Finding the right CRM (Customer Relationship Management) system is hard enough. But for behavioral health treatment centers where relationships, compliance, and care coordination are central to success choosing a generic CRM can be a costly mistake.

Whether you’re running a substance use program, a mental health clinic, or a multi-location facility, your CRM should do more than track contacts. It should help your team grow census, streamline admissions, and build long-term referral trust without compromising HIPAA compliance.

In this post, we’ll compare the top behavioral health CRM options and what makes each one stand out.

Why Behavioral Health Centers Need a Purpose-Built CRM

Generic CRMs like Salesforce or Monday.com were designed for general sales teams and not for outreach reps juggling 100+ referral sources or admissions teams coordinating with clinical staff. These tools often fall short when it comes to:

• HIPAA compliance

• Managing long, sensitive admissions journeys

• Coordinating across outreach, admissions, and clinical teams

• Tracking behavioral health-specific workflows and outcomes

• Following up on inquiries that may take 6+ months to convert

One breach of sensitive data and all the trust your team built with clients, families, and referral partners can disappear overnight. Worse yet, you're the one legally liable, not your CRM vendor.

Top Behavioral Health CRM Platforms in 2025

Here’s how the most common CRMs stack up:

1. New Resilience

Best for: Growing census, HIPAA compliance, and outreach admissions workflows

New Resilience is a HIPAA-compliant CRM designed specifically for mental health and substance use treatment centers. Unlike generic tools, it connects your outreach, admissions, and clinical teams with smart automations that save time and grow census.

Pros:

• Mobile-first tools for outreach reps in the field

• AI-powered pre-assessments and document review

• Seamless admissions tracking without manual data entry

• Smart follow-ups based on notes - not just time reminders

• Behavioral health-specific reporting: referral conversion rates, drop reasons, etc.

• Built-in HIPAA compliance and data security

Cons:

• Not an all-in-one EHR - It’s a CRM, not an electronic health record (EHR). It's meant to complement and not replace your clinical system.

• Not ideal for unrelated industries - It’s specialized. If you’re outside behavioral health, this CRM won’t be a good fit.

2. Salesforce

Best for: Enterprise health systems with large budgets

Salesforce is highly customizable and has a healthcare edition (Health Cloud), but it still requires heavy configuration to make it usable for behavioral health. For almost all treatment centers, it’s overkill and often over budget.

Pros:

• Deep customizability

• Large ecosystem of integrations

Cons:

• Requires development support to tailor for behavioral health

• Can be costly and complex to maintain

• Generic UX for day-to-day outreach and admissions work

• Expensive EHR integrations

3. HubSpot CRM

Best for: Marketing-focused organizations

HubSpot is clean and easy to use for marketing campaigns, but it lacks support for HIPAA compliance unless you’re on an enterprise plan and even then, it’s not designed for clinical workflows.

Pros:

• Great for marketing automation

• Easy to set up and use

Cons:

• No out-of-the-box support for HIPAA workflows

• No native behavioral health tools

• Lacks connection between outreach, admissions, and clinical follow-through

4. Monday.com

Best for: Task tracking and project management

Monday is flexible and visual but again, it’s not HIPAA compliant by default, and its CRM is more of a bolt-on. It’s not optimized for referrals, clinical workflows, or EHR integration.

Pros:

• Visual project/task tracking

• Customizable pipelines

Cons:

• Requires heavy manual configuration

• Not built for behavioral health

• No built-in protections for sensitive data

5. Kipu CRM

Best for: Centers already using Kipu EHR

Kipu’s CRM works well if you’re already invested in their EHR, but its outreach tools are limited and UI can feel outdated. It’s a functional choice for EHR-centric teams, but lacks modern CRM features.

Pros:

• Tight integration with Kipu EHR

• Designed for treatment centers

Cons:

• Not ideal for standalone CRM use

• Lacks modern AI or mobile-friendly features

• Reporting and UX often feel clunky

6. Dazos CRM

Dazos offers basic CRM features tailored to behavioral health, but it lacks the depth, automation, and integrations that more advanced systems offer. It can be a decent starting point for centers just getting off the ground, but programs focused on growth or efficiency may quickly outgrow its limitations.

Pros:

• Built with behavioral health in mind

• Affordable for smaller teams

Cons:

• No AI automation or smart follow-up features

• Limited reporting and insights

• Not built for high-volume or multi-site scalability

  
  

Final Thoughts: Choose the CRM That Grows With You

If you're a behavioral health leader, your CRM isn't just a tech tool - it's the backbone of your outreach and admissions process. Choosing the wrong platform can lead to missed inquiries, delayed responses, and worst of all, broken trust.

Platforms like Salesforce, HubSpot, and Monday weren’t built for the complex, sensitive nature of behavioral health care.