10 Best Healthcare Project Management Tools in 2025

If you’re a team of healthcare professionals struggling to keep up with your workload and organize day-to-day tasks, you’ve come to the right place.

In this article, I’ll review the 10 best healthcare project management tools that can help improve your team’s efficiency and productivity by:

Improving team collaboration.
Enhancing time management.
Handling risk management and compliance.
Coordinating patient care, etc.

Ready? Let’s go!

Factors to Consider When Buying Healthcare Project Management Software

To ensure you’ll make the best buying decision for you and your organization, you should consider the following factors when vetting project management software for healthcare:

1. Compliance and security

Since healthcare professionals handle highly sensitive data, you must find a tool that meets the highest data protection standards, including HIPAA, GDPR, SOC-2, etc.

Your platform of choice should also include robust data encryption and options for tracking logs of all actions performed in the platform.

2. Comprehensive project and task management capabilities

Look for tools with a wide range of versatile features that support various use cases to ensure they will get the job done for an industry as specific as healthcare.

The platform should include features like:

Task and workflow management.
Scheduling.
Comprehensive reports, and more.

3. Collaboration features

Any good healthcare project management tool must include a solid number of collaboration features to ensure everyone is kept in the loop and streamline workflows more efficiently.

The platform needs to support real-time in-app communication, mentions, comments, etc., to keep a steady flow of information and tasks.

4. Mobility and accessibility

Given the nature of health professionals’ jobs, the tool you choose should be mobile-friendly, allowing staff to access schedules, tasks, and patient information on the go.

Moreover, the platform must be cloud-based to enable team members to collaborate remotely and access data securely from any location.

What Are the Best Healthcare Project Management Tools in 2025?

Here are our best healthcare project management picks in 2025 out of the 50+ tools we analyzed:

1. SmartSuite: All-in-one project management platform that enables healthcare teams to plan, streamline, schedule, and track all essential tasks and operations from a single point of control.

2. Trello: Visual task management and tracking.

3. Asana: Best for onboarding new providers and launching medical products.

4. Smartsheet: Combines a simple spreadsheet interface with versatile project management features.

5. ClickUp: Comprehensive project management tool geared toward multi-disciplinary health teams handling large-scale projects.

6. Wrike: Advanced scheduling and resource-management capabilities for managing complex healthcare projects.

7. nTask: Basic project management platform for handling routine projects and simpler administrative tasks.

8. Redbooth: Provides unlimited workspaces on all its plans, making it suitable for big teams with large project volumes.

9. Zoho Projects: Cloud-based project management solution with comprehensive features.

10. Microsoft Project: Robust scheduling and management for large-scale healthcare projects.

1. SmartSuite

SmartSuite is the best project management tool for healthcare teams because of its versatile functionality, which allows users to plan, organize, and execute any task.

Its collaboration and communication capabilities ensure that everyone is on the same page, increasing your overall efficiency by eliminating overlooks and overlaps.

Among SmartSuite’s many features, several stand out the most when it comes to healthcare use cases:

Feature #1: Comprehensive project management tool suite

SmartSuite includes a wide range of tools built for end-to-end project management, including:

Comprehensive project management dashboards: They provide a clear overview of ongoing projects, tasks, due dates, owners, etc., and can be organized by type, status, due date, and more.

Customizable templates for different projects and goals: You can use these for everything from patient management and compliance tracking to clinical trials to ensure standardization and improve efficiency.
Task prioritization and organization: You can easily create checklists, schedule tasks, and assign and prioritize tasks for healthcare staff, ensuring efficient resource allocation. You can also set up milestones and project phases to streamline tasks and ensure everyone’s doing their part.

File sharing and management: You can add, share, access, and manage files within the platform, eliminating the need to switch between various apps and allowing you to create a centralized repository of important files (e.g., patient data, inventory lists, etc.).
Customizable project health dashboards: You can track and monitor project progress at a glance, gaining insight into all relevant metrics (e.g., patient wait times, resource utilization, clinical trial progress, etc.). You can easily switch between report view types to view project work in Grid, Card, Kanban, Calendar, Timeline, and Chart Views.

Intuitive workflow automation: No-code interface for streamlining repetitive tasks such as appointment reminders, patient follow-ups, and task assignments, reducing administrative burden.

Feature #2: Real-time collaboration

Collaborative features are a must for any solid project management platform, as the whole point of using them is to better streamline work and allocate all your resources - including staff - most efficiently.

SmartSuite provides more than one option for real-time teamwork, such as:

Communication centre: You can talk to team members within the platform, right next to a specific project, and even attach important files, share links, etc., making communication that much faster and more efficient.
Mentions: Use mentions to easily get the co-worker you need to look at a particular task or project milestone.

Real-time updates: This enables multiple team members to simultaneously view and edit shared projects without overlapping or delays. Every action taken in a project is immediately visible to the rest of the team, ensuring that everyone is always working on the latest version.

Teams: This lets you group staff in teams based on their current working hours, speciality, etc.

Feature #3: Robust security

Remember what I said earlier about the importance of robust data privacy and security?

Well, SmartSuite checks all those boxes because our team knows how important your data is to you, and we would never do anything to compromise it.

Our platform is fully compliant with all the relevant data security standards and protocols, including:

GDPR.
HIPAA.
SOC-2 Type 2.
ISO/IEC 27001.

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But that’s not all.

SmartSuite also provides data encryption, 24/7 risk monitoring, and strong authentication to leave no room for data theft.

Finally, to bulletproof your organization from the inside, you can set up advanced permissions to regulate access, secure cloud and two-factor authentications, and more.

This makes it easy to maintain an audit trail for tasks and document updates, ensuring accountability and peace of mind that your and your patient’s data is always safe and secure.

Feature #4: Mobile app

In addition to being accessible on desktop, SmartSuite has a mobile app for iOS and Android users, enabling users to access projects and relevant data anytime, anywhere.

With it, you can access schedules, tasks, and patient information on the go, ensuring flexibility in dynamic environments - especially important for healthcare workers.

Pricing

SmartSuite has a freemium plan with access to 250+ automation actions, team collaboration, multi-dashboard views, and more.

There are four paid plans:

Team: Starts at $10/user per month, including Gantt charts, timeline views, 5000 automation runs, and time tracking.
Professional: Starts at $25/user per month and adds two-factor authentication, Gmail & Outlook integrations, and unlimited editors.
Enterprise: Starts at $35/user/month and includes access to audit logs, data loss prevention, and 50,000 monthly API calls.
Signature: A customized plan tailored to your organization’s needs and team size with no predefined limits.

If you want to try SmartSuite before subscribing, there’s a 14-day free trial.

Pros & Cons

✅ Generous free plan.

✅ Military-grade security.

✅ Versatile task management and automation functionality.

✅ Comprehensive dashboards and reports for tracking projects in real-time.

✅ Highly customizable.

❌ Fewer native integrations compared to platforms that have been on the market longer.

2. Trello

Best for: Visual task tracking and management through Kanban boards.

Trello is a versatile project management tool that utilizes boards, lists, and cards to help teams organize tasks and workflows visually.

Its flexibility and user-friendly interface make it suitable for various industries, including healthcare.

Who is it for?

Trello is best suited for small to medium-sized teams looking for simplicity and flexibility in their project management tool.