10 Best Healthcare Document Management Software in 2025

Healthcare providers across the UK face mounting pressure to increase productivity while maintaining high-quality care. The NHS Productivity Update encourages hospitals to enhance healthcare efficiency, minimise paperwork, and allocate more time for patient care. Yet, paper documents, fragmented records, and manual filing still slow daily operations and increase compliance risks.

Modern healthcare document management software addresses these challenges by digitising workflows, automating approvals, and safeguarding patient data. 

This article reviews the top ten healthcare document management systems of 2025, examining how each solution improves document control and regulatory compliance — and why FlowForma leads the field with its no-code automation, AI-powered features, and transparent, scalable pricing.

What is Healthcare Document Management Software?

What is healthcare document management?

A healthcare document management system (DMS) is designed to capture, store, and track documents electronically — from patient records and treatment plans to claims, invoices, and consent forms. These systems eliminate paper workflows, provide instant access to information, and maintain complete visibility over every file.

For healthcare professionals and administrators, adopting modern document management software means fewer manual errors, faster approvals, and improved control over sensitive data. Digital workflows also simplify regulatory compliance under GDPR, HIPAA, Data Protection Act 2018 and NHS DSPT frameworks.

Why Healthcare Providers Need Modern Document Management Systems

Key benefits of document management software

Many healthcare organisations continue to rely on physical filing cabinets and email attachments for sharing confidential documents. These outdated processes delay decision-making and increase the risk of lost or duplicated information.

A modern healthcare document management system provides a secure, centralised repository for all patient data and documents. Key benefits include:

• Instant access to digital files for clinicians, administrators, and compliance officers
• Secure storage of sensitive information, backed by encryption and role-based access
• Automation of repetitive tasks, such as routing forms and generating reports
• Improved collaboration across departments, with complete version control and audit trails
• Integration with other systems, like EHR, billing, or scheduling tools, for smoother daily operations

For example, instead of manually handling admission forms or uploading scanned files, FlowForma’s AI Copilot automatically captures, organises, and routes documents electronically to the correct departments, creating a seamless patient onboarding workflow.

Each file is version-controlled, securely stored, and instantly accessible to authorised staff, streamlining document management from registration to record archiving.

Watch this demo showcasing FlowForma Copilot simplifying the patient onboarding process: 

Key Features to Look for in a Healthcare Document Management Software

When assessing a healthcare document management system, consider whether it provides the following features aligned with industry standards:

• Compliance and security controls: Built-in audit trails, encryption, and governance aligned with NHS, GDPR guidelines, etc.
• AI and automation: Intelligent indexing, classification, and real-time routing for faster processing.
• Integration with existing infrastructure: Seamless interoperability with Microsoft 365, Teams, and EHR systems.
• Digital forms: Customisable electronic forms for patient intake, incident reporting, or insurance information.
• Automated document generation: Creation of letters, reports, and consent forms from workflow data.
• Role-based access control: Precise permissions for clinicians, administrators, and auditors.
• Transparent pricing: Clear, process-based costs without hidden fees for scaling usage.

These capabilities ensure healthcare organisations can manage documents efficiently, reduce risk, and accelerate digital transformation.

Top Healthcare Document Management Systems in 2025 

Before we dive into each tool in detail, here’s a quick overview of the top ten tools: 

Top Healthcare Document Management Systems in 2025 

Let us now examine the key features, advantages, and disadvantages of each tool in detail. 

1. FlowForma

FlowForma’s healthcare page

FlowForma is an AI-powered business process management software. It enables healthcare providers to digitise complex workflows — such as claims validation, discharge approvals, or policy reviews — without extensive developer support.

Trusted by Beaumont Hospital, Nipro Healthcare, and multiple NHS trusts, including Blackpool Teaching Hospitals, FlowForma helps manage patient records and confidential documents in compliance with GDPR, HIPAA, and NHS DSPT standards.

FlowForma Key Features

• No-code workflow builder to automate healthcare documentation
• Digital forms for admissions, audits, and electronic medical records
• Automated document generation for discharge letters, treatment plans, and invoices
• Real-time dashboards, audit trails, and reporting tools
• Integration with Microsoft Teams, SharePoint, and electronic health records systems

FlowForma Pros

• Certified vendor on G-Cloud 13 and NHS frameworks
• Enables staff members to manage workflows without IT dependency
• Provides full visibility and governance over documents
• Transparent process-based pricing

FlowForma Cons

• Requires a Microsoft 365 environment

FlowForma Pricing

FlowForma offers transparent, process-based pricing that enables healthcare organisations to scale without hidden costs. 

Blackpool Teaching Hospitals NHS Foundation Trust - Document Management Transformation with FlowForma

Customer feedback for FlowForma

Blackpool Teaching Hospitals NHS Foundation Trust has leveraged FlowForma’s no-code automation platform to digitise numerous hospital processes, particularly improving document management workflows. 

By automating clinical safety checks, patient onboarding, and employee performance reviews, the Trust has dramatically reduced the reliance on paper documents and manual record-keeping.

Read the entire case study here. 

2. Concord

Concord homepage

Concord is a cloud-based document management system that focuses on contracts and approvals. It simplifies how healthcare organisations manage patient consent forms, supplier agreements, and insurance documentation.

Concord Key Features

• E-signature and template libraries
• Redlining and version history
• Automated alerts for renewals
• Role-based access permissions
• Central audit logs

Concord Pros

• Streamlines contract workflows
• User-friendly design
• Integrates with Google Drive and Salesforce
• Real-time collaboration tools

Concord Cons

• Limited healthcare-specific templates
• No AI automation

3. DocuWare

DocuWare homepage

DocuWare provides secure document management software for healthcare organisations that require strict compliance and audit control. Available as a cloud-based or on-premises system, it supports hybrid IT environments and large hospital networks.

DocuWare Key Features

• Automated retention and indexing rules
• Encrypted document access and user permissions
• Custom workflow automation
• Integration with ERP and EHR systems
• Version control and tracking

DocuWare Pros

• Strong security and compliance standards
• Scalable architecture for large teams
• Intelligent indexing and search features
• Reliable audit history

DocuWare Cons

• Requires technical configuration
• Quotation-based pricing
• Not ideal for smaller organisations

4. M-Files

M-Files Homepage

M-Files uses metadata-driven document management to help healthcare professionals locate patient records instantly. Its AI capabilities make it suitable for managing electronic health records, research data, and treatment documentation.

M-Files Key Features

• AI-based metadata tagging
• Workflow automation for document routing
• Role-based access controls and version control
• Integration with SharePoint and CRM tools
• Hybrid or cloud-based deployment

M-Files Pros

• Fast and accurate document retrieval
• Advanced search and intelligent indexing
• Strong compliance features
• Ideal for research institutions

M-Files Cons

• High setup complexity
• Expensive customisation
• Requires ongoing IT maintenance

5. FileHold

FileHold Homepage

FileHold is an on-premises document management system offering strict versioning and retention controls. It’s well-suited to healthcare hospitals and public institutions preferring local data control.

FileHold Key Features

• OCR scanning for digitising paper documents
• Document lifecycle management
• Role-based access & security policies
• Compliance audit trails
• Workflow automation options

FileHold Pros

• Reliable offline performance
• Full audit and tracking capabilities
• Meets healthcare data-protection requirements

FileHold Cons

• Requires local server infrastructure
• Limited automation compared to other cloud solutions

6. Folderit

Folderit homepage

Folderit is a cloud-based solution that offers a simple interface for small healthcare organisations needing secure storage and easy access.

Folderit Key Features

• Cloud document repository
• Approval routing and metadata tags
• Version history
• Automatic backups
• Multi-factor authentication

Folderit Pros

• User-friendly interface
• Affordable for small clinics
• GDPR-compliant security
• Mobile device compatibility

Folderit Cons

• Limited automation features
• Not designed for large teams

7. Nintex

Nintex homepage

Nintex combines process automation and document management into one platform. It’s popular among large healthcare organisations with internal development resources.

Nintex Key Features

• Visual workflow and form design tools
• Robotic process automation (RPA)
• Integration with Microsoft SharePoint
• Analytics and reporting dashboards
• Role-based permissions

Nintex Pros

• Scalable enterprise performance
• Strong automation engine
• Extensive connector ecosystem
• Customisable compliance reporting

Nintex Cons

• Complex for non-technical users
• Long implementation timeline

8. Revver

Revver homepage

Revver (formerly eFileCabinet) provides centralised electronic document management with built-in automation and e-signing.

Revver Key Features

• OCR document capture
• Secure sharing and collaboration
• Workflow automation and alerts
• Version tracking
• Integration with DocuSign

Revver Pros

• HIPAA-compliant storage
• User-friendly interface
• Effective collaboration across departments

Revver Cons

• Limited AI capabilities

9. Cloda

Cloda Homepage

Cloda offers AI-driven healthcare document management software that automatically classifies and indexes files. It’s designed for organisations processing large volumes of clinical and insurance information.

Cloda Key Features

• AI document recognition
• Smart search and metadata tagging
• Template detection
• Secure storage in the cloud
• API integrations with other systems
  
  

Cloda Pros

• Fast and accurate AI classification
• Modern dashboard interface
• Transparent pricing

Cloda Cons

• Few workflow features
• Smaller vendor ecosystem

10. SmartVault

SmartVault’s healthcare page

SmartVault offers cloud-based file management and sharing for clinics that require secure document access and seamless collaboration.

SmartVault Key Features

• Cloud file sharing
• E-signatures and version control
• Role-based access management
• Automated backups

SmartVault Pros

• Simple onboarding and setup
• Meets data-protection standards

SmartVault Cons

• Limited automation
• Scalability constraints

Why FlowForma Leads the 2025 Healthcare Document Management Market

 Customer reviews for FlowForma

FlowForma stands out among healthcare document management tools for its no-code environment, powerful document generation engine, deep Microsoft integration, and AI-driven automation that transforms how healthcare professionals manage documentation.

1. No-code development environment

FlowForma’s no-code environment empowers healthcare professionals to design and manage workflows without dependency on developers, while IT teams retain full oversight of governance, access control, and data policies. 

FlowForma’s no-code tool

This balance of autonomy and control ensures compliance with NHS information security frameworks and prevents unauthorised workflow changes. 

2. Digital form management

FlowForma replaces paper documents with dynamic digital forms. Patient intake forms, incident reports, and consent sheets can be completed on mobile devices and automatically routed for approval. Real-time validation ensures complete, accurate data capture before submission.

FlowForma’s dynamic form

3. Automated document generation

One of FlowForma’s biggest advantages is automated document generation. Using information captured in digital forms, the system automatically creates discharge summaries, referral letters, invoices, and insurance information forms — formatted to NHS or organisational templates. 

Generated documents are automatically pushed to the right folders or systems, guaranteeing consistency and compliance. This feature eliminates repetitive tasks and reduces errors, allowing staff members to focus on patient care instead of paperwork.

FlowForma’s automated document generation feature

4. Integration and interoperability

FlowForma integrates seamlessly within the Microsoft 365 ecosystem, connecting with SharePoint, Teams, Power BI, and external electronic health record (EHR) systems. 

This interoperability enables healthcare providers to integrate workflows with existing databases, scheduling tools, and finance applications, providing end-to-end visibility across departments. 

Documents are automatically routed, version-controlled, and accessible in real-time, ensuring that authorised staff can collaborate securely from any device.

5. Security and compliance

All documents are stored within Microsoft’s secure cloud infrastructure, aligned with ISO 27001, GDPR, and the NHS Data Security and Protection Toolkit (DSPT). FlowForma includes built-in role-based access controls and detailed audit trails to safeguard sensitive data and support clinical governance.

The solution also supports broader healthcare compliance frameworks, including the UK Data Protection Act 2018, NHS Cyber Security Standards, Care Quality Commission (CQC) guidance, and NHS Clinical Governance requirements. 

These measures help healthcare organisations maintain patient safety, protect data integrity, and demonstrate complete transparency during audits or inspections.

Benefits of FlowForma’s compliance module

6. AI-powered innovation

FlowForma’s AI Suite takes healthcare document management to the next level through intelligent automation.

AI Copilot

Builds workflows in seconds using natural language prompts such as “Create a patient appointment scheduling workflow.” The Copilot creates the workflow and automatically applies NHS, HIPAA, and GDPR compliance rules.

Caption: Build workflows using FlowForma’s AI Copilot

AI Agents

Validate data and extract structured information from scanned forms or emails, cross-checking against regulatory standards to maintain data integrity.

AI Summarisation 

Provides real-time summaries of progress, highlighting decisions and pending actions — improving visibility for clinicians and administrators.

Smart Assistants

Allow staff to trigger actions through simple commands like “Submit claim” or “Update patient record”, improving usability and adoption.

Ambient Discovery Agent

Scans existing documentation to identify automation opportunities, reducing process bottlenecks and revealing areas for improvement.

Vendor Risk Assessment Agents 

FlowAssure supports NHS and hospital document management by automating and governing workflows for vendor and compliance documentation. It uses AI agents to analyse supplier reports, generate standardised documents, and maintain full audit trails—helping hospitals manage contracts, risk assessments, and regulatory records more efficiently. It complements NHS workflows by improving oversight, consistency, and compliance for non-clinical documents such as supplier agreements, data-sharing records, and audit evidence.

Together, these AI components create a user-friendly, intelligent, and compliant automation environment that streamlines healthcare documentation end-to-end.

Conclusion

Every system reviewed offers unique strengths, but FlowForma remains the most complete healthcare document management software for 2025. Its combination of no-code process design, AI-powered workflow automation, and automated document generation helps healthcare organisations achieve full visibility and regulatory compliance while cutting costs.

For healthcare providers determined to modernise and meet NHS productivity goals, FlowForma delivers measurable results — faster processes, reduced risk, and smarter use of staff resources.

Ready to digitise your documentation and transform healthcare efficiency?

Book a demo to see how FlowForma can help your organisation manage documents electronically, automate approvals, and improve patient care.