How to Create a Patient Tracking System that Does More than Just Tracking?

6 months ago

There are two main methods to perform patient tracking in the healthcare ecosystem.

One is with traditional (using simple spreadsheets) and the other with software.

However, the traditional method is no longer effective due to the rising modern care demands of patients and technology adoption.

What’s more, manual errors, care delays, and ineffective tracking are some of its major drawbacks that poorly impact the patient care experience and satisfaction.

Because of that reason, the adoption of patient-tracking software is rising.

However, it’s important to choose the right solution (pre-built or custom) for it to acquire the highest ROI and patient satisfaction.

And if you are looking for the same, this blog is for you!

What Exactly Does a Patient Tracking System Do?

It is a powerful system that helps healthcare organizations (clinics, hospitals) keep track of the care progress of their patients.

To do so, it allows you to store, analyze, and share the data of the patients such as:

  • Demographics
  • Care services they have received 
  • Health status
Patient tracking system

What makes the patient tracking software special is that – it is not just limited to data storage and tracking.

It also helps healthcare professionals to

  • Generate reports
  • Communicate with patients
  • Send reminders to patients and their family members

What are the Benefits of the Patient Tracking App?

The patient tracking software ensures the right care solution to the right patient at the right time!

Not only this, but it also supports decision-making and identifying the areas of improvement in care delivery.

Apart from that, 

  • Lowers the chances of errors
  • Improves patient safety
  • Enhances patient engagement, satisfaction, and retention rate
  • Streamlines workflows and scheduling
  • Improves operational efficiency 
  • Accurate care coordination and communication

How to Create the Best Patient Tracking System for Your Healthcare Practice?

You have two options for creating your own patient tracking system.

Option 1: A traditional Method (Using Spreadsheets)

This is one of the easiest methods to create a patient tracking system.

What it requires is an account in software like Excel, Google Sheets, etc.

Then, you just need to create a list of the patients.

After that, add the column of the information that you want to track.

You can directly download the ready-made patient tracking template from an online form builder like JotForm.

Patient tracking template

However, there are several drawbacks to this method such as

  • It is only suitable for small practices with few patients.
  • You need to extract the data manually.
  • It comes up with a lack of collaboration in real-time.
  • Compliance is the major issue here
  • High possibility of manual errors

Option 2: Use of Patient Tracking Software

It is an affordable solution with high ROI if you want to track a large number of patients.

Moreover, it helps beyond just data storage and tracking systems.

It also comes up with a wide range of features that help you optimize your patient tracking process while at the same time reducing care delays, errors, overhead costs, and operational time.

And the following are its top features.

  • Online patient intake form
  • Virtual waiting rooms
  • Appointment scheduling
  • HIPAA-compliant text messaging and cloud storage
  • Appointment reminders
  • Track room availability
  • Track patients and their records
  • Update the patient care status
  • Integration with the other systems

However, it should be noted that you can use patient tracking software in two ways.

  • By acquiring pre-built software
  • By developing the custom software

Do further reading:

Which One is the Best? Custom or Pre-Built Patient Tracking Software?

There are multiple pre-built patient tracking apps available in the market.

They do all the tasks for you perfectly and are easy to set up.

But still, it doesn’t deliver the value that healthcare providers and organizations strive for.


  • It is made to serve a single purpose which never works in healthcare.
  • You have to compromise with the branding, functionality, and customization of the app.
  • The possibility of data breaches is high as they are not fully compliant with data privacy laws like HIPAA, PHIPA, PIPEDA, GDPR, HITECH, etc.
  • Pay extra for advanced features

But its pricing is a matter of concern.

Because it follows a pay-per-user monthly and yearly based business model.

And this pricing model doesn’t give a high ROI on a long-term basis.

But with custom, you can avoid all this mess.

Because it comes up with

  • Highly customizable and scalable
  • You are the complete owner of the app.
  • Long-term affordability
  • They are fully compliant with all the data privacy laws.
  • Easier integration with other health tech systems
  • Comes up with full flexibility
  • Gives you high ROI on a long-term basis
  • Easy maintenance

These all aspects indicate that – there is no better solution than developing your patient tracking system!

How Much Does it Cost to Build Patient Tracking Software from Scratch?

The truth is – there is no fixed amount for it.

Because it depends on what you want and the time it takes to develop the app. 

And without knowing your exact requirements, we don’t want to tell you the wrong numbers or make false promises.

However, several aspects influence the developing cost of the custom patient tracking app such as

  • UI/UX and features requirements and their complexity
  • Workflow needs
  • Technology stack
  • Compliance requirements
  • The complexity and time it takes for QA testing 

Want to Build a Custom Patient Tracking App? Know How We Can Help!

We are an Ontario-based healthcare-focused IT company.

With our 3Es – experience, expertise, and experts, we have successfully delivered more than 250+ health tech solutions


We have more than 8+ years of experience working in the North American, UK, African, and Australian markets.


We only entertain healthcare IT projects.

And that’s the reason, we have ultimate expertise in – web and app development, health tech integration, IoT integration, automated repetitive tasks (RPA), and AI & ML solutions.


We have a dedicated team of 50+ IT experts who have been performing health tech projects since the first day of their professional careers.

It includes UI/UX designers, web and mobile developers, business analysts, compliance specialists, QA engineers, RPA specialists, integration experts, and AI & ML specialists.

So, if you want to scale your medical practices with modern tech solutions, let’s conduct a call and talk about your clinical and business vision!

In case you are wondering, explore our epic health tech case studies!

Important FAQs of Custom Patient Tracking System

1. Does a patient tracking app improve patient engagement?

Without any doubt, yes!

Because it comes up with online patient intake, automated reminders, and in-app messaging which helps in improving patient engagement with ease.

2. Can I integrate it with EMR/EHR software?

Yes, you can!

Custom solutions also allow you to integrate IoT or wearable devices and other health tech systems seamlessly.

3. How long does it take to build a custom patient tracking app?

There is also no fixed time for it.

Because it depends on your clinical, technical, business, and compliance requirements.