systems and healthcare enterprises the sophisticated resource management and governance tools needed to coordinate complex, multi-departmental initiatives across your entire organization. It has advanced workload management features to manage staff capacity, as well as customizable workflows and approval processes to ensure projects follow specific compliance and operational requirements. It offers real-time reporting and customizable dashboards to provide visibility, and customer-managed encryption is available on higher tiers.
However, Wrike might not be the right choice for smaller healthcare organizations with limited IT resources. It might involve extensive setup requirements and additional costs beyond the base subscription, which can make total ownership expensive for organizations that don’t need enterprise-level capabilities. It doesn’t offer native healthcare system integrations or built-in EHR connectors without middleware solutions, and the platform’s complexity typically requires dedicated administrators to manage configurations and maintain governance structures effectively.
Zoho Projects
Zoho Projects is part of an integrated business software suite with affordable entry-level options. It provides HIPAA guidance and will sign BAAs for healthcare customers.
Zoho Projects Features:
- Multiple project views, including Gantt, Kanban, table, and calendar
- Task dependencies and critical path tracking
- Time tracking with timesheets and billable hours management
- Blueprint workflow automation for creating custom approval processes and routing rules
- AI-powered project insights and intelligent search capabilities on higher tiers
- Native integration with Zoho suite applications, including CRM, Analytics, and Desk
- HIPAA Business Associate Agreement (BAA) available upon request
- SOC 2 and ISO certifications across multiple security standards
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Zoho Projects gives cost-conscious healthcare organizations a solid foundation of project management features at an affordable price point, with HIPAA-enabling features and configuration support. Its native integration with other Zoho business applications creates a unified ecosystem for managing everything from patient communications through Zoho CRM to support tickets through Zoho Desk. Additionally, Blueprint workflow automation lets you build custom approval processes that match your specific compliance requirements. The time tracking and billable hours management are particularly valuable for healthcare consulting firms and contract-based services that need to track project costs accurately.
Zoho Projects might not be the right choice if you need advanced portfolio management capabilities. Additionally, HIPAA compliance depends on proper configuration, which means your team needs to understand the security settings and implement them correctly — a responsibility that can be challenging for organizations without dedicated IT resources. Organizations managing complex, multi-project portfolios across large hospital systems might find Zoho Projects’ governance and reporting features less comprehensive than enterprise-focused alternatives, and teams looking for native healthcare system integrations will need to invest in middleware solutions to connect with EHR systems and other clinical applications.
Healthcare Project Management Software Comparison Chart
Platform | HIPAA Compliance | Security | Resource Management | Collaboration | Reporting | Integrations | Mobility | Risk Management | Audit Readiness |
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Platform | |||||||||
| Smartsheet | Requires Enterprise plan + BAA; supports PHI automation | Encryption, role-based access; SOC 2; exportable audit logs | Native Gantt, resource views; workload tracking, allocation | Version history, comments; version-controlled attachments | Dashboards, metrics, automated reporting | Many integrations, API connectors | Remote and offline access | Configurable risk templates / alerts | Complete history, exportable audit logs |
| Asana | Requires Enterprise+ plan + BAA | SOC 2 Type II, ISO, audit log API for event tracking | Timeline, Gantt, Capacity via workload feature | File attachments, task comments, change tracking | Advanced reporting, dashboards, portfolios | Extensive app ecosystem, EHR connectors, healthcare partners | Real-time sync across web, mobile, and desktop | Custom fields for creating risk register | Admin logs; audit log via API |
| ClickUp | Requires Enterprise plan; BAA available on request | Encryption (AES-256/TLS); SOC 2; ISO 27001; custom roles | Gantt and workload view, capacity and shift planning | Real-time documents, version history | Custom dashboards, reporting widgets | Hundreds of integrations, API | Tasks and notes available offline | Risk register template with custom fields | Task history, audit trail via activity logs, document versioning |
| Jira | BAA available; PHI capabilities via configuration | Security controls, role-based access; SOC 2 and ISO 27001 | Timeline view in Jira Cloud | Issue comments, attachments; version control via integrations | Built-in reporting, exportable reports | Large integration ecosystem and BI tools | Real-time collaboration, no dedicated offline mode | Jira projects and workflows for risk tracking | Exportable audit logs, issue history |
| Monday.com | HIPAA on Enterprise plan + BAA; requires active configuration | ISO 27001, SOC 2; encryption; audit log | Timeline, Gantt, workload view; people allocation | File uploads, versioning via updates, document collaboration | Dashboards, charts, BI widgets, visual insights | Large ecosystem of native integrations, CRM | Offline mode with real-time task syncing | Risk register templates, healthcare risk management | Audit log, update history, admin activity trail, export logs |
| Trello | No HIPAA compliance or BAA | 2FA; no BAA for PHI | Timeline via Power-Ups | Boards, cards, attachments, comments | Dashboard view, workspace reports | Integrations via Power-Ups | Mobile app and offline support for mobile only | No specific risk management models; custom fields and labels | Card activity history, audit log — no full audit trail for PHI |
| Wrike | HIPAA, CCPA, GDPR certifications | Strong security posture, SSL, encryption, custom roles | Gantt charts, resource & capacity planning, role balance | Document sharing, version history, proofing, live approval | Custom reporting, real-time dashboards | Wrike Integrate for custom integrations | Mobile app for remote work, sync when back online | Custom templates for risk management | Activity stream, version history, change logs |
| Zoho Projects | HIPAA support via Zoho Creator, PHI controls | Encryption, role-based access; ISO 27001 / SOC 2 | Gantt charts, capacity, task, and resource allocation | Document attachments, versioning, strict permissions | Milestones and task reporting, analytics, appointment stats | Zoho suite and external apps; EHR, CRM, telemedicine integration | Zoho Creator caches forms and reports | Automated risk actions, rule-based alerts | Version histories, change logs, customizable compliance logs |
How to Choose the Best Healthcare Project Management Software
Selecting the right platform requires a structured evaluation process that considers your organization's unique needs. You want to choose software that works for your team today and can grow with you over time.
- Define Your Evaluation Framework
Start by getting the right people involved and understanding what you really need. This foundation work prevents costly mistakes later.
Your evaluation team should include clinical leaders, IT staff, compliance officers, and project managers. Each group brings different perspectives on what the software needs to do. Getting their input early helps ensure the chosen platform works for everyone.
Create two lists: must-have features and nice-to-have features. Must-haves might include HIPAA compliance, audit trails, and mobile access. Nice-to-haves could be AI features or advanced analytics.
- Establish Evaluation Criteria and Test Scenarios
Once you know what you need, create a scoring system to evaluate vendors objectively. Test each platform using real scenarios from your organization. For example, you can assess how well the platform would perform in clinical trial management, handling protocol, regulatory reporting, and site management. Alternatively, you can evaluate the platform’s integration with different EHR systems to manage timelines and training. Design scoring criteria based on your organization’s top priorities.
- Ask Vendor Questions
Prepare specific questions that help you understand whether each vendor can meet your needs. Their answers will reveal important details about the platform’s capabilities and limitations that may not be apparent in your evaluation. Some questions you might ask include the following:- Will you sign a BAA, and which plans are eligible?
- Can you provide references from similar healthcare organizations?
- What audit logs and reports are available for compliance purposes?
- How does your platform connect with EHR systems and other healthcare software?
- What does the setup process look like, and what training do you provide?
- Ask Internal Questions
Understanding your team’s current challenges and capabilities helps you choose software that will actually get used successfully. Ask your team what matters most to them in a new software. Some questions you might ask the team include the following:- What are the main frustrations and bottlenecks with the current organizational setup?
- Which of your tasks require you to switch between several applications?
- Would it be better to have a platform that integrates with all our applications or provides a new centralized feature to eliminate the need for switching?
- What training and support will the team need to adopt a new software?
- What is the level of readiness for this training?
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Healthcare Project Management Software FAQs
Healthcare project management software often offers support for HIPAA compliance, audit trails, and security features that regular tools don’t have. It can also offer integrations with healthcare systems such as EHRs and supports the complex approval workflows common in healthcare settings.
Yes, many enterprise platforms offer scaled-down plans suitable for smaller practices. However, some enterprise features might be unnecessary for smaller teams, so make sure that the cost and complexity of the platform matches your organizational needs.
Implementation timelines for healthcare project management software vary depending on the software and your organization size, integration requirements, and the level of customization you need.
If a vendor won’t sign a BAA, you can’t use their software for any projects that might involve protected patient health information. You’ll need to find an alternative vendor that offers HIPAA compliance or limit the software to non-PHI projects only.
Most platforms integrate with EHR systems through APIs or middleware, with varying complexity. This typically occurs through indirect or highly customized methods due to the sensitive data. Healthcare projects usually rely on the EHR as the central source of truth for patient data, financial codes, or operational workflows.
Healthcare project management software should have SOC 2 Type II and ISO 27001 certifications, which demonstrate comprehensive information security management. Look for vendors that can provide HIPAA Business Associate Agreements (BAAs) and have experience with healthcare compliance requirements. Organizations working with government healthcare programs might also need FedRAMP authorization.
Disclaimers:
The information found in this comparison article is sourced from vendor websites, community boards, and some third-party user reviews. AI tools were used to help conduct research.
HIPAA compliance is a mutual, ongoing commitment between the software provider and the healthcare organization using it. Meeting HIPAA requirements involves not just features and technology, but policies, agreements, and continuous monitoring from both parties.