Zay CRM · For 5-15 person private practices, med spas, dental groups, derm clinics

CRM for medical practices and clinics
that fits.

Patient intake + appointment reminders + recall + reviews + practice marketing. HIPAA-grade tier via Zay Custom for PHI workflows. Standard SaaS for marketing + non-PHI workflows only. $400/mo flat for 15 seats. Made in Fort Lauderdale by Zay CRM.

Start 7-day trial → Tour the demo
The 15-seat math

$400/mo flat, not $100/seat × 15 = $1,500.

A 15-person private medical practices and clinics team on HubSpot Sales Hub Professional pays roughly $1,500/mo (15 × $100/seat list, May 2026). On Zay CRM Growth: $400/mo flat. Month-to-month. Cancel any time. Full vs HubSpot →

Workflows

What private medical practices and clinics actually run on it.

New-patient intake
Web form → screening → insurance verification queue → appointment booked. No PHI in standard SaaS — that lives in your PMS.
Appointment reminders
SMS + email reminders 7 days / 1 day / 2 hour pre-visit. TCPA-compliant opt-in tracked.
Recall pipeline
Cleanings (6mo), annual physicals (12mo), specialist follow-ups (per protocol). Auto-task at recall window.
Review request automation
Post-visit, 24 hours later, smart-routes 4-5 star intent to Google / Yelp / Healthgrades; lower intent routes to internal feedback.
Practice marketing
Seasonal campaigns (allergy, flu, back-to-school physicals). Specialty-specific drip (cosmetic, wellness, dermatology).
Insurance + payor mix reporting
Reports by payor mix per provider, no-show rate per slot, lifetime patient value.
Integrations

Stack that fits the workflow.

Twilio (managed A2P)
HIPAA does NOT consider appointment reminders PHI when limited to time + clinic name. Compliant default templates included.
Calendly + Google / M365
Calendars two-way sync. Provider availability honored.
Stripe
Consultation fee collection. Self-pay deposits.
Public API
Integrate with your PMS (Athena, Epic, OpenEMR, Dentrix) for one-way patient sync.
Zay Custom HIPAA tier
For PHI-touching workflows: BAA + dedicated infra + audit log export + SOC 2 doc package.
Google Business + Yelp + Healthgrades
Review-request automation routes to the right destination.
Pricing

Flat tier. No per-seat math.

Starter $100/mo · 5 seats included. Growth $400/mo · 15 seats (recommended for private medical practices and clinics). Pro $950/mo · 50 seats. 20% off annual. 7-day trial. Full pricing matrix →

Start 7-day trial →
FAQ — private medical practices and clinics
Is Zay CRM HIPAA compliant?+

The standard SaaS (Starter / Growth / Pro) is NOT HIPAA. Use it for marketing, intake screening, review automation, and any workflow that does NOT touch PHI. For PHI-touching workflows — patient charts, clinical notes, lab results, diagnoses, treatment plans — use Zay Custom HIPAA tier with signed BAA, SOC 2 Type II controls, custom DPA, dedicated infrastructure. Starts at $25,000 setup + $2,999/mo.

Can we send SMS appointment reminders without violating HIPAA?+

Yes, with caveats. HIPAA does not consider standard appointment reminders PHI as long as they're limited to time, date, clinic name, and provider name — no diagnosis or treatment specifics. Zay Phone uses managed A2P 10DLC with HIPAA-friendly default templates and signed business associate agreement available on the Pro tier on request.

Best CRM for a South Florida med spa or dermatology practice?+

For non-PHI marketing workflows (cosmetic + aesthetic practices that don't bill insurance): Zay CRM Growth at 400/mo flat. For practices handling PHI (dermatology, internal medicine, OB-GYN): standard Zay CRM for marketing + Zay Custom HIPAA for PHI workflows. See /miami-crm and /boca-raton-crm for South Florida cluster.

Does this replace our PMS / EHR?+

No. Zay CRM is the patient-acquisition + retention + marketing layer. Your PMS (Athenahealth, Epic, eClinicalWorks, OpenDental, Dentrix) handles charting, claims, scheduling source-of-truth, and clinical records. We integrate to your PMS via API for one-way patient sync (PMS → Zay for marketing automation triggers).

What about review requests under HIPAA?+

Standard review-request automation works for cosmetic / wellness / med-spa practices that explicitly opt in. For PHI-touching practices we recommend opt-in language vetted by your compliance officer + manual review-request triggering rather than fully automated post-visit. The Zay Custom HIPAA tier includes a compliance officer review of every automation that touches PHI.

Related

Other pages worth a look.

Zay Custom HIPAA →
Miami CRM →
Boca Raton CRM →

Pipeline running before lunch.

7-day trial. $400/mo flat for $15 seats. Built and supported from Fort Lauderdale.

Start 7-day trial →