Running a nursing business is no easy feat.
Between maximizing patient care, time, and growing your brand, days feel stretched far too thin.
What if there was a way to recapture those lost hours and scale your vision?
Imagine streamlining scheduling with just a few clicks, automating client outreach to drive new leads, or knocking out paperwork in a fraction of the time.
I’ll take you through specialized nursing tools used for marketing, scheduling, patient management, and beyond.
Whether you’re looking to reduce no-shows, boost productivity, or expand your digital presence, this guide to nurse tools has you covered.
By the end, you’ll have an actionable shortlist of platforms to help catalyze the growth of your nursing business.
In this post, I’ll share the 17 essential tools for nurse entrepreneurs. With the right solutions, you can work smarter, not harder, and set your own nursing career and business up for success.
Why Productivity Tools Matter for Nurse Entrepreneurs?
Before we dive into the tools, let’s look at why they even matter in the first place:
Save time. As a solopreneur or small business owner, you have to juggle many roles. The right tools automate tasks and streamline workflows so you can focus on revenue-generating activities.
Work efficiently. With manual processes, errors and duplication of work creep in. Tools help you work more accurately and productively.
Gain insights. Analytics and reporting features in tools provide data and insights to inform your decisions.
Appear professional. Using professional business tools makes you look more legitimate to customers and partners.
Increase revenue. Some tools directly help you make more sales, get paid faster, upsell customers, etc.
Reduce stress. When you have the right solutions supporting you, it takes pressure off and helps avoid burnout.
The bottom line is that these tools empower fellow nurses to work smarter, achieve more, and build a successful career in nurse entrepreneurship.
Now, let’s look at my top recommendations.
17 Essential Tools for Nurse Entrepreneurs
These software will help you track your daily duties, whether in business landscape or within clinical setting. I have 3 options for you to try.
Trello is one of the best project management and kanban board apps for nurse entrepreneurs. Its drag-and-drop simplicity makes it easy to organize tasks, track progress, and collaborate with your team.
Key features include:
Custom boards with lists and cards
Due dates, checklists, labels, and comments
File attachments and integrations
Dashboard overview of all projects
Trello is free for basic use but Trello Business Class unlocks more administrative controls, advanced permissions, and integrations. This helps nurse entrepreneurs manage business workflows seamlessly as they scale up.
Here is a quick overview on how Trello is used in healthcare.
For office productivity software, it’s hard to beat Google Workspace (formerly GSuite). The web-based suite includes Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet and more.
Top benefits for nurse entrepreneurs include:
Real-time collaboration on documents
Secure cloud storage with unlimited Drive space
Easy scheduling with Calendar integration
Professional custom email with Gmail
Multi-person video meetings with Meet
Google Workspace starts at $6 per user monthly and provides everything a small business needs for managing day-to-day administrative tasks.
Asana is a leading work management platform designed to improve team coordination and workflow processes. Key advantages include:
Task lists with due dates, attachments, comments
Milestones and goal tracking
Project timelines and GANTT charts
Team workload management
Custom fields and reporting
Asana works for solopreneurs up to large teams. This help you collaborate with your team if you need to give expert advice. The free plan is quite functional for early stage and you can upgrade to premium as your needs grow. If you need robust project planning capabilities, Asana is an excellent choice.
Between these three business management softwares, I recommend Asana. It is the most comprehensive project management tool of the three, and it offers a variety of features that are specifically useful for healthcare professionals.
For example, Asana allows you to create custom task templates for common tasks, such as scheduling patient appointments or reviewing medical records.
You can also use Asana to track your progress on goals, such as launching a new service line or expanding your practice.
Now, don’t get me wrong; I’m all for exploring options. Give Trello a shot, especially since you can test the waters with their free subscription—no strings attached.
It’s like a risk-free trial, and who doesn’t love that? See how it vibes with your workflow, and if it clicks, great! If not, you can always switch to Asana.
Financial management in nursing in general is a tough topic for me as a nurse because final management was not taught at my nursing school. I had to learn it through self-education.
Below are my top 3 financial mangement softwares you can use to stay organized with your earnings.
Managing finances is critical for any small business. QuickBooks makes it simple to invoice clients, accept payments, track expenses, and run financial reports.
Key QuickBooks features for nurse entrepreneurs:
Invoicing and receipts
Accounting and income statements
Payroll, taxes, and 1099s
Accept credit cards and ACH
Bank reconciliation and bill pay
Budgeting and cash flow tracking
QuickBooks Online starts at $25/month. It’s the gold standard in small business accounting software.
For client billing and project financials, HoneyBook is tailored specifically for service-based entrepreneurs. It comes with:
Client management and communication
Contracts, proposals, and invoicing
Time tracking and online payments
Accounting integrations like QuickBooks
Reporting on business performance
HoneyBook aims to automate your financial workflows. Pricing starts at $9 per month. It’s a great financial toolkit with tools for nurses, nurse consultants and coaches.
If you want free accounting software, Wave is an excellent choice. It provides:
Invoicing and estimates
Accounting and reporting
Receipts and expense tracking
Multi-user access and collaboration
Wave offers 80% of QuickBooks’ features at no cost. Downsides are that Wave does offer direct bank connectivity, but it is not available on all plans. But if budget it tight, Wave delivers substantive financial capabilities.
If you are just starting out like me, I would choose Wave. I like that it is free and offers all of the essential features, such as invoicing, accounting, and reporting.
But, if you need more advanced features, such as direct bank connectivity and payroll management, you may want to consider QuickBooks Online or HoneyBook. Both of these tools offer free trials, so you can try them out before you commit to a paid plan.
Client & Patient Management
These business management nurse tools can help you automate tasks such as scheduling appointments, sending reminders to assess patients, and generating invoices. This can free up staff to focus on other tasks to treat patients.
Here are two popular client and patient management tools that I recommend for nurse entrepreneurs.
For private practice nurses and nurse practitioners, TherapyNotes is specifically designed for client health record management and scheduling. It provides:
Electronic medical records (EMR)
Track patient’s condition
Custom client profile notes like patient vitals, H&P etc.
Billing and invoicing
Appointment scheduler and notifications
Insurance claim submissions
Telehealth via video calls
TherapyNotes starts at $39 per month. It ensures efficient and compliant client interactions. It is one of the best software in the medical industry.
For a full-featured medical practice management toolkit, Cliniko is a top choice for the job. Benefits include:
Patient records and appointment notes
Secure messaging and video calls
Custom clinical libraries and forms
Invoicing, payments, and expense tracking
Referral and prescription management
Reporting on your practice
Cliniko starts at $59 per month but often pays for itself in increased patient’s health and healthcare efficiency. Everything you need to manage healthcare for more patients and optimize revenue.
I prefer Cliniko over TherapyNotes because it is a more comprehensive medical practice management tool.
Cliniko includes features such as referral and prescription management, reporting on your practice, and expense tracking. These features are not available in TherapyNotes, which is focused primarily on client health record management and scheduling.
Additionally, Cliniko is designed for a wider range of healthcare professionals, including nurses, nurse practitioners, doctors, allied health professionals, dentists, and veterinarians. TherapyNotes is specifically designed for mental health professionals.
Email marketing is an important tool for nurse entrepreneurs because it is a cost-effective, targeted, and personal way to reach ideal clients. It is also a measurable way to track results and improve campaigns over time.
You can use email marketing to send out welcome series to new subscribers, promote their services and upcoming events, provide educational content, collect feedback, and re-engage inactive subscribers.
Mailchimp is known for its ease of use and affordability. It offers a free plan for up to 2,000 subscribers, and its paid plans start at $9.99 per month. Key benefits include:
Beautiful, customizable email templates
Signup forms for your website
Segmented contact lists for targeted messaging
Automated email workflows and sequences
Analytics on engagement and conversions
Mailchimp is the proven leader.
Constant Contact is the other major email marketing platform used by millions of small businesses. It comes with:
Drag-and-drop email builder with 700+ templates
Contact organization with tags and groups
Automated welcome emails and re-engagement
Event promotion and registration
Surveys and polls to collect feedback
Integrations with CRMs and ecommerce platforms
Constant Contact pricing starts at $9.99 per month. It’s easy to use and good for beginners starting their first email campaigns.
I recommend using Mailchimp if you are a nurse entrepreneur on a budget. It is a great option for wellness coach businesses that are just getting started with email marketing.
If you need more advanced features, such as event promotion and registration tools, surveys and polls, and integrations with CRM and e-commerce platforms, I recommend using Constant Contact.
No matter which email marketing platform you choose, I encourage you to start using email marketing to reach your target audience.
Your website is the perfect place to tell potential customers about the services you offer, your qualifications, and your experience.
A well-designed website that is optimized for search engines will help you to rank higher in search results and attract more visitors to your website. This can lead to more new patients and more business for your practice.
Wix makes it incredibly easy for non-techies to build beautiful, functional websites. With Wix you get:
500+ designer templates
Drag-and-drop editor with 100s of fonts, images, videos
Responsive design that adapts to mobile
Built-in SEO tools for better discovery
Accept payments and bookings
Hosting, maintenance, and security
Wix has free and paid plans starting at $14 per month. For nurse entrepreneurs without web design expertise, Wix provides an intuitive DIY website builder.
Self-hosted WordPress offers more customization flexibility if you want more control over your site. As the world’s most popular CMS, WordPress boasts:
Open source CMS with thousands of themes/plugins
Build any custom layout and functionality
Manage content intuitively from a visual editor
Secure hosting on your own domain
SEO optimized out-of-the-box
Scales to enterprise-level sites with high traffic
WordPress has a steeper learning curve but no limits. It powers 30% of sites today.
If you are like me with no web design skills, I would go with Wix.
I personally like it because Wix has a drag-and-drop editor that makes it easy to create a website without any coding knowledge.
If you are familiar with a little bit of Powerpoint. Wix is kind of similar to that.
Social Media Management
To be visible on social media, you need the right equipment. Here are two softwares you can explore.
With social media now a must for small business marketing, Buffer makes it easy to schedule and publish content consistently. It lets you:
Plan, collaborate on, and schedule unlimited posts
Add optimal posting times backed by data
Analyze performance across networks
Manage multiple accounts and users
Buffer pricing starts free for individuals and $15/month for teams. The platform helps nurse entrepreneurs save time and optimize their social media presence.
Hootsuite is another invaluable social media management platform. Its key features include:
A unified inbox for monitoring mentions and messages
Engagement tools to respond quickly
Automated publishing of RSS/blog content
Scheduled posting across multiple networks/profiles
Campaign creation for multi-channel launches
Custom analytics dashboards
Hootsuite plans start free and scale up based on usage. The tool helps nurse entrepreneurs boost engagement with business ideas and demonstrate thought leadership.
I recommend both Buffer and Hootsuite to see which platform works better for you. Both platforms offer free trials, so you can try them out before you commit to a paid plan.
No more overbooking. Check these out.
To automate appointment booking, Calendly is a wildly popular and easy-to-use solution. It provides:
Customized availability scheduling
Client self sign-up via your website
Appointment reminders and follow ups
Integration with Google and Office calendars
Meeting templates for different session types
Nurse entrepreneurs use Calendly to streamline client bookings without the hassle of back-and-forth emails. Plans start free for individuals.
Acuity offers patients very similar online appointment scheduling capabilities plus some expanded features:
Client management and communication
Custom intake forms clients fill out
Block out vacation time or unavailable dates
Process credit cards for deposits
Zoom integration for telehealth
Analytics on your schedule and utilization
Acuity starts free for individuals with premium plans at $15/month. It’s a feature-rich scheduling solution for private practice nurses.
I recommend both Calendly and Acuity Scheduling. See which platform works better for you. Anyway, both platforms offer free trials.
Key Considerations for Choosing Tools
With medical field with so many options, here are a few factors to consider when using medical equipment in healthcare and choosing tools as a nurse or healthcare entrepreneur:
Cost – Look for free or low-cost solutions at launch
Learning curve – Minimize ramp up time with intuitive interfaces
Scale – Make sure the tool can grow with your business over time
Integration – Choose tools that sync together for efficient workflows
Security – Ensure solutions meet healthcare data protection requirements
Features – Align key features to your specific business needs and goals
The right set of tools can transform your business. So use this list of 17 essential solutions as a starting point, evaluate your needs and priorities, then choose the mix that’s right for you. The time savings and operational efficiencies will quickly pay off.
Now over to you – which of these tools appeal most to you? Do you have a favorite app or platform I missed? Share your thoughts in the comments below!
Use this list of 17 must-have nursing tools made for nurse entrepreneurs as a guide to assemble your own custom tech stack. Choosing the right combination of nursing tools and solutions will empower you to deliver excellent patient care while streamlining administrative work.
Now you’re equipped with insights, skills and knowledge on the best apps and platforms for managing your business operations, your marketing strategies, financials, and client relationships. With the fundamentals covered, you can work smarter, achieve more, and accelerate your path to becoming a thriving nursepreneur!
Here are answers to some frequently asked questions about essential nursing skills necessary knowledge and essential nursing tools for nurse entrepreneurs and medical professionals everywhere:
Q: What is the best free tool for getting started as a nurse entrepreneur?
A: For just starting out, Trello provides a lot of value at no cost. You can manage tasks and basic project planning in Trello without upgrading. Many email marketing and scheduling tools also have free plans.
Q: Should I use separate the nursing tools used for nurses or an all-in-one platform?
A: It depends on your needs and preferences. An all-in-one like HoneyBook can be a bit easier to manage but has limitations. Using separate specialized tools allows you to customize your tech stack more. I’d recommend starting with standalone tools, then evaluating if you want an integrated platform later on.
Q: How much should I budget for tools and software?
A: Plan on investing at least $100-200 per month for essential business ideas and tools as a baseline. Of course free resources can lower this, while additional capabilities per business idea will require a higher budget. Think through your own business idea core needs and which tools will provide the most value.
Q: Can I manage my nurse entrepreneur business without using these high-tech tools?
A: You certainly can launch a business without leveraging today’s software solutions. However, you will likely find yourself working much harder just on administrative tasks. The right tools greatly boost efficiency and allow you to focus on nursing activities. So they are highly recommended for growing a successful, scalable business.
Q: Should I learn to use business tools before launching my own business plan for medical staff and own practice in my nursepreneur venture?
A: It’s not essential but extensive experience will be helpful. Make an effort to test out project management, email marketing, and other software before needing it for real clients. Going through tutorials when business is slow is wise. This familiarizes you with key platforms so you hit the ground running.
Q: What tool is best for managing healthcare data and compliance?
A: Options like TherapyNotes provide customized electronic medical records systems designed specifically for private practice clinical environments and hospitals. This ensures you, nurses and medical staff and nurses at hospitals can securely manage sensitive client health records and data while remaining HIPAA compliant. Integrated telehealth capabilities further facilitate compliant remote care.
Q: Can I start with free trial versions of paid tools?
A: Absolutely. Most paid software provide at least 14-30 day free trials. Take advantage of these to test out tools with no risk. Just be sure to set reminders to cancel the subscriptions before you get charged if you don’t continue.
Q: Can I stretch my budget further by integrating free and paid tools together?
A: Yes, choosing some free tools then supplementing with 1-2 paid tools you really need is a smart way to maximize value. For example, using free Trello plus paid Zoom video calls. Get the essential paid capabilities while keeping costs down with free solutions.