9 Best Medical Appointment Scheduling Software in 2026, Compared
Compare the 9 best medical appointment scheduling software options on price, HIPAA readiness, reminders and free plans, with prices checked November 8, 2026.
Shamim Mia, Founder, SerpAstraLast verified November 8, 202614 min readWe compare pricing pages, documentation and public reviews. We never accept payment for rankings.
Key takeaways
- Jane is the best fit for most clinics at $54/month, with SimplePractice at $49/month and Cliniko at $45/month close behind — but check which plan actually includes reminders and online booking before comparing prices.
- Carepatron, Square Appointments, Calendly and Setmore all offer genuinely free plans — Carepatron is the only one with clinical notes and telehealth included at $0.
- The single most important buying factor is whether the plan includes HIPAA paperwork, SMS reminders and online booking, or charges extra for them: those three extras decide what you actually pay, not the headline price.
- Per-practitioner pricing punishes growth: a three-provider clinic pays $149 a month on Jane Practice, but $95 on Cliniko, which charges by practitioner band with every feature included.
On this page
Quick comparison
| Tool | Best for | Starting price | Free plan |
|---|---|---|---|
| Jane | Allied health and therapy clinics that want booking, charting, telehealth and payments in one system | $54/mo | No |
| SimplePractice | Solo therapists and wellness practices that want the most widely used US practice software | $49/mo | No (30-day trial) |
| Cliniko | Physiotherapy, chiropractic and allied health clinics that want every feature at one flat price | $45/mo | No (30-day trial) |
| Carepatron | New solo practitioners who want a real free plan with scheduling, notes and telehealth included | Free; Plus $31/mo | Yes (free plan) |
| Acuity Scheduling | Solo clinics and small teams that want intake forms, packages and deposits at booking | $20/mo | No (7-day trial) |
| Square Appointments | Clinics that already take card payments through Square and want booking tied to the till | Free; Plus $49/mo | Yes (free plan) |
| Vagaro | Solo wellness and medspa providers who want a booking marketplace as well as a calendar | $30/mo | No (30-day trial) |
| Calendly | Solo practitioners who only need a simple booking link and already live in Google or Outlook calendar | $12/mo | Yes (free plan) |
| Setmore | Small teams that want a free booking page for up to four staff and the cheapest paid upgrade | Free; Pro $5/mo | Yes (free plan) |
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Request a listingThe best medical appointment scheduling software
Jane
Best for: Allied health and therapy clinics that want booking, charting, telehealth and payments in one system
Jane is built for clinics, not adapted from a meeting scheduler: online booking, charting, telehealth, invoicing and payments sit in one subscription, and patients book through a branded page that matches the clinic. Balance costs $54 a month for one practitioner, but it caps at 20 appointments a month, so most clinics land on Practice at $79, which removes the cap and adds free SMS reminders, timesheets and the insurance-billing add-on.
The trade-off is the per-practitioner math. Practice adds $35 a month for each extra full-time practitioner, so a three-provider clinic pays $149 a month, or $1,788 a year. There is no free plan and no free trial, only a live demo — book it with real appointment types before committing. Choose Jane when the clinic wants one system for booking, charting and billing.
What we like
- Online booking, charting, telehealth, invoicing and payments in one subscription
- Unlimited locations and unlimited admin staff on every plan
- Free SMS appointment reminders from the Practice plan up
- Support reviewers rate highly, with fast answers from real people
Watch out for
- Balance caps at 20 appointments a month, so most clinics need Practice at $79/month
- No free plan and no free trial, only a live demo
- Extra practitioners cost $35 a month each on Practice, so team costs climb fast
SimplePractice
Best for: Solo therapists and wellness practices that want the most widely used US practice software
SimplePractice is the default choice in US therapy and wellness practices: scheduling, paperless intakes, secure messaging, billing and telehealth in one place, with a client portal patients actually use. Starter costs $49 a month for one practitioner — it was $29 until the 2026 reprice, and older roundups still quote the old figure. Essential costs $79 and Plus $99, with group appointments and extra practitioners on Plus.
The catch is what Starter leaves out: online appointment requests and reminders need Essential at $79 a month, so a clinic buying SimplePractice for scheduling pays $79, not $49. Telehealth is an add-on on Starter and included from Essential, and the AI Note Taker costs $35 a month extra. Buy it when the practice also needs billing and notes; buy Jane or Cliniko when scheduling alone is the job.
What we like
- The most widely used practice software for US therapists and wellness providers
- Paperless intakes, secure messaging and a client portal on every plan
- Insurance billing and clearinghouse tools built in from Essential
- 50% off for 3 months for new customers on every plan
Watch out for
- Online appointment requests and reminders need Essential at $79/month, not the $49 Starter plan
- Prices rose in 2026: Starter was $29/month, now $49/month
- Telehealth add-ons and AI note-taking cost extra on top of the plan price
Cliniko
Best for: Physiotherapy, chiropractic and allied health clinics that want every feature at one flat price
Cliniko sells one plan and nothing else: every feature is included, and the price is set entirely by how many practitioners work at the clinic. One practitioner costs $45 a month, two to five cost $95, and the bands run to $395 for up to 200 practitioners. Admin and reception users are unlimited and free, as are locations, patients and storage, so only bookable practitioners count toward the band.
The simplicity is the point: no tier to outgrow, no feature to unlock — online booking, reminders, telehealth, treatment notes and billing are all in the $45. The only regular extra is SMS at 10 cents a message, which adds up for a clinic that texts every patient. Pick Cliniko for a flat price with every feature from day one; pick Jane when insurance billing matters more.
What we like
- Every feature on every plan: online booking, reminders, telehealth, notes and billing
- Flat price by practitioner band, with unlimited admin users and locations
- Prices unchanged since June 2011, according to the vendor's own pricing page
- Free data migration and free support included
Watch out for
- No free plan, only a 30-day trial
- SMS reminders cost 10 cents a message on top of the subscription
- No built-in AI scribe, so notes are written by hand or in another tool
Carepatron
Best for: New solo practitioners who want a real free plan with scheduling, notes and telehealth included
Carepatron is the only tool here whose free plan is a real practice system, not a demo: scheduling, telehealth, a client portal, an AI scribe and unlimited clients at $0, with caps on storage, AI tokens and appointment volume. Plus costs $31 per user a month billed annually, or $39 monthly, and Advanced costs $39 billed annually. Older roundups still quote a $12 Pro plan that no longer exists.
The free plan suits a new solo practitioner testing the waters, and the paid step up is the cheapest here once the caps bite. It does not replace a full EHR for a busy multi-provider clinic: advanced reporting and enterprise controls are thinner than Jane or SimplePractice. Start here when the budget is $0 and the practice is small; move up when the free plan's caps start blocking real work.
What we like
- A real free plan: scheduling, telehealth, client portal and AI scribe at $0
- Cheapest paid step up here once the free plan runs out
- 500+ clinical templates and automated online payments included
- No annual contract required; cancel anytime
Watch out for
- Plus repriced in 2026: $31/month billed annually is the new list price, not the $12 plan older roundups quote
- White labeling and roles wait for Advanced at $39/month billed annually
- Free plan has usage caps on storage, AI tokens and appointments
Acuity Scheduling
Best for: Solo clinics and small teams that want intake forms, packages and deposits at booking
Acuity Scheduling is the general-purpose scheduler here, owned by Squarespace, and it earns its place on forms and payments: custom intake forms, deposits, packages, memberships and gift certificates are all part of the product, not add-ons. Starter costs $20 a month for one calendar, Standard $34 for up to six, and Premium $61 for up to 36, with annual billing about 20% cheaper.
The limit to watch is HIPAA: a signed business associate agreement only comes with Premium at $49 a month billed annually, so a US clinic that needs one pays Premium, not Starter. There is no free plan and no patient record system — Acuity schedules appointments and takes payments, and clinical notes live elsewhere. Choose Acuity when intake forms and deposits matter most; choose Jane or Cliniko when patient records must live in the same tool.
What we like
- Flat pricing by calendar count, not per user, so teams do not pay per seat
- Custom intake forms, deposits and packages included from the entry plan
- Embeds cleanly into a Squarespace website
- One calendar on Starter, six on Standard, 36 on Premium
Watch out for
- No free plan, only a 7-day trial
- HIPAA compliance with a signed BAA needs Premium at $49/month billed annually
- SMS reminders cost extra, and the interface looks dated next to newer tools
Square Appointments
Best for: Clinics that already take card payments through Square and want booking tied to the till
Square Appointments is the booking product inside Square's payments platform, and that is its whole pitch: one account for bookings, the calendar and the till. The free plan costs $0 for one location and includes online booking, a booking website and unlimited staff calendars. Plus costs $49 a month per location and adds no-show fees, waitlists, classes and a lower card rate; Premium costs $149 and adds room booking and reports.
The free plan's weakness is no-show protection: cancellation policies and no-show fees need Plus, so a clinic with a no-show problem pays $49 a month per location, and a three-location clinic pays $147. Card fees sit on top, from 2.6% plus 15 cents in person. Pick Square when the clinic already runs on it; pick a clinic-built tool when patient records and intake forms matter more.
What we like
- A genuinely free plan with online booking and unlimited staff calendars
- Booking, payments and point of sale in one Square account
- No-show fees, waitlists and classes from Plus at $49/month per location
- Free booking website included on every plan
Watch out for
- No-show fees, waitlists and multi-staff booking need Plus at $49/month per location
- Paid plans are priced per location, so multi-site clinics pay per site
- Card processing fees apply on every plan, on top of the subscription
Vagaro
Best for: Solo wellness and medspa providers who want a booking marketplace as well as a calendar
Vagaro is built for beauty, wellness and medspa businesses, and it is the only tool here that also markets the clinic: the base plan includes a marketplace listing alongside online booking, client management, memberships, inventory and SOAP notes. One location with one bookable calendar costs $30 a month, or $23.99 for the first six months, and each extra calendar adds $10 a month.
The headline price hides the add-ons. Text marketing starts at $20 a month, intake forms cost $10, and a website costs $20, so a solo provider who wants the full kit pays closer to $70 a month. There is no free plan, only a 30-day trial. Pick Vagaro when new-client discovery matters as much as the calendar; pick Square Appointments or Acuity when the clinic already has its own client base and just needs booking.
What we like
- Online booking plus a marketplace listing that brings new clients
- Memberships, inventory and SOAP notes in the base plan
- 1,000 free marketing emails a month included
- 24/7 live support by phone and chat
Watch out for
- No free plan; the $23.99 rate is a 6-month intro, then $30/month
- Text marketing, intake forms and a website are paid add-ons, not included
- Every extra bookable calendar costs $10/month, so team costs rise per provider
Calendly
Best for: Solo practitioners who only need a simple booking link and already live in Google or Outlook calendar
Calendly is the simplest tool in this list, and that is both its strength and its limit. Set your availability once, share one link, and patients pick a time without the phone tag; Standard costs $12 a month per seat, or $10 billed annually, and adds unlimited event types, six calendar connections, payments and reminders. The free plan covers one event type, which is enough for a single appointment type.
What Calendly does not do is run a clinic: no patient records, no intake forms, no clinical notes, and no HIPAA business associate agreement on Standard, so a US medical practice that needs one must look elsewhere. Per-seat pricing means three practitioners cost $36 a month. Use Calendly for a simple booking link; use Jane, Cliniko or SimplePractice when the appointment is part of a patient record.
What we like
- The simplest booking link here: set availability once and share the link
- Unlimited event types and six calendar connections on Standard
- Payments through Stripe and PayPal, plus reminders and workflows
- Highest review score in this list at 4.7 out of 5 on G2
Watch out for
- No patient records, intake forms or clinical notes — it only schedules meetings
- No HIPAA business associate agreement on the Standard plan
- Per-seat pricing means every practitioner who hosts bookings needs a paid seat
Setmore
Best for: Small teams that want a free booking page for up to four staff and the cheapest paid upgrade
Setmore is the budget pick here because the free plan is usable: up to four users, a booking page, email reminders and payments at $0, capped at 200 appointments a month. Pro costs $12 per user a month billed monthly, or $5 billed annually, and adds unlimited appointments, SMS reminders, two-way sync, recurring appointments and a signed HIPAA agreement.
The free plan's gaps matter to a clinic: no SMS reminders, no two-way sync and no HIPAA agreement, so a medical practice that needs any of those pays for Pro. At $5 per user a month billed annually, a three-person team pays $15 a month — still the cheapest full-featured price here. Start on Setmore when the budget is tight and the team is small; move to Jane or Cliniko when patient records must live in the same system.
What we like
- The most generous free plan here: 4 users, booking page and payments at $0
- Pro is $5/user/month billed annually, the cheapest paid plan in this list
- Two-way calendar sync, SMS reminders and recurring appointments on Pro
- Live receptionist add-on at $99/month for US clinics that miss calls
Watch out for
- Free plan caps at 200 appointments a month and 4 users
- SMS reminders, two-way calendar sync and recurring appointments need Pro
- A signed HIPAA agreement is only available on Pro
The best medical appointment scheduling software lets patients book online at midnight, sends reminders that cut no-shows, and keeps the front desk off the phone — without charging per booking or hiding HIPAA paperwork on a higher tier. We ranked the nine tools below by fit for the most common buyer — a small US clinic with one to five providers — starting with the clinic-built systems and ending with the simple booking links, and every price was checked on the vendor's own pricing page on November 8, 2026.
How to choose the best medical appointment scheduling software
- Check what the entry price actually buys. SimplePractice Starter at $49 a month does not include online appointment requests or reminders — those need Essential at $79. Acuity Starter at $20 does not include a HIPAA agreement — that needs Premium at $49 billed annually.
- Count your providers, not your staff. Jane, SimplePractice and Carepatron charge per practitioner, while Acuity charges by calendar count and Cliniko by practitioner band. Admin and reception staff are free on Jane and Cliniko.
- Ask about the HIPAA agreement before you buy. A scheduler that holds patient names and appointment reasons needs a signed business associate agreement, and some tools only offer one on higher plans.
- Check the reminder channel. Email reminders are free on most plans; SMS reminders cost extra on Acuity and Cliniko, and need a paid plan on Setmore and Square Appointments.
- Think about what happens after the booking. Intake forms, deposits and payments at booking save the front desk a second call — Jane, Cliniko, Acuity and Carepatron collect them, while Calendly only takes the booking.
Scheduling is one system in your stack, not the whole stack. If the clinic also needs to be found online, our local SEO service covers the visibility side, including Google Maps and AI answers for medical practices. And before you publish new pages for the services you offer, run your titles through the free SERP snippet preview tool — it shows exactly how the title and description will look in Google. If you run a medspa rather than a general clinic, see our guide to the best medical spa software for tools built around memberships and packages.
Whatever you shortlist, try it with real appointment types before you pay. The free plans and trials in this list are long enough to run one genuine week — your services, your providers, your reminder settings — and that week tells you more than any review can. Check two things in the trial: that patients can book without calling, and that the reminders actually arrive. Every tool here lets patients self-book online, so there is no reason to buy before your front desk has watched a real patient do it.
Medical appointment scheduling software pricing: what you will actually pay
Take a solo practitioner who takes about 100 appointments a month. On list prices, the subscription costs $0 on Carepatron Free, Square Appointments Free or Setmore Free, $12 a month on Calendly Standard, $20 on Acuity Starter, $30 on Vagaro, $45 on Cliniko, $49 on SimplePractice Starter and $54 on Jane Balance. Three of those numbers need adjusting before they are real: Jane Balance caps at 20 appointments a month, so a 100-appointment practice needs Practice at $79, and SimplePractice Starter does not include online appointment requests or reminders, so scheduling needs Essential at $79.
Over a year, that is $0 on the three free plans, $144 on Calendly Standard billed annually, $192 on Acuity Starter billed annually, $360 on Vagaro, $540 on Cliniko, and $948 on Jane Practice or SimplePractice Essential. Carepatron Plus costs $372 a year billed annually, or $468 billed monthly. The same solo practitioner and the same 100 appointments cost $0 a year at the cheap end and $948 at the dear end — a gap that comes entirely from appointment caps and which plan includes reminders, not from features.
A three-provider clinic changes the order. Jane Practice costs $149 a month ($79 plus $35 for each of two extra full-time practitioners), or $1,788 a year. Cliniko's 2–5 practitioner band costs $95 a month, or $1,140 a year, with every feature included. Acuity Standard costs $27 a month billed annually for up to six calendars, Setmore Pro costs $15 a month billed annually for three users, and Vagaro costs $50 a month for three bookable calendars. Per-provider pricing is the tax on growth here: the flat and banded tools get cheaper per provider as the team grows, while the per-seat tools do not.
Three costs sit outside every number above. First, the introductory discounts — 50% off for three months on SimplePractice, $23.99 for six months on Vagaro — end, so budget on the list price. Second, SMS reminders: 10 cents a message on Cliniko, and extra on Acuity, so a clinic that texts every patient adds $20–$40 a month. Third, card processing on the payments you take at booking, which is charged per transaction rather than per month. If you run a dental practice rather than a general clinic, the tools differ too — see our guide to the best dental practice management software.
Know the difference: scheduling software vs practice management software
The confusion in this category is between a tool that books appointments and a system that runs the practice. Scheduling software only books appointments: it shows availability, takes the booking and sends a reminder. Practice management software adds patient records, clinical notes, billing and payments around the same calendar. Calendly and Acuity Scheduling are schedulers; Jane, SimplePractice, Cliniko and Carepatron are practice systems that also schedule.
There is a second, quieter confusion: online booking is not the same as a patient portal. A booking page lets a patient pick a time; a portal lets the same patient see past visits, pay a bill, message the clinic and fill in intake forms. Jane, SimplePractice and Carepatron include a portal on every plan, while Calendly and Setmore only offer the booking page. If patients keep calling to ask about a bill or a form, the missing piece is usually the portal, not the calendar.
A third distinction worth knowing is HIPAA compliance versus a HIPAA agreement. A vendor can describe its software as HIPAA-compliant and still not sign a business associate agreement on the plan you bought — and without the signed agreement, the clinic carries the risk alone. Acuity only signs one on Premium, Setmore only on Pro, and Calendly does not offer one on Standard. Check the agreement in writing, on the exact plan you will pay for, before the first patient books.
Quick comparison: tool type by need
| Buyer | Best pick | Why |
|---|---|---|
| Most small clinics | Jane | Booking, charting and telehealth in one system, from $54/month |
| Flat price, every feature | Cliniko | One plan at $45/month, unlimited admin users and locations |
| New practice on a $0 budget | Carepatron | Free plan with scheduling, notes and telehealth, Plus is $31/month billed annually |
| Intake forms and deposits | Acuity Scheduling | Forms, packages and deposits from $20/month, HIPAA on Premium |
| Already on Square payments | Square Appointments | Free booking tied to the till, Plus is $49/month per location |
| Just a booking link | Calendly | Simplest link in the list, Standard is $12/month per seat |
Mistakes to avoid
- Budgeting on the entry price when the scheduling features live one tier up. SimplePractice Starter at $49 does not include online appointment requests or reminders, and Acuity Starter at $20 does not include a HIPAA agreement. Price the tier that actually does the job.
- Buying on the appointment cap, then finding the cap is 20 a month. Jane Balance at $54 covers 20 appointments a month — a busy solo practice passes that in a week, and the real price is Practice at $79.
- Ignoring SMS costs. A clinic that texts every patient pays 10 cents a message on Cliniko and extra on Acuity. At 300 appointments a month, that is $30 or more on top of the subscription.
- Paying for a marketplace or portal you will not use. Vagaro's add-ons and SimplePractice's billing tools are worth it only if the clinic uses them — otherwise the cheaper scheduler does the same job.
- Forgetting the second location. Square Appointments charges per location, so a second clinic doubles the bill. Jane and Cliniko include unlimited locations on every plan, so price the second site before you commit.
How we chose
We checked each vendor's own pricing page on November 8, 2026 and recorded the starting price exactly as shown, including the annual-billing figure where the page lists one, and we ranked the tools by fit for the most common buyer — a small US clinic with one to five providers — not by brand size. Ratings come from fresh crawls of the exact G2 and Capterra pages, checked November 8, 2026. Two prices changed this year and older roundups still quote the old figures: SimplePractice Starter rose from $29 to $49 a month, and Carepatron Plus is now $31 a month billed annually, not the $12 plan it used to sell. Jane's US pricing page lists Balance at $54 a month, while some directories list $59 — the $59 figure is the Canadian price shown in Canadian dollars. No vendor paid for a place in this list, and none of the links here are affiliate links.
What to do next
Start with the free plan or trial of your top pick and run one real week of appointments through it. Check that patients can book without calling, that reminders arrive on time, and that the front desk can see the whole day at a glance before you commit to a year. If the booking is sorted but new patients are not finding you, our local SEO service handles the visibility side — or compare providers in our guide to medical SEO companies. Once your tools are in place, find out what's holding your rankings back.
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Get a free audit→Sources we checked (18)
- Jane pricing — jane.app/pricing (checked November 8, 2026)
- SimplePractice pricing — simplepractice.com/pricing (checked November 8, 2026)
- Cliniko pricing — cliniko.com/pricing (checked November 8, 2026)
- Carepatron pricing — carepatron.com/pricing (checked November 8, 2026)
- Acuity Scheduling pricing — acuityscheduling.com/pricing (checked November 8, 2026)
- Square Appointments pricing — squareup.com/us/en/appointments/pricing (checked November 8, 2026)
- Vagaro pricing — vagaro.com/pro/pricing (checked November 8, 2026)
- Calendly pricing — calendly.com/pricing (checked November 8, 2026)
- Setmore pricing — setmore.com/pricing (checked November 8, 2026)
- Jane reviews — g2.com/products/jane-software-jane/reviews (checked November 8, 2026)
- SimplePractice reviews — g2.com/products/simplepractice/reviews (checked November 8, 2026)
- Cliniko reviews — g2.com/products/cliniko/reviews (checked November 8, 2026)
- Carepatron reviews — g2.com/products/carepatron/reviews (checked November 8, 2026)
- Acuity Scheduling reviews — g2.com/products/acuity-scheduling/reviews (checked November 8, 2026)
- Square Appointments reviews — capterra.co.uk/software/170263/square-appointments (checked November 8, 2026)
- Vagaro reviews — g2.com/products/vagaro/reviews (checked November 8, 2026)
- Calendly reviews — g2.com/products/calendly/reviews (checked November 8, 2026)
- Setmore reviews — g2.com/products/setmore/reviews (checked November 8, 2026)
Shamim
Founder of SerpAstra
A full-stack SEO and digital marketer who spends most days on Local SEO for dental practices, AI search visibility and lead generation.
Frequently asked questions
What is the best medical appointment scheduling software?
Jane is the best fit for most clinics: booking, charting, telehealth and payments in one system from $54/month. Cliniko is the better pick when you want every feature at one flat price, from $45/month. Carepatron is the best free option, with scheduling, notes and telehealth at $0.
How much does medical appointment scheduling software cost?
Entry prices run from $0 to $54 a month. Carepatron, Square Appointments, Calendly and Setmore all have free plans, and the first paid plans cost $12–$49 a month. A solo clinic typically pays $144–$948 a year for the subscription alone, before card processing and SMS fees.
Is there really free medical appointment scheduling software?
Yes, with limits. Carepatron's free plan includes scheduling, telehealth and an AI scribe, Square Appointments is free for one location, and Setmore is free for up to four users and 200 appointments a month. SMS reminders and HIPAA paperwork usually need a paid plan on all of them.
Do I need HIPAA-compliant scheduling software?
Yes, if the software touches patient names, contact details or appointment reasons, which it does by definition. Look for a signed business associate agreement: Acuity and Setmore only offer one on their higher plans, and Calendly does not offer one on Standard. Always confirm the agreement in writing before you buy.
What is the difference between scheduling software and practice management software?
Scheduling software only books appointments; practice management software adds patient records, notes, billing and payments. Calendly and Acuity are schedulers. Jane, SimplePractice, Cliniko and Carepatron are practice systems that also schedule. Buy the scheduler when you only need bookings, and the practice system when notes and billing live in the same tool.
Can patients book appointments online themselves?
Yes, on every tool in this list. Patients pick a time from a booking page or link, and the appointment lands on the clinic calendar with a confirmation. The difference is what happens next: Jane, Cliniko and Carepatron also collect intake forms and payment at booking, while Calendly and Setmore Pro only take the booking itself.
Can I switch medical appointment scheduling software later?
Yes, but plan the move for a quiet week. Export your patient list, appointment history and intake forms from the old tool, then import them into the new one and test online booking before going live. Switching mid-week means double-booked patients, so run both calendars in parallel for a few days.
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