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.
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.
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 These outdated processes delay decision-making and increase the risk of lost or duplicated information.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:
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:
When assessing a healthcare document management system, consider whether it provides the following features aligned with industry standards:
These capabilities ensure healthcare organisations can manage documents efficiently, reduce risk, and accelerate digital transformation.
Before we dive into each tool in detail, here’s a quick overview of the top ten tools:
|
Software |
Deployment |
Key Strength |
Best For |
|
FlowForma |
Cloud (Microsoft 365, SharePoint) |
No-code automation + document generation |
NHS trusts & mid-sized to large private hospitals |
|
Concord |
Cloud |
Contract lifecycle management |
Vendor & patient contracts |
|
DocuWare |
Cloud / On-premises system |
Secure records + workflow |
Large healthcare organisations |
|
M-Files |
Hybrid |
Metadata-driven search |
Research & diagnostics |
|
FileHold |
On-premises |
Versioning & archiving |
Hospitals with IT teams |
|
Folderit |
Cloud |
Simplicity & affordability |
Small clinics |
|
Nintex |
Cloud / Hybrid |
Process automation (RPA) |
Large enterprises |
|
Revver |
Cloud |
Centralised records + e-signing |
Multi-site practices |
|
Cloda |
Cloud |
AI-based classification |
Data-heavy institutions |
|
SmartVault |
Cloud |
Secure file sharing |
Private practices & labs |
Let us now examine the key features, advantages, and disadvantages of each tool in detail.
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 offers transparent, process-based pricing that enables healthcare organisations to scale without hidden costs.
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.
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.
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.
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.
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.
Folderit homepage
Folderit is a cloud-based solution that offers a simple interface for small healthcare organisations needing secure storage and easy access.
Nintex homepage
Nintex combines process automation and document management into one platform. It’s popular among large healthcare organisations with internal development resources.
Revver homepage
Revver (formerly eFileCabinet) provides centralised electronic document management with built-in automation and e-signing.
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.
SmartVault’s healthcare page
SmartVault offers cloud-based file management and sharing for clinics that require secure document access and seamless collaboration.
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.
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.
This balance of autonomy and control ensures compliance with NHS information security frameworks and prevents unauthorised workflow changes.
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
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 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.
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.
FlowForma’s AI Suite takes healthcare document management to the next level through intelligent automation.
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.
Validate data and extract structured information from scanned forms or emails, cross-checking against regulatory standards to maintain data integrity.
Provides real-time summaries of progress, highlighting decisions and pending actions — improving visibility for clinicians and administrators.
Allow staff to trigger actions through simple commands like “Submit claim” or “Update patient record”, improving usability and adoption.
Scans existing documentation to identify automation opportunities, reducing process bottlenecks and revealing areas for improvement.
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.
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.