Best project management software for healthcare teams in 2026

The best project management software for healthcare teams in 2026 depends on one question most comparison lists skip: will protected health information ever end up in the tool? If it will, only vendors that sign a Business Associate Agreement (BAA) are on the table, and every one of them ties that agreement to a specific plan, usually the most expensive one. If it will not, the choice looks like it does for any operations team, and Asana, monday.com, Smartsheet or Breeze will run the work well at a fraction of the cost.

This comparison is for the operations, quality, IT and administrative teams in clinics, hospitals, group practices and health organisations that run non-clinical projects: accreditation preparation, facilities moves, equipment rollouts, policy review cycles, compliance programmes, staff onboarding and the coordination side of a system go-live. It is not for clinical workflow. Patient scheduling, charting, care plans and anything that belongs in the electronic health record stay in the EHR, and none of the tools below should be used as a substitute for it.

Hospital IT departments with a heavier technical workload will find a closer match in the comparison of project management software for IT teams.

Disclosure: Breeze publishes this comparison and is one of the tools listed below. Breeze does not offer a HIPAA BAA, so for any project that will hold patient information it is the wrong choice, and we say so in its entry.

How we chose these tools

We started with the tools healthcare operations and quality teams already use, then ranked them on the things that decide whether a rollout in a hospital survives its first quarter:

• BAA stated publicly: we checked each vendor's own trust, legal or help centre pages on 3 September 2026 and record exactly what they say, not what third-party "is X HIPAA compliant" posts claim. Where a vendor does not name a plan, we say "not stated publicly".
• Permissions and traceability: project-level access control, an audit history of who changed what, and a full export when the contract ends.
• Adoption by non-technical staff: ward managers, quality leads and facilities coordinators need to use the tool without a training programme.
• Recurring, deadline-driven work: accreditation cycles, policy reviews and equipment checks come back every year, so templates and recurring tasks matter more than novelty features.
• Cost at 20 to 200 seats: including the jump to the BAA-eligible plan, which is the real price for any team inside the PHI boundary.

Quick answer: best project management software for healthcare teams in 2026

• Best if you already have Microsoft 365: Microsoft Planner, because the BAA is already in your Microsoft contract
• Best general-purpose tool for hospital operations: Asana (BAA on Enterprise+ only)
• Best for accreditation and compliance trackers: Smartsheet (BAA on Enterprise only)
• Cheapest BAA-covered option: Jira, which signs a BAA from its Standard plan
• Best for PHI-free administrative projects at a flat price: Breeze

Choose Microsoft Planner or Jira if patient information will touch the tool and the budget is tight. Choose Asana, monday.com or Smartsheet if you are buying an enterprise contract anyway and want the richer reporting. Choose Breeze, Trello or Notion for projects that never carry patient data and a team that wants to be running by the end of the day.

Tool	BAA publicly offered	Plan required for BAA	Paid plans from (checked September 2026)	Best for
Asana	Yes	Enterprise+ (opt-in)	$10.99 per user per month billed annually	cross-department programmes with clear owners
monday.com	Yes	Enterprise with the HIPAA compliance feature enabled	$9 per seat per month billed annually	multi-site rollouts and leadership dashboards
ClickUp	Yes	Enterprise	$7 per user per month billed yearly	procedures and projects in one workspace
Smartsheet	Yes	Enterprise	$9 per member per month billed yearly	accreditation and compliance trackers
Wrike	Yes, on request	Not stated publicly	$10 per user per month billed annually	PMO-scale programmes across a health system
Trello	No	Not available	$5 per user per month billed annually	one team's PHI-free board
Microsoft Planner	Yes	Included in the Microsoft Online Services DPA	Included in Microsoft 365; Plan 1 at $10 per user per month	organisations already on Microsoft 365
Jira	Yes	Standard, Premium or Enterprise	$7.91 per user per month	IT-led and informatics projects
Notion	Yes	Enterprise	$10 per member per month billed yearly	policy libraries and document control
Breeze	No	Not available	$9 per user per month, all features	PHI-free administrative projects, small teams

Does a healthcare project tool need to be HIPAA compliant?

Only if protected health information will pass through it, and no software is "HIPAA compliant" on its own. HIPAA has no certification. When a vendor says it is HIPAA compliant, it means it will sign a Business Associate Agreement and has the controls that let a covered entity use the product within the rules. The compliance itself is your configuration and your behaviour: who has access, what people type into tasks, and how long data is kept. Every vendor on this list says so in its own documentation, and Microsoft puts it bluntly: using its services does not on its own achieve HIPAA compliance.

Most non-clinical projects hold no PHI at all. A facilities move, a badge-access rollout, a Joint Commission readiness checklist or an onboarding plan can live in any tool. The risk is leakage. A facilities ticket that reads "patient in bed 4 complained the room is cold" is PHI the moment it names or identifies the patient, and a quality improvement project that tracks individual incident reports is PHI throughout. The practical rule is to decide, in writing, whether each tool sits inside or outside the PHI boundary. Inside means a BAA-eligible plan plus the settings the vendor requires, usually SSO, two-factor authentication, restricted guests and a retention policy. Outside means an acceptable use rule that says no patient identifiers in tasks, comments or attachments, with reference numbers used instead.

The cost difference between those two positions is large. A 40-person quality department that wants PHI-safe use of Asana is buying Enterprise+ for all 40 people. The same department running PHI-free projects could use Starter at $10.99 a seat or a flat-priced tool for less. That is why the BAA column in the table above matters more than any feature list.

List of project management software for healthcare teams

Here are the tools that healthcare operations, quality, IT and administrative teams most often shortlist, with what each vendor publicly says about its BAA:

• Asana
• monday.com
• ClickUp
• Smartsheet
• Wrike
• Trello
• Microsoft Planner
• Jira
• Notion
• Breeze

Asana

• Pricing: Personal is free for up to 2 users. Starter is $10.99 per user per month billed annually ($13.49 monthly), Advanced is $24.99 ($30.49 monthly), and Enterprise and Enterprise+ are quote-based. Checked September 2026.
• Rating: 4.5/5 on Capterra.
• BAA: Yes, on Enterprise+ only. Asana's pricing page lists HIPAA compliance under Enterprise+ as an opt-in with its own requirements; the help centre describes a super admin accepting the BAA in the admin console, with activation taking up to 24 hours.

Asana is the strongest general-purpose pick for hospital operations and quality teams that run many programmes in parallel and need every task to have one owner and one date. Accreditation readiness with hundreds of evidence items, an annual policy review cycle, a new-hire onboarding process that touches six departments: Asana's rules, forms and portfolios handle all of these without a consultant. The catch is the BAA. It sits on the top tier only, so a team inside the PHI boundary pays Enterprise+ prices for everyone, including the people who only ever tick off facilities tasks.

Where Asana fits

• Programme tracking: Portfolios and goals roll dozens of departmental projects up to one view for the executive team.
• Request intake: Forms turn ad hoc emails into tasks with the fields your team actually needs.
• Recurring compliance work: Rules move policy reviews and audit actions along without anyone chasing.
• Leadership reporting: Dashboards and status updates are simple enough that department heads keep them current.

Where Asana isn't the right fit: Small clinic administration teams, where the free tier stops at 2 users and Starter is priced per seat for everyone, and any team that needs the BAA on a mid-tier budget.

What users say about Asana:

Reviewers on G2 and Capterra consistently praise the interface, the choice of list, board, calendar and timeline views, and how clearly ownership and deadlines are shown. The recurring complaints are that reporting is hard to shape out of the box, that notifications pile up, that advanced features take time to learn, and that upgrades get expensive as the team grows.

Sources: G2, Capterra

monday.com

• Pricing: Free for up to 2 seats. Basic is $9, Standard $12 and Pro $19 per seat per month billed annually; Enterprise is quote-based. Checked September 2026.
• Rating: 4.6/5 on Capterra.
• BAA: Yes, on Enterprise only. monday.com's legal portal publishes its HIPAA Business Associate Agreement "for Enterprise Plan with HIPAA Compliance Feature Enabled".

monday.com is the pick when leadership wants to see status at a glance. Colour-coded boards for an equipment rollout across four sites, a vendor coordination board for a facilities refurbishment, a board-level view of every open compliance action: this is what the tool does best, and no-code automations keep the boards honest without much admin. It rewards a team that likes structure and is willing to design it. Teams that just want a task list find the column-and-board model more than they need, and the per-seat tiers add up quickly, which we covered in monday.com versus simplicity.

Where monday.com fits

• Dashboards across boards: Combine site-level boards into one view for the operations director.
• Automations for handoffs: When facilities marks a job done, the quality board updates itself.
• Forms for intake: Requests from wards land on the right board with the right columns filled.
• Templates for repeatable programmes: Duplicate last year's accreditation board and reset the dates.

Where monday.com isn't the right fit: Teams that need the BAA below Enterprise, and small teams that hit the automation and integration caps on the lower tiers.

What users say about monday.com:

Reviewers on G2 and Capterra like the visual boards, the customisation and the breadth of integrations, and many mention responsive support. The complaints cluster around performance, with large boards lagging, around automation limits on the lower plans being reached faster than expected, and around linking boards to each other being more complicated than it should be.

Sources: G2, Capterra

ClickUp

• Pricing: Free Forever plan available. Unlimited is $7 per user per month billed yearly ($10 monthly), Business is $12 billed yearly ($19 monthly), and Enterprise is quote-based. Checked September 2026.
• Rating: 4.6/5 on Capterra.
• BAA: Yes, on Enterprise only. ClickUp's help centre states that it "can support HIPAA compliance for Enterprise customers by agreeing to a BAA", and the pricing page lists HIPAA availability under Enterprise.

ClickUp gives a healthcare team the most features per dollar: tasks, docs, dashboards, forms, whiteboards and time tracking in one workspace. For a quality department that wants its procedures and its improvement projects side by side, that is genuinely useful. The price is setup. ClickUp needs someone to own the structure, decide which of the many features the team will not use, and keep the notifications under control. Without that person it becomes the tool everyone has an account for and nobody opens, which is why we wrote up easier ClickUp alternatives for non-technical teams.

Where ClickUp fits

• Docs next to tasks: Keep the procedure and the project that changes it in one place.
• Custom fields and statuses: Model a corrective action workflow or an equipment lifecycle exactly.
• Dashboards: Build a live view of open actions by department for the quality committee.
• Forms: Capture requests and audit findings straight into the right list.

Where ClickUp isn't the right fit: Teams that want a tool that works on day one, and departments without someone who will maintain the configuration.

What users say about ClickUp:

Reviewers on G2 and Capterra rate the customisation, the number of views and the value for money highly, and many say it replaced two or three other tools. The same reviewers describe it as overwhelming at first, with a steep learning curve, noisy notifications and slower performance in large workspaces.

Sources: G2, Capterra

Smartsheet

• Pricing: No free plan; there is a 30-day trial. Pro is $9 per member per month billed yearly ($12 monthly) for 1 to 10 members, Business is $19 billed yearly ($24 monthly), and Enterprise is quote-based. Checked September 2026.
• Rating: 4.5/5 on Capterra.
• BAA: Yes, on Enterprise only. Smartsheet's HIPAA help article says only Enterprise customers can implement the features needed to meet HIPAA obligations, and that PHI may be uploaded only on PHI-eligible services under an executed BAA.

Smartsheet is the natural home for the accreditation tracker that currently lives in Excel: several hundred standards in rows, an evidence owner, a due date, a status, and a Gantt view of the survey run-up. It is also the tool hospital project management offices tend to standardise on for construction and facilities programmes, because the sheet-plus-dependencies model matches how those plans are already written. Forms and automated reminders take the chasing out of evidence collection. Bear in mind that the licensing model changed recently, and the number of people who can edit without a paid seat is not what it used to be; our note on Smartsheet contributor vs viewer covers the detail.

Where Smartsheet fits

• Spreadsheet-shaped trackers: Accreditation standards, policy registers and equipment inventories move over without redesign.
• Timeline planning: Gantt views and dependencies for facilities and construction work.
• Evidence collection: Forms and reminders gather documents from departments on schedule.
• Reporting: Dashboards for the compliance committee draw from many sheets at once.

Where Smartsheet isn't the right fit: Small teams that will never use the formula depth, and anyone who needs the BAA on the Pro or Business plan.

What users say about Smartsheet:

Reviewers on G2 and Capterra value the familiar spreadsheet interface, the automation and the shared dashboards, and often describe moving trackers out of Excel as an immediate improvement. They find formulas and cross-sheet references cumbersome, report a real learning curve for advanced dashboards, and note that resource management and other important features sit behind higher tiers or paid add-ons.

Sources: G2, Capterra

Wrike

• Pricing: Free plan available. Team is $10 per user per month for 2 to 15 users and Business is $25 per user per month for 5 to 200 users, both billed annually; Pinnacle and the enterprise tiers are quote-based. Checked September 2026.
• Rating: 4.4/5 on Capterra.
• BAA: Yes, on request; plan not stated publicly. Wrike's security overview says that where it processes PHI for a covered entity or business associate it has a BAA that "is available upon request". No Wrike page we could find names the plan it requires.

Wrike suits larger health systems with a project management office running programmes that cut across departments: a system-wide equipment replacement, a merger integration, a multi-year quality strategy. Request forms, custom workflows, workload views and role-based dashboards are all mature, and the reporting is strong enough for a board pack. It is heavier to configure than Asana or monday.com, and the Business plan at $25 a seat is one of the more expensive mid tiers on this list. Ask Wrike in writing which plan its BAA comes with before you budget.

Where Wrike fits

• Cross-department programmes: Many teams, one structure, clear ownership at every level.
• Request intake: Forms route work to the right team with the right approvals.
• Workload and capacity: See who is overloaded before the survey month arrives.
• Leadership dashboards: Role-based views for executives, coordinators and project leads.

Where Wrike isn't the right fit: Teams under about 15 people, where the configuration effort and the Business price do not pay back.

What users say about Wrike:

Reviewers on G2 and Capterra highlight real-time collaboration, customisable dashboards, Gantt charts and reporting that makes status easy to see. The most common criticisms are a steep learning curve, pricing they describe as high and inflexible, lag on large projects, and a mobile app that lacks the depth of the desktop version.

Sources: G2, Capterra

Trello

• Pricing: Free for up to 10 collaborators per workspace. Standard is $5 per user per month billed annually ($6 monthly), Premium is $10 ($12.50 monthly), and Enterprise is $17.50 billed annually. Checked September 2026.
• Rating: 4.5/5 on Capterra.
• BAA: No. Atlassian's page on signing a BAA lists Jira, Jira Service Management and Confluence on Standard, Premium and Enterprise plans; Trello is not on it.

Trello is the right tool for one team's board and nothing more: a clinic's supplier orders and building snags, a training coordinator's course calendar, an onboarding checklist per new hire. It is cheap, it takes ten minutes to learn, and Butler automations cover the routine moves. Because Atlassian does not offer a BAA for it, Trello has to sit firmly outside the PHI boundary, and that needs to be a written rule rather than an assumption, since comment fields are exactly where patient details creep in.

Where Trello fits

• Simple boards: One list per stage, one card per job, nothing to configure.
• Checklists: Repeatable procedures live on a card template.
• Butler automations: Move cards and set dates without a paid automation tier.
• Low cost: Free for a small admin team, $5 a seat after that.

Where Trello isn't the right fit: Any project that will hold patient information, and teams that need to see more than one board at a time.

What users say about Trello:

Reviewers on G2 and Capterra praise the ease of use, the drag-and-drop boards and the integrations with Slack and Google Drive, and many say the free plan is enough for a small team. They report that boards get messy once a project is large, that basic features like timelines and reporting need Power-Ups or paid tiers, and that recent free-tier limits have pushed teams to upgrade sooner than they wanted.

Sources: G2, Capterra

Microsoft Planner

• Pricing: The basic Planner app is included in Microsoft 365 business and enterprise subscriptions. Planner Plan 1 is $10 per user per month and Planner and Project Plan 3 is $30 per user per month, both paid yearly on an annual subscription. Checked September 2026.
• Rating: 4.3/5 on Capterra.
• BAA: Yes, by default. Microsoft's HIPAA BAA is available through the Microsoft Online Services Data Protection Addendum to all customers that are covered entities or business associates, and Planner and Project Online are listed among the in-scope Office 365 commercial services.

For a hospital already on Microsoft 365, Planner is the path of least resistance. The BAA is already in the contract, identity is already managed by IT, and the tool lives inside Teams where the department already meets. The basic app is lighter than anything else here, which is fine for a ward manager's action list and not fine for a programme office. Plan 1 adds timelines, dependencies, sprints and custom fields; Plan 3 adds portfolios, baselines and the Project desktop application for the people who plan large works. If Planner runs out of road, the Microsoft Planner alternatives comparison shows what teams move to.

Where Microsoft Planner fits

• Organisations already on Microsoft 365: No new vendor, no new BAA, no new login.
• Task basics inside Teams: Assign, date, checklist and comment where the conversation already is.
• Upgrade path: Plan 1 for structured projects, Plan 3 for portfolio and baseline work.
• Compliance under one contract: Security, retention and audit sit with the rest of Microsoft 365.

Where Microsoft Planner isn't the right fit: Teams that need rich reporting or cross-plan views without buying Plan 3, and anyone who dislikes an interface that changes every few months.

What users say about Microsoft Planner:

Reviewers on G2 and Capterra like that it is included with Microsoft 365, that the interface is clean and that it integrates with Teams and Outlook, which makes it easy to hand simple task lists to a department. They describe the feature set as thin for complex projects, with limited reporting and no native Gantt view on the basic app, and several say the frequent redesigns force them to relearn where things are.

Sources: G2, Capterra

Jira

• Pricing: Free for up to 10 users. Standard is $7.91 and Premium is $14.54 per user per month; Enterprise is quote-based and billed annually, and annual billing on the other plans saves up to 17%. Checked September 2026.
• Rating: 4.4/5 on Capterra.
• BAA: Yes, on Standard, Premium and Enterprise. Atlassian's BAA page names Jira, Jira Service Management and Confluence and excludes free and trial plans. Jira Work Management is no longer sold separately; Atlassian merged it into Jira in 2024, and business teams now use Jira's business project templates.

Jira is where hospital IT and informatics teams already live, and it is the cheapest BAA-covered tool on this list, which makes it worth a look beyond IT. The go-live coordination for a new system, the integration work behind it, the service requests that follow: Jira's workflows, approvals and audit logs handle all of it, and Jira Service Management sits alongside for the help desk. The honest caveat is that Jira is still an engineering tool at heart. Quality and administrative departments without a Jira administrator find the configuration heavy and the vocabulary foreign, which is the argument we made in why Jira is a bad fit for many non-technical teams.

Where Jira fits

• IT-led programmes: System implementations, integrations and infrastructure work with formal stages.
• Workflows with approvals: Change control and sign-off steps that must be recorded.
• Audit trail: Every status change and field edit is logged, which compliance officers appreciate.
• Cheapest BAA route: Standard at $7.91 a seat is covered; nothing else here matches that.

Where Jira isn't the right fit: Quality, facilities and administrative teams that do not have someone to administer it and do not think in issues and workflows.

What users say about Jira:

Reviewers on G2 and Capterra rate the customisation, the workflow control and the integrations highly, and technical teams describe it as the standard for structured work. Non-technical reviewers call the configuration overwhelming and the navigation cluttered, and many mention slow performance with many plugins and a bill that grows quickly at scale.

Sources: G2, Capterra

Notion

• Pricing: Free plan available. Plus is $10 and Business is $20 per member per month billed yearly, with monthly billing costing up to 20% more; Enterprise is quote-based. Checked September 2026.
• Rating: 4.7/5 on Capterra.
• BAA: Yes, on Enterprise only, at no extra charge. Notion's help centre says that to be eligible to sign its BAA you must subscribe to the Enterprise plan, and that beta features are not covered by it.

Notion is a policy and procedure library first and a project tracker second. For a quality team that needs document control, a database of policies with an owner, a review date and a version history is easy to build and pleasant to use, and meeting notes can carry their actions with them. As the main project tool for a department it is weaker: there is no workload view, no time tracking and only basic reporting, and the blank-canvas freedom that makes it good for documents makes it inconsistent for tracking work across many people.

Where Notion fits

• Policy libraries: Owners, review dates and approvals in a database that doubles as the handbook.
• Meeting notes with actions: Committee minutes and their follow-ups in one page.
• Lightweight databases: Equipment registers, training records and supplier lists.
• Onboarding wikis: New starters find the how-to and the checklist in the same place.

Where Notion isn't the right fit: As the primary tool for cross-department programmes, and for any PHI-adjacent use below the Enterprise plan.

What users say about Notion:

Reviewers on G2 and Capterra praise the flexibility, the clean design and the ability to keep notes, documents and simple trackers in one workspace at a reasonable per-seat price. They report slowdowns with large databases, a learning curve for new users faced with the block system, an unreliable offline mode and a mobile app that trails the desktop, and they are clear that it does not replace a dedicated project management tool for reporting.

Sources: G2, Capterra

Breeze

• Pricing: $9 per user per month with every feature included, 10% off on yearly billing, a 14-day free trial and unlimited free client users. Checked September 2026.
• Rating: 4.4/5 on Capterra.
• BAA: No. Breeze publishes its security measures and a GDPR data processing agreement with its subprocessor list, and hosts on AWS in the United States, but it does not offer a HIPAA Business Associate Agreement. Keep it outside your PHI boundary.

Breeze fits clinic and practice administration and the support departments of a hospital that want one simple board per project and a price that does not change with the plan: accreditation preparation, facilities snag lists, equipment rollouts, policy review calendars, new-hire onboarding. Any project can be reused as a template, tasks can repeat daily, weekly or monthly for cyclical compliance work, dependencies link tasks within and across projects, custom fields hold the reference numbers you use instead of patient details, and project forms turn requests from wards into tasks. Access is granted project by project, with a client role for outside contractors, and two-factor authentication, Google and Apple sign-in, an audit trail of changes and a full HTML and JSON export are standard. The project management views are plain enough that a ward manager can use them on day one.

The limitation is the one already stated: no BAA, so nothing that identifies a patient belongs in it. Breeze also does not do enterprise governance, portfolio management at health-system scale or the kind of configurable reporting a PMO expects, and it is not trying to.

Where Breeze fits

• Flat per-user price: No tier jumps and no feature gates when the team grows.
• Project-by-project permissions: Contractors and other departments see only what they are invited to.
• Recurring tasks and templates: Annual reviews and monthly checks come back on their own.
• Forms for intake: Requests land in the project with the fields already filled.
• Fast adoption: Boards, lists and calendars that need no training session.

Where Breeze isn't the right fit: Any project that will hold patient information, and health systems that need portfolio management, enterprise governance or PMO-grade reporting.

What users say about Breeze:

Reviewers on G2 and Capterra describe Breeze as easy to set up with a clean interface, responsive support and useful time tracking, and several say it keeps projects on track at a lower cost than the tools they left. The criticisms are that reporting is less customisable than in larger tools, that automation is limited, that the timeline and cross-project overview are weaker than a PMO would want, and that there is no free plan beyond the trial.

Sources: G2, Capterra

How to choose for the kind of project you run

Start with the PHI question, then match the tool to the shape of the work rather than to the size of the feature list.

Accreditation and compliance programmes

Smartsheet if the tracker is already a spreadsheet and the team thinks in rows; Asana if the programme spans departments and needs owners and rules more than formulas. Both put the BAA on the top tier, so if individual incident reports will be tracked, budget for Enterprise or Enterprise+. If the programme is evidence-and-deadline work with no patient identifiers, Breeze runs it at $9 a seat with recurring tasks for the annual cycle.

System go-lives, integrations and IT-led rollouts

Jira if IT already uses it, because the BAA is covered from Standard and the audit trail is the best here. Microsoft Planner with Plan 1 or Plan 3 if the organisation is on Microsoft 365 and wants the project inside Teams under the existing contract.

Facilities, equipment and multi-site rollouts

monday.com for the dashboards a director of operations wants across sites; Wrike when a PMO is coordinating many teams and needs workload and request management; Breeze or Trello for a single site's list of jobs that will never mention a patient.

Policy and document control

Notion for a policy library with owners and review dates, on Enterprise if the documents will reference patients. Confluence next to Jira if IT is already on Atlassian and wants the BAA to cover both.

Small clinic and practice administration

Breeze, Trello or the Planner that comes with Microsoft 365. Pick whichever the team will actually open, write down that patient identifiers stay in the practice management system, and revisit the choice when the team passes ten people or a project starts to touch PHI. Common project risks in small teams are about follow-through, not features.

In one line: choose Planner or Jira when PHI is in play and the budget is not; choose Asana, monday.com, Smartsheet or Wrike when you are buying enterprise anyway; choose Breeze, Trello or Notion for PHI-free work and a team that wants to start today.

Questions healthcare teams ask before choosing

What is the cheapest way to get a project management tool covered by a HIPAA BAA?

If your organisation already has Microsoft 365, Planner is covered by the BAA in Microsoft's Online Services Data Protection Addendum at no extra cost, and Planner Plan 1 adds timelines and dependencies for $10 per user per month. After that, Jira is the only tool on this list that signs a BAA on its cheapest paid plan, Standard at $7.91 per user per month. Every other vendor here puts the BAA on its top tier.

What should we ask a vendor before signing its BAA?

Ask which features are excluded from the BAA, because AI assistants and beta features often are. Ask for the subprocessor list and the breach notification window, whether the data can be kept in your region, how long deleted data lingers in backups, and which settings you must turn on for the BAA to apply. Get the answers in writing and keep them with the signed agreement.

Can we use one BAA-covered tool for patient-related work and a simpler tool for everything else?

Yes, and many healthcare organisations do exactly that. Put the BAA-covered tool on the enterprise contract for the few teams whose projects touch protected health information, and give operations, facilities and administrative teams a simpler, cheaper tool with a written rule that no patient identifiers go into it. The split only works if the rule is trained and enforced, not just written.

What do we do when someone pastes patient information into a task by mistake?

Delete the content, not just the task, then check whether the tool keeps version history, comment history or notification emails that still hold it. Record what happened and who could see it, because your privacy officer decides whether it counts as a reportable incident. Then fix the cause: usually a request form or intake process that invites free text where a reference number would do.

Can Breeze be used in a hospital or clinic?

Yes, for projects that carry no protected health information: accreditation preparation, facilities work, equipment rollouts, policy reviews, onboarding and similar administrative projects. Breeze publishes its security measures and a GDPR data processing agreement, but it does not offer a HIPAA Business Associate Agreement, so it should sit outside your PHI boundary.

Takeaway

The honest split for healthcare teams in 2026: Microsoft Planner and Jira are the only tools here where a BAA does not mean buying the top tier, which makes them the default for any project that will touch patient information on a normal budget. Asana, monday.com, Smartsheet and Wrike are better tools for large programmes and worth their enterprise contracts when you are signing one anyway. Trello has no BAA at all. Notion's arrives on Enterprise. Breeze has no BAA either, and for the administrative, facilities and compliance projects that never carry a patient's name, that does not matter; what matters is that the team opens it every morning, and at $9 a seat with nothing gated, that is the part we are good at.