Running a therapy practice today requires far more than delivering care sessions. Therapists must manage scheduling, intake, documentation, billing, messaging, and follow-ups while ensuring strict HIPAA requirements are met.

Automation has become essential for reducing administrative strain, improving client engagement, and maintaining consistent, professional operations without adding more staff.

HIPAA-compliant automation tools help therapists streamline communication, reduce no-shows, ensure timely documentation, and securely coordinate client information across systems.

In this article, you’ll learn which automation tools work best for therapy practices, how to assess their HIPAA readiness, and how Keragon brings everything together by removing repetitive manual steps.

Best HIPAA-Compliant Automation Tools for Therapy Practices Reviewed

Here’s our review of the best HIPAA compliant workflow automation software available on the market today.

1. Keragon

Keragon is a HIPAA-compliant no-code automation platform built for healthcare organizations, designed to help practices, clinics, and digital health companies securely connect their EHR systems, applications, and workflows without writing custom code. 

Unlike generic automation tools, Keragon is focused on healthcare use cases, ensuring integrations are compliant, reliable, and easy to deploy. It is best for healthcare providers and digital health innovators who want to reduce manual work, improve patient operations, and focus on what matters most: care.

Solving core healthcare integration challenges

Healthcare organizations consistently face three major integration roadblocks:

1. Fragmented systems & data silos
   
   
   • Problem: Patient data is often scattered across EHRs, scheduling apps, billing systems, and communication tools, leading to inefficiencies and errors.
     
     
   • Keragon’s solution: Prebuilt healthcare connectors and a no-code workflow builder allow you to integrate Jotform, Athenahealth, DrChrono, Salesforce, and Slack seamlessly, creating one source of truth across your ecosystem.
     
     
2. Compliance & security concerns
   
   
   • Problem: Using general-purpose automation tools often creates HIPAA compliance risks when handling PHI.
     
     
   • Keragon’s solution: Keragon is designed from the ground up for healthcare, offering HIPAA and SOC 2 Type II compliance, encryption, and audit logs, giving IT and compliance teams peace of mind while enabling operational agility.
     
     
3. Resource constraints & slow deployments
   
   
   • Problem: Custom integrations often require months of engineering time, delaying workflows and driving up costs.
     
     
   • Keragon’s solution: With its drag-and-drop builder, healthcare teams can launch compliant automations in days, not months. The platform’s responsive support team even builds new API connectors in as little as one to two weeks on request.
     

Top features 

• Prebuilt healthcare connectors (EHR, CRM, comms)
• HIPAA and SOC 2 Type II compliance
• Drag-and-drop workflow builder
  

Pros

• Built specifically for healthcare
• Fast deployment of new connectors
• Strong compliance posture
  

Cons

• Fewer general SaaS integrations than Zapier/Make
  

Integrations

Keragon connects with 300+ healthcare tools, EHRs, and business applications, making it one of the most comprehensive integration platforms built specifically for the healthcare ecosystem. Rather than generic app connections, Keragon focuses on the systems healthcare providers actually use day-to-day.

Top EHR integrations

• Athenahealth – Cloud-based EHR for private practices.
• DrChrono – EHR & medical billing software.
• Healthie – HIPAA-compliant EHR and Engagement software
• ModMed - Specialty EHR platform

Practice & operational tools

• Phreesia – Automates patient intake for healthcare providers.
• Zocdoc – Book doctor appointments online easily.
• Asana – Task & project management tool.

Business & productivity connectors

• Salesforce – Industry-leading CRM software.
• Slack – Team messaging and collaboration platform.
• Microsoft Teams – Team collaboration via chat, calls, and meetings.
• Google Workspace & Microsoft Office 365 – Productivity platforms for document sharing, calendar management, and secure data flow with EHR systems.
  
  

With Keragon, healthcare organizations can bridge clinical and operational workflows, eliminating the inefficiency of siloed systems. For example, when a new patient books an appointment via Zocdoc, Keragon can automatically update the EHR, create an intake form in Phreesia, and notify staff in Slack, all without manual entry.‍

Support

24/7 responsive support with fast turnaround on new connector requests, plus onboarding guidance tailored to healthcare use cases.

Ratings

4.8/5 average rating, with the majority of users praising ease of use and strong customer support on G2.

Pricing

Free trial available. Paid plans starting at $99/month. Learn more here.

Case study: Faster referrals, happier patients

Read more here

Try Keragon yourself

The best way to understand Keragon’s impact is to see it in action. 

Explore a 14-day trial where you can walk through common healthcare automation workflows like patient intake, referral processing, and claims integration. 

From there, you can request a personalized demo and see how Keragon can fit into your own environment.

2. Workato

Workato is an enterprise iPaaS platform that helps organizations streamline operations by connecting applications and automating multi-step workflows across their tech stack.

For therapy practices with more complex administrative needs, Workato can orchestrate data flows between scheduling, billing, CRM, and communication systems while maintaining secure governance controls.

Its recipe-based automations allow teams to standardize processes like onboarding staff, managing referrals, or synchronizing client data across multiple systems.

Although designed for larger organizations, Workato offers powerful capabilities for practices that require enterprise-level automation.

3. Redox

Redox is a healthcare integration platform that simplifies connectivity between EHRs, digital health apps, and clinical systems by normalizing disparate data formats into a single, consistent API layer.

Therapy practices working with advanced or specialized digital tools may use Redox to ensure secure, reliable data exchange with their EHR or referral partners.

By managing HL7, FHIR, and proprietary integrations behind the scenes, Redox helps practices reduce the technical burden of interoperability and deploy new software more quickly.

It is especially valuable for organizations building or adopting custom digital health solutions.

4. MuleSoft

MuleSoft provides an API-driven integration framework that enables organizations to connect data and services across cloud and on-premise systems through reusable APIs.

For multi-location therapy groups or organizations with custom infrastructure, MuleSoft can serve as the backbone for syncing client data, centralizing reporting, and automating workflows across clinical and administrative platforms.

Its Anypoint Platform supports highly customizable integrations, making it a fit for therapy organizations that need robust developer tooling and scalable enterprise architecture.

5. Tray.io

Tray.io is a low-code automation platform designed for operations teams that need flexible and sophisticated workflows across cloud applications.

Therapy practices can use Tray.io to coordinate non-clinical processes such as marketing automation, lead intake, CRM updates, and client communications.

Its drag-and-drop builder makes it possible to integrate scheduling platforms, payment systems, and analytics tools without heavy engineering resources.

Tray.io is a strong choice for therapy organizations seeking more customizable automation without full enterprise complexity.

6. Microsoft Power Automate

Microsoft Power Automate allows therapy practices already embedded in the Microsoft ecosystem to automate repetitive tasks across Outlook, Teams, SharePoint, Dynamics, and hundreds of external apps.

It can streamline processes like client communication, document routing, appointment reminders, or intake workflows using prebuilt templates and low-code flows.

With both cloud automation and RPA capabilities, Power Automate helps practices unify data and simplify cross-department operations, especially those already standardized on Microsoft 365.

7. UiPath

UiPath is a leading robotic process automation platform that helps organizations automate structured, repetitive tasks that traditionally require staff time.

Therapy practices can use UiPath to automate insurance verification, claims processing, data transfers between disconnected systems, or handling of repetitive EHR actions.

Its software robots replicate human clicks and keystrokes, making it suitable for workflow gaps where APIs or direct integrations do not exist.

UiPath is particularly helpful for practices looking to eliminate manual administrative bottlenecks.

8. ServiceNow

ServiceNow is a centralized workflow platform used to streamline internal operations across IT, HR, facilities, and service delivery teams.

In therapy organizations—particularly larger group practices—ServiceNow can automate tasks such as onboarding clinicians, managing access requests, tracking compliance documentation, or coordinating operational workflows.

Its strong governance and automation tools help therapy organizations maintain consistency and efficiency as they scale, especially when managing multi-site operations or large administrative teams.

9. n8n

n8n is an open-source workflow automation platform that gives therapy practices complete flexibility to build secure, customizable integrations while maintaining full control over their data.

Its self-hosted option is especially appealing for practices with strict privacy requirements or IT resources capable of managing their own infrastructure.

With a node-based interface, n8n supports branching logic, advanced scripting, and custom integrations across clinical, communication, and business applications.

It is an excellent fit for therapy organizations seeking open, extensible tools rather than closed SaaS ecosystems.

10. IFTTT

IFTTT provides lightweight automation between apps, devices, and services through simple conditional workflows.

While not designed for deep clinical use, therapy practices may use IFTTT for non-PHI tasks such as administrative notifications, office operations, or client engagement reminders that do not involve sensitive data.

It is an approachable option for basic, event-driven automations that help simplify everyday workflows without requiring technical expertise.

IFTTT’s simplicity makes it suitable for small, non-clinical automation needs inside a therapy practice.

11. Rhapsody Health

Rhapsody Health is a healthcare interface engine that supports secure, high-volume data exchange between EHRs, clinical systems, and operational tools.

Therapy organizations that interface with hospitals, integrated care networks, or state reporting systems may use Rhapsody to manage HL7, FHIR, and other healthcare message types.

By providing centralized monitoring, transformation tools, and reliable routing, Rhapsody helps ensure that clinical data moves accurately and securely across complex environments.

It is most valuable for therapy groups working in integrated or multidisciplinary care ecosystems.

12. Vim

Vim builds point-of-care workflows inside EHRs that connect clinicians with real-time payer intelligence, enabling better coordination between provider and insurance workflows.

For therapy practices that work with payers requiring prior authorizations, quality reporting, or care-gap closures, Vim can bring these insights directly into the clinical workflow.

Its aim is to reduce administrative burdens by surfacing the right payer information at the right time, helping therapists and admin staff streamline approvals, referrals, and documentation tasks.

What To Look For in a HIPAA-Compliant Automation Tool

1. Business Associate Agreement (BAA)

A HIPAA-compliant automation tool must provide a complete Business Associate Agreement covering all workflows, integrations, triggers, and data handling. 

The BAA should apply to all subcontractors involved in processing PHI. Without a signed BAA, therapy practices should never store or transmit PHI through the platform.

2. Security Controls and Technical Safeguards

Look for encryption in transit and at rest, audit logs, access controls, role permissions, and secure authentication. 

Strong vendors provide incident monitoring, uptime transparency, and compliance documentation. Therapists should be able to audit user activity, review data flows, and enforce minimal PHI access.

3. Therapy-Specific Workflow Fit

A tool may be HIPAA compliant, but that does not mean it works for therapy. Ensure it supports intake forms, scheduling, consent workflows, telehealth, progress notes, treatment plans, messaging, and billing. Integrations with EHRs like SimplePractice or TherapyNotes are especially important.

4. Interoperability and Integration Depth

Automation platforms should connect seamlessly with your EHR, intake software, telehealth tools, payment platforms, and communication channels. Look for strong APIs, event triggers, and the ability to sync only essential data. Better interoperability increases automation’s impact across your practice.

5. Data Retention Controls and Auditability

Therapy practices need customizable retention settings, PHI redaction, and robust audit trails showing who accessed or moved data. Granular logging is essential for compliance reviews, investigations, and responding to audit requests.

6. Vendor Support and Healthcare Expertise

Choose vendors with strong documentation, responsive support, and experience serving healthcare organizations. Therapy workflows are sensitive, and support teams should understand clinical needs, client communication, and regulatory requirements.

Final Thoughts

Automation has become indispensable for therapy practices that want to reduce administrative burdens and maintain consistent client experiences.

The right HIPAA-compliant tools help ensure secure communication, streamlined intake, timely documentation, and effective care coordination.

Evaluating each platform based on compliance, integration capabilities, workflow fit, and vendor support ensures therapists choose solutions that truly improve operations.

As automation becomes more central to private practice success, platforms like Keragon will play an increasingly important role in connecting systems and eliminating repetitive manual tasks.

With thoughtful implementation, therapy practices can reclaim valuable time and focus more fully on providing meaningful care to clients.