If you're anything like most of the health and wellness practitioners we work with, you’re probably using at least one, if not multiple, technology platforms in your practice.
Whether you’re a therapist, chiropractor, naturopathic doctor, acupuncturist, dietitian, or nutritionist, there's no getting away from the need for these tech platforms (even if your practice isn’t solely online)!
In my experience as a former holistic nutritionist, virtual assistant for wellness practitioners, and project manager at Virtuwell Balance, I know first hand how amazing technology platforms can be for running a successful practice.
They can increase efficiency, make communication with clients and patients incredibly easy, and can add a professional flare to your practice.
But I also know that, with so many options to choose from, it can be difficult to choose the platforms that work best for you.
So let’s break it down!
In this blog post, I’m going to take the guesswork out for you and share my favorite technology platforms for health and wellness practitioners that can save you time and help your practice run smoother.
Before we dive into my favorite technology platforms for holistic health practices, we need to touch on the importance of HIPAA/PHIPA compliance.
HIPAA, in the United States, and PHIPA, in Canada, are both laws that govern the collection and use of the Public Health Information (PHI) of your clients and patients.
When choosing technology platforms that will handle PHI for your practice, it’s important to ensure that they have robust security measures and data privacy policies in place so that you not only protect the privacy of your clients and patients, but safeguard your practice as well.
The most obvious feature to look for in a technology platform is HIPPA Compliance Certification, but some other important features include:
Security measures such as encryption, firewalls, and regular security audits.
Clear data privacy policies that outline how PHI is collected, stored, and used.
Regular security updates and security protocols to address potential threats.
Secure and encrypted data transfer between the platform and your device
If you’re unsure about HIPAA/PHIPA compliance obligations as a practitioner, it’s always a good idea to seek professional legal advice in your area to ensure you’re following all of your local rules!
Want to learn more about HIPPAA compliance when marketing your practice? Read our blog post Benefits of Email Marketing For Your Clinic & Following HIPAA/PHIPA Compliance.
Okay, now let's get into our favorite technology platforms!
Practice Management Software
Being a health and wellness practitioner involves more than just offering exceptional care, it truly requires a management system to help streamline day-to-day operations, offer enhanced client communication, and organize your practice effectively.
If you’ve been struggling with these in your practice, it may be time to look into investing in practice management software to help you save time, boost your productivity, and provide an exceptional experience for your clients and patients.
Below, we explore three of the most common platforms for practice management in the health and wellness industry: Practice Better, Jane App, and Healthie. Each platform offers unique features and caters to different wellness professionals.
Practice Better Software
Practice Better is a comprehensive practice management software platform designed specifically for health and wellness professionals. It combines functionality with user-friendly features to make running a practice a breeze, and it was my favourite practice management software to use during my time as a nutritionist.
Some of the key features of Practice Better include:
Client Management: Track client records, session notes, protocols, lab results, and progress with an intuitive, easy-to-use dashboard.
Appointment Scheduling: Enable clients to book, reschedule, and cancel appointments online at their leisure and send automated reminders to book.
Document Sharing: Securely share meal plans, protocols, and other resources right in the platform.
Program Management: Run group coaching programs, courses, or one-on-one sessions with ease.
Client Communication: Communicate with clients any time, in the desktop version or in the app, using the direct message function.
Integrations: Sync with Zoom, Stripe, and other tools for added convenience.
This all-in-one platform makes Practice Better an ideal choice for nutritionists, health coaches, and dietitians looking to manage their practice while engaging clients through programs and tools like food diaries and habit trackers.
Jane App
Jane App is a highly versatile practice management platform that caters to a wide range of health professionals, from chiropractors and physiotherapists to therapists and acupuncturists.
Its clean interface and powerful features make it a favorite for multidisciplinary clinics and individual practitioners alike, and my clients that currently use Jane App in their practices absolutely love how it helps to keep all of their clients and patients organized in one place.
Some key features of Jane App include:
Appointment Scheduling: Manage bookings for individual and group sessions, complete with online intake forms.
Billing and Invoicing: Simplify payment processing with integrated invoicing and insurance billing options.
Charting: Easily create detailed, customizable client charts with drag-and-drop functionality.
Telehealth: Offer virtual sessions through Jane App’s built-in telehealth solution for a fully online practice or to accommodate your patient’s schedule.
Multi-Location Support: Manage multiple clinic locations from a single account to help keep all of your records in one easy-to-use place.
Jane App is an excellent choice for multidisciplinary clinics or practitioners who need advanced scheduling, charting, and insurance billing capabilities.
Healthie
Healthie is an all-in-one practice management platform and electronic health record (EHR) system that prioritizes client engagement. It combines essential practice management tools with features that help to foster long-term client relationships.
Some key features of Healthie include:
Patient Portal: Provides patients with a dedicated space for making and keeping track of appointments, messaging, and adding journal entries.
Telehealth Integration: Securely conduct virtual sessions directly through the platform on any device.
Billing and Payments: Simplify billing with secure recurring payments, packages, and insurance claims.
Mobile App: Serves as a companion tool for both practitioners and patients, offering an on-the-go experience.
Client Engagement Tools: Set goals, track progress, and keep patients engaged with direct messaging tools and educational resources.
Healthie is a perfect fit for those in the holistic health industry seeking a platform that prioritizes client engagement while also covering essential practice management needs.
Marketing Tools for Small Business
Marketing plays a crucial role in growing your practice, attracting new patients, and staying connected with your community. However, finding the time and tools to create and schedule content can be a challenge alongside the demands of running a practice!
Fortunately, there are some user-friendly marketing tools you can utilize to help you streamline your marketing strategy without the need for design or technical skills.
Below, we highlight two platforms that are essential for any practice owner: Canva, a graphic design tool, and Later, a social media scheduling platform.
Canva Subscription
Canva is a creative, easy-to-use graphic design platform that allows practice owners to create stunning marketing materials, even without a background in design.
Whether you need eye-catching social media posts, professional brochures, or branded presentations, Canva provides an intuitive drag-and-drop interface with thousands of customizable templates to make content creation easy!
Having used Canva in my own businesses and for my clients, I can say that it is one of the easiest platforms to use for content creation, and it is fun to get your creative juices flowing.
Some of the key features of Canva include:
Customizable Templates: Access an extensive library of pre-made templates for social media, presentations, flyers, free resources, and more.
Brand Kit: Maintain consistency with your branding across all marketing materials by having your brand colors, fonts, and logos in one place.
Drag-and-Drop Editor: Create and edit graphics with ease.
Stock Photos and Graphic Elements: Choose from a collection of free and premium images, graphic icons, and illustrations to help enhance the look of your designs.
Canva is an excellent tool for helping holistic health practitioners who want to create professional, visually appealing marketing materials save time in their practice.
Social Media Scheduling Tools
Later is a social media scheduling tool designed to help practice owners plan, schedule, and analyze their content across multiple social platforms. We use Later at Virtuwell Balance to schedule posts in advance and save time while maintaining a consistent online presence.
Some of the key features of Later include:
Visual Content Calendar: Drag and drop social media graphics and videos straight into a content calendar to easily see when you want them to be posted.
Auto-Scheduling: Easily post in advance for Instagram, Facebook, Pinterest, LinkedIn, and TikTok.
Analytics and Insights: Track post performance and optimize your content based on engagement analytics and data.
For holistic health practitioners who want to stay consistent on social media without spending hours posting manually, Later is an amazing tool that makes scheduling and content planning effortless.
Project Management and Productivity Tools
Running a holistic health practice involves constantly juggling multiple tasks. From client management and patient protocols to marketing and administrative work.
Without a structured system, it can be easy to become overwhelmed. Task and project management tools can help you stay organized, prioritize tasks, and ensure that nothing falls through the cracks.
Below, we explore our favorite tools to help wellness professionals improve productivity: Asana for project management and Loom for efficient communication through screen recording.
Asana Project Management
Asana is a versatile project management tool designed to help teams and individuals organize tasks, track progress, and collaborate more effectively.
At Virtuwell Balance, we use Asana extensively to ensure all of our branding and website projects stay on schedule and are completed on time.
Some of the key features of Asana include:
Task Management: Create tasks, assign due dates, set priorities, and break down large projects into manageable steps.
Project Views: Visualize tasks in different formats such as list, board, calendar, or timeline view for better workflow organization.
Collaboration: Assign tasks to team members, leave comments, attach files, and track progress in real time.
Automation: Reduce repetitive tasks by automating workflows, like sending reminders or updating task statuses.
Asana is an excellent choice for wellness practitioners who need to manage a multitude of client and business tasks effectively and efficiently.
Whether you’re a solo practitioner managing your own schedule, or a growing wellness practice working with and managing a team, Asana provides the structure you need to stay on top of your projects and deadlines.
Loom Screen Recorder
Loom is a video messaging and screen recording tool that allows users to create and share quick video explanations. I have found Loom to be perfect for communicating complex ideas to clients or team members without having to send lengthy emails or scheduling meetings.
Some of the key features of Loom include:
Screen and Video Recording: Record your screen, face, or both to create engaging and clear video messages with your clients and team.
Instant Sharing: Generate a link to your video instantly, making it easy to send to any recipient.
Integration: Works with platforms like Slack, Notion, and Google Docs to streamline workflow.
Loom is an ideal tool for virtual wellness professionals who provide educational content, onboard new clients, or collaborate with virtual teams. It helps save time by replacing lengthy written explanations with quick, easy-to-digest video messages.
Communication Tools
Effective communication provides the backbone of any successful health and wellness practice. Whether you’re coordinating with a team, collaborating with other practitioners, or staying in touch with clients, having the right communication tools in place can enhance efficiency and keep everyone in-the-know.
Modern communication platforms offer seamless messaging, file sharing, and video conferencing capabilities, helping you stay connected without endless back-and-forth emails.
Below, we explore two powerful communication tools: Slack for Teams and Google Meet.
Slack for Teams
Slack is a business messaging app designed to streamline team communication and collaboration. Unlike traditional email, Slack organizes conversations into channels, making it easy to keep topics separate, and discussions focused and relevant.
At Virtuwell Balance, we use Slack to communicate as a team, helping us to all stay on the same page, especially when we have multiple projects on-the-go at the same time.
Some key features of Slack include:
Organized Conversations: Create dedicated channels for different topics (client management, marketing, or administrative tasks, for exmaple) to keep discussions structured and accessible.
Direct Messaging: Send instant messages to team members or groups for quick, real-time communication.
Voice & Video Calls: Host one-on-one or group audio and video calls directly in Slack for quick meetings without needing an external app.
Slack is an excellent tool for wellness teams, nutrition clinics, and collaborative health practices that need a fast and organized way to communicate.
Google Teams
Google Meet is a secure video conferencing platform that enables practitioners to host virtual meetings, consultations, and team check-ins with ease. As part of Google Workspace, it integrates seamlessly with Gmail, Google Calendar, and Google Drive, making scheduling and collaboration effortless.
Some key features of Google Teams include:
High-Quality Video Conferencing: Host individual or group video meetings with clear audio and video capabilities.
Seamless Google Integration: Schedule meetings directly from Google Calendar and join with a single click.
Screen Sharing: Share presentations, documents, or client reports during virtual sessions.
Live Captions & Recording: Enhance accessibility with real-time captions and the ability to record meetings for future reference.
Secure & Encrypted: Google Meet offers enterprise-level security, making it a safe option for client consultations and confidential discussions.
Google Meet is an ideal communication tool for nutritionists, health coaches, and wellness professionals who conduct virtual consultations, team meetings, or client education sessions.
Best Website Platform for Small Businesses
A professional and well-designed website is essential for any health and wellness practice looking to attract new clients, build credibility, and streamline online bookings.
Your website serves as your virtual storefront, providing potential clients and patients with valuable information about who you are, who you help, and how they can work with you.
When choosing a website platform, it’s important to consider factors like ease of use, design flexibility, mobile responsiveness, and built-in features that support your business growth.
That’s why we use Wix at Virtuwell Balance to build out our clients’ websites. With its user-friendliness and accessibility, Wix is one of the top websites for therapists and other holistic health practitioners.
Wix Website Design
Wix is a drag-and-drop website builder that allows small business owners, including health and wellness professionals, to create and maintain stunning, professional websites with ease.
It offers customizable templates, integrated digital marketing tools, and SEO features, making it a great choice for practitioners looking to establish a strong online presence.
Some key features of Wix include:
User-Friendly Drag-and-Drop Builder: Easily design your website using pre-made templates or start from scratch with user-friendly editing tools.
Customizable Templates for Wellness Businesses: Choose from professionally designed templates tailored for nutritionists, coaches, therapists, and other wellness practitioners.
Mobile Optimization: Ensure your website looks great and functions smoothly on any device.
SEO & Marketing Tools: Improve visibility with built-in SEO tools, email marketing, and social media integrations.
E-commerce & Digital Products: Sell meal plans, wellness guides, or courses directly from your website with Wix’s e-commerce capabilities.
Secure & Reliable Hosting: Enjoy fast-loading pages and secure hosting, so your clients always have access to your website.
Wix is the ideal website platform for wellness entrepreneurs who want a beautiful, functional website without the complexity of traditional web development.
User-friendliness aside, we know that DIY website design is not for everyone. That’s why we offer multiple website design packages for practitioners at Virtuwell Balance! Whether you’re just starting out, experiencing growth, or looking to scale, we have a package for you!
Check out our website design services and choose the option that works best for you and your practice here!
Email Marketing Tools
Email marketing is one of the most powerful ways to connect with potential clients, nurture relationships with warm leads, and grow your wellness practice.
Whether you’re sharing valuable tips, promoting services, or launching new programs, a strong email marketing platform allows you to automate communications, create beautifully designed emails, and track engagement and conversions.
For holistic health practitioners, an effective email marketing tool should be easy to use, visually appealing, and designed to convert subscribers into clients.
Below, we explore two excellent platforms: Wix Ascend and Flodesk, both known for their simplicity and effectiveness.
Wix Ascend
Wix Ascend is an all-in-one email marketing solution integrated directly into Wix websites that offers email marketing, automations, lead capture forms, and client management, all within the Wix platform.
Some key features of Wix include:
Seamless Wix Integration: If your website is built on Wix, Ascend makes it easy to create and send email campaigns directly from your site.
Automations & Workflows: Set up automated emails for welcome sequences, appointment confirmations, and follow-ups to keep communication and client engagement high.
Lead Capture Forms: Collect emails directly from your website with customizable forms and pop-ups.
Client & Contact Management: Organize your leads and clients in one place, keeping track of interactions and email engagement.
Wix Ascend is an excellent email marketing platform for wellness practitioners who already use Wix for their website and want an integrated, easy-to-manage email marketing and client engagement tool.
Flodesk
Flodesk is a visually stunning email marketing platform designed to help small businesses create beautiful, high-converting emails with ease. It’s known for its modern email templates, user-friendly automation workflows, and simple pricing model, making it a favorite among health and wellness practitioners.
With having little to no experience with email marketing when I launched my nutrition business, Flodesk was the perfect email marketing platform for me mainly because of its ease-of-use.
Some key features of Flodesk include:
Gorgeous, Customizable Templates: Create on-brand emails with a variety of stylish, pre-designed templates.
Simple Automation & Sequences: Set up email sequences for new subscribers, client onboarding, and nurture campaigns in just a few clicks.
Easy-to-Use Editor: No coding or design skills required. Flodesk’s drag-and-drop editor makes email creation a breeze..
Flat-Rate Pricing: Unlike many platforms that charge per subscriber, Flodesk offers unlimited subscribers for a flat monthly fee.
Opt-in Forms & Landing Pages: Capture leads with beautifully designed forms and mini landing pages to grow your email list.
Flodesk is perfect for holistic practitioners who want a visually appealing email marketing tool with straightforward pricing and easy automation.
Embracing Technology Platforms for a Thriving Holistic Health Practice
Running a holistic health practice isn’t just about providing exceptional care, it’s also about efficiency, client engagement, and business growth.
The right technology platforms can help streamline your day-to-day operations, enhance communication, improve client experience, and ultimately free up more time for what matters most: supporting your clients on their wellness journey.
By integrating the right tech tools into your practice, you can automate repetitive tasks, streamline client interactions, and create a more professional, engaging, and stress-free experience, for both you and your clients.
My experience as a former holistic nutritionist, virtual assistant for wellness practitioners, and project manager at Virtuwell Balance has shown me that no matter where you are in your journey, taking the time to explore the best technology for your holistic health practice is an investment that will help you scale, attract more clients, and build a practice that feels aligned with your mission and goals.
Dawnene Law
Virtuwell Balance Admin & Project Manager
P.S. We have a WEEKLY RESOURCE for Clinicians and Practitioners who are seeking genuine yet effective ways to market their business.
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