Onboarding in healthcare is a critical process that ensures both staff and patients are smoothly integrated into systems, with full compliance and minimal delays. However, many healthcare organisations still rely on inefficient, paper-based onboarding processes that result in delays, human errors, and compliance risks.
With the growing complexity of administrative workflows, many healthcare providers are turning to digital onboarding solutions to streamline operations and enhance patient and employee experiences.This blog post explores the top healthcare onboarding software solutions in 2025, comparing 10 leading tools. We’ll also take a deeper look at how FlowForma stands out from the competition and why it’s the ideal choice for healthcare organisations aiming to modernise their onboarding processes.
Importance of healthcare onboarding software
In healthcare, onboarding goes beyond simply filling out forms. It’s about creating an efficient, compliant, and user-friendly process that facilitates the integration of both staff and patients. Effective onboarding is critical for:
In the healthcare sector, regulatory compliance is a critical aspect of the onboarding process. Onboarding software must ensure that healthcare organisations adhere to strict regulations such as HIPAA (Health Insurance Portability and Accountability Act), GDPR (General Data Protection Regulation), and NHS regulations.
An effective onboarding program has a direct impact on the quality of care delivered by healthcare professionals. By ensuring new hires are properly trained and have all the necessary credentials, healthcare organisations can provide better patient care from day one.
Providing a seamless onboarding experience for patients ensures a smoother care journey and reduces errors.
Healthcare onboarding software can transform the hiring process by automating manual data entry, improving the credentialing process, and reducing human errors.
This automation enhances the experience for new hires and ensures timely communication between departments. Integration with other systems allows for real-time reporting, which helps HR teams track employee progress and identify areas for improvement.
Now, let’s look at the top healthcare onboarding software solutions that can help solve onboarding challenges faced by healthcare organisations in 2025.
|
Product Name |
Best For |
Pricing |
Approved NHS Vendor |
|
FlowForma |
Mid to large-sized healthcare providers |
From £2,067/month |
Yes |
|
Kissflow |
SMBs with simple workflows |
From £1,500/month |
No |
|
Nintex |
Enterprises with complex workflows |
Custom pricing |
Yes |
|
MS Power Apps |
Microsoft-centric organisations |
Subscription-based |
Yes |
|
Creatio |
CRM + BPM integration |
Custom pricing based on usage and specific modules |
Yes |
|
Appian |
Large enterprises with complex needs |
Custom pricing |
Yes |
|
Formstack |
SMBs and mid-sized providers |
Affordable, scalable pricing options |
No |
|
ProcessMaker |
Mid-market healthcare firms |
Based on users |
No |
|
Kintone |
SMBs and small teams |
From $24/user/month |
No |
|
Ninox |
Small teams and startups |
From €11/user/month |
No |
Now that we’ve provided a quick overview of each solution, let us look at each tool in detail.
Example of healthcare onboarding process steps using FlowForma
FlowForma is an all-in-one, no-code process automation platform designed to simplify and automate healthcare onboarding processes, ensuring compliance and improving operational efficiency.
Trusted by healthcare institutions—such as the NHS in the UK, the Liverpool School of Tropical Medicine, and Beaumont Hospital in Ireland—FlowForma can effectively automate workflows for staff and patient onboarding, compliance tracking, and document management.
One of the standout features of FlowForma is its no-code interface, which allows healthcare organisations to easily create and modify workflows without needing any technical expertise.
Whether it's for patient onboarding, staff scheduling, or compliance tracking, healthcare teams can utilise FlowForma’s drag-and-drop interface to create tailored workflows that meet their unique needs. Watch this demo to see how FlowForma automates the healthcare onboarding process:
Automate healthcare onboarding with FlowForma
With FlowForma’s AI Copilot, healthcare providers can use natural language to effortlessly create and modify workflows. This feature is particularly beneficial for automating tasks such as patient intake, appointment scheduling, and staff onboarding.
Want to learn more? Try out our AI Copilot playground for NHS and build onboarding workflows within seconds!
AI Copilot for NHS
Moreover, Agentic AI enhances the workflow experience by making real-time, intelligent decisions.
For example, it can escalate urgent patient cases or automatically pause processes for missing information, ensuring that no step is overlooked. This adaptive decision-making capability optimises patient care by ensuring that workflows remain dynamic and aligned with the most urgent needs.
FlowForma seamlessly integrates with the Microsoft 365 ecosystem, including SharePoint, Teams, and Outlook, which is particularly beneficial for healthcare providers already using Microsoft tools.
FlowForma offers seamless integrations
For example, patient intake forms or staff onboarding workflows can be automated within FlowForma while keeping all the data within Microsoft SharePoint for easy storage and retrieval.
This integration eliminates data silos and ensures smooth collaboration across departments.
FlowForma automates the creation of essential documents, including appointment confirmations, patient consent forms, staff contracts, and regulatory reports. This feature is crucial for ensuring that documentation is accurate, timely, and compliant with regulations such as HIPAA and GDPR.
Automate document management for onboarding with FlowForma
Once a workflow is completed—whether it's a patient’s registration or an employee’s training completion—FlowForma automatically generates and distributes the necessary documents to relevant stakeholders. This eliminates the need for manual document handling, reducing errors and freeing up time for administrative staff to focus on higher-value tasks.
Maintaining compliance in healthcare is non-negotiable. FlowForma makes this simple with built-in compliance features and audit trails. The platform automatically records every action taken during a process, from form submissions to document generation, and stores this data in a readily accessible audit trail.
FlowForma’s compliance module
For healthcare organisations, this feature is essential for meeting legal requirements and ensuring that all actions taken in the onboarding process are fully documented.
One of FlowForma’s standout features is its ability to create custom forms tailored to the specific needs of different departments or healthcare services.
For instance, a patient entering a cardiology consultation may be asked to fill out different questions than one entering for an orthopaedic follow-up.
Using conditional logic, the forms adapt to patient responses, dynamically displaying relevant questions based on previous answers.
Pricing starts from £2,067 per month for three processes. All tiers include access to the platform’s core features such as AI Copilot, onboarding processes, form and workflow automation, as well as Microsoft 365 integration.
FlowForma pricing page
FlowForma NHS Case Study
Blackpool Teaching Hospitals successfully transformed its employee and staff onboarding workflows using FlowForma's no-code process automation platform. The hospital had been burdened with time-consuming paper-based processes that were prone to errors and inefficiencies, significantly slowing down staff onboarding and the completion of crucial administrative tasks.
|
“Whilst offering simple functions out of the box, it also caters to more complex requirements, but delivered in an easy format. Another huge benefit of FlowForma Process Automation is the simplicity around user permissions.” Martyn McKechnie Head of Digital Identity and System Administration Blackpool Teaching Hospitals NHS Foundation Trust |
FlowForma enabled the hospital to automate tasks, eliminate paper-based systems, and integrate seamlessly with existing tools, streamlining communication and data sharing across departments.
As a result, staff onboarding became faster, compliance was maintained effortlessly, and the hospital saved a significant amount of time and resources.
Kissflow healthcare page
Kissflow is a low-code automation platform ideal for small to mid-sized healthcare organisations looking to automate simpler onboarding workflows. Kissflow is user-friendly and offers a flexible, intuitive interface for creating forms, managing cases, and automating processes.
Health & Life Sciences Page from Nintex
Nintex is a process automation platform that caters to large healthcare organisations with complex onboarding needs. It supports document management, e-signatures, workflow automation, and reporting.
Microsoft Power Apps Homepage
Microsoft Power Apps is a Microsoft platform that enables healthcare organisations to build custom applications and automate workflows. Its integration with other Microsoft products makes it a suitable choice for organisations already embedded in the Microsoft ecosystem.
Creatio healthcare page
Creatio combines CRM and BPM (Business Process Management) functionalities to offer an integrated solution for healthcare organisations. Its focus on workflow automation and customer engagement makes it a suitable tool for healthcare onboarding processes.
Appian's life sciences page
Appian is a low-code platform that supports large-scale automation in healthcare. With BPM capabilities and a focus on process orchestration, Appian supports complex, multi-departmental workflows, such as employee and patient onboarding.
Formstack healthcare page
Formstack is a no-code form and workflow automation tool that helps healthcare organisations automate onboarding and other adjacent workflows. It is simple to set up and is a good choice for small to mid-sized practices.
Process Maker healthcare page
ProcessMaker is a workflow automation platform that helps healthcare organisations automate and optimise processes. It’s ideal for mid-market providers seeking a flexible and cost-effective solution for onboarding.
Kintone’s homepage
Kintone is a no-code platform that enables healthcare organisations to automate processes and build custom apps for onboarding. Its simplicity and flexibility make it a suitable fit for smaller teams seeking to automate basic workflows.
Ninox homepage
Ninox is a versatile, low-code platform that allows healthcare organisations to automate workflows, manage data, and create custom applications for onboarding staff and patients.
Things to look for in healthcare onboarding software
When selecting healthcare onboarding software, consider the following:
The platform should be intuitive and easy to navigate, allowing non-technical users, such as HR personnel and department managers, to build and manage workflows with minimal training.
Ensure the software complies with healthcare regulations like HIPAA and GDPR. The right onboarding solution should have built-in features for secure data handling, ensuring sensitive patient and employee information is collected, stored, and shared in compliance with industry standards.
The best healthcare onboarding solution should seamlessly integrate with your existing systems, such as HR, EHR, and CRM tools.
Integration enables real-time reporting and analytics, providing you with up-to-date insights into your workflows.
As your healthcare organisation grows, your onboarding software should be able to scale to accommodate new departments, employees, and more complex workflows.
A scalable platform ensures that you can easily expand your processes and workflows to keep pace with organisational growth.
Healthcare organisations have unique needs, and the right onboarding software should offer customisation and flexibility.
The platform should allow you to tailor workflows to meet specific departmental needs, such as integrating department-specific questions or training tasks. With flexible onboarding, new hires can have a personalised experience that better suits their role, enhancing their overall experience and improving patient care.
An effective onboarding software should provide real-time data and analytics to track the success of your workflows.
FlowForma insights page
With reporting capabilities, healthcare organisations can monitor key performance metrics, identify areas for improvement, and ensure compliance with regulatory standards.
FlowForma customer testimonials
Choosing the right healthcare onboarding software is essential for streamlining operations, improving patient and employee satisfaction, and ensuring continuous compliance.
FlowForma stands out as the top choice in 2025, offering no-code automation, AI-driven capabilities, and transparent pricing. With its intuitive interface and seamless integration with Microsoft 365, it’s the ideal solution for mid to large-sized healthcare providers.
Book a demo today to see how FlowForma can streamline your healthcare processes.