HIPAA-Compliant Patient Survey Platform
Save time, improve communication, and capture more survey data
SecureMedAssist automates the email, SMS, and multilingual AI phone outreach behind patient survey collection — for hospital research programs, clinics, and grant-funded studies — in a fully HIPAA-compliant environment.
The Challenge
Your Missing Data Isn't Random
Non-response in patient surveys doesn't shrink your dataset evenly — it removes the oldest, sickest, and least-digital participants first. The patients hardest to reach are often the ones whose outcomes differ most from the rest of your cohort. When they drop out, what remains isn't just smaller — it's skewed.
Phone calls remain the most effective channel for reaching these participants — yet existing survey platforms have no mechanism for it. They were built to collect responses from patients who already found the link, not to reach those who didn't.
Why It Matters
Better Outcomes for Your Study
Accelerate Your Study
SecureMedAssist manages every outreach attempt automatically — running email, SMS, and AI calls in sequence — so responses arrive sooner and your study reaches its target faster than manual, one-by-one follow-up.
Complete Capture
Email, then SMS, then a voice call — multi-channel persistence reaches participants who would otherwise go unheard, so you capture a complete dataset instead of only the easy responders.
Less Biased Data
Voice and text reach participants underrepresented in web-only surveys — older adults, and patients more comfortable speaking than clicking — in 20+ languages, so your data reflects the full cohort, not just the easiest to reach.
Who It Serves
One Platform, Built for Both Sides of the Approval
SecureMedAssist is evaluated by the research team that will run it and the security team that must approve it. It is built to satisfy both. Health systems running patient outreach programs use the same platform.
Reclaim the hours your team spends dialing patients
- Build survey instruments in minutes — no coding, no external survey tool
- Longitudinal follow-up built in — set timepoints (e.g. 30, 60, 90 days) and participants are automatically re-contacted at each one
- Reach older, less-digital participants by voice, not just a link — in 20+ languages, with AI-drafted translations your team reviews and approves
- Push results directly to your REDCap project with one click — or export as CSV with codebook and delivery report
- Built-in e-consent with typed-name signature — formatted consent text, audit-ready signature record, and a one-click IRB packet
Documentation-ready for institutional review
- HIPAA-eligible infrastructure under BAA
- PHI encrypted at rest and in transit (TLS 1.2/1.3); keyless service-to-service auth via managed identity — no stored connection strings
- Named sub-processors — every PHI vendor under a BAA
- U.S.-only data residency, org-scoped access isolation, audit logging
- Data minimized by design — contact info burned after outreach, no stored call recordings or transcripts, and a 365-day inactivity purge — so the data at rest stays small
The Platform
How SecureMedAssist Works
Five steps from protocol to dataset — your team controls the study; the platform does the outreach.
Create a Study
Name your study, add IRB details, and set a patient-facing sender name. Every study's data is fully isolated from every other study.
Sandbox first — test before any patient dataBuild the Survey
Create your instrument with standard question types — multiple choice, Likert scale, yes/no, numeric, open text — plus skip logic. Then send the email, the text, and the AI phone call to yourself to experience exactly what participants will receive.
No coding requiredAdd Participants
Pull participants directly from your REDCap project with one click, or upload a CSV — all at once or as enrollment continues over months. New participants enter outreach the next business day.
REDCap pull · CSV upload · rolling enrollmentOutreach Runs Itself
Each participant gets an email invitation, then a reminder email plus a text, then an optional AI phone call if they still haven't responded — each in the participant's own language. Every answer — typed or spoken — lands in the same dataset.
No link. No app. No friction.Results Back to REDCap
Push coded survey results directly to your REDCap project with one click — or download the analysis-ready CSV, auto-generated codebook, and per-participant delivery report.
One-click REDCap push · CSV + codebook + delivery reportThe Outreach Flow
Each participant advances only until they respond — then their answers flow straight to the research dataset.
| Patient | Channel | Status |
|---|
What the Research Shows
Missed Follow-Ups Are Missing Data
In a longitudinal study, retention is the dataset. How you pursue each timepoint decides how complete — and how unbiased — your final data is. The participants hardest to reach are often the ones whose absence skews the result.
Email a survey link at each timepoint, then wait.
- Lowest retention
- Digital-only reach — misses older, less-connected participants
- Gaps compound at every timepoint
Any survey platform
A coordinator emails, then phones non-responders one by one.
- Higher retention
- Consistency depends on who's free that week
- Follow-up windows slip when staff are busy or turn over
Any survey platform + your team's time
Email → SMS → AI phone call fires automatically at every timepoint.
- Highest retention
- Voice reaches non-digital participants — less non-response bias
- Every timepoint on schedule, every participant contacted the same way
SecureMedAssist
The expensive part of follow-up isn't the coordinator's time — it's the data you never collect.
SecureMedAssist makes every follow-up automatic, on-time, and identical for every participant — so your cohort stays intact from enrollment to the final timepoint.
[1] Edwards et al., Cochrane Database of Systematic Reviews, 2023 · [2] de Leeuw, Journal of Official Statistics, 2005 · [3] Booker, Harding & Benzeval, BMC Public Health, 2011 · [4] Dillman, Smyth & Christian, The Tailored Design Method, 4th ed., 2014
The Voice Channel
The Phone Call That Completes Your Dataset
Email and text reach digital-first participants. An AI phone call reaches everyone else — older adults, less-connected populations, and anyone more comfortable speaking than clicking — turning non-responders into data points.
The AI assistant conducts your survey in the participant's preferred language — and switches the moment they do. No interpreter scheduling. No callback.
Consent First
Identifies itself as an AI and asks permission before any question.
On-Script Only
Your survey, word for word. Never medical advice, never off-topic.
Safety Built In
Distress triggers 911/988 guidance and an instant flag for your research team.
Respectful by Design
Calls within legal hours only. Two attempts max. Never leaves a voicemail.
Full Behavioral Specification Available
What the agent will and won't do, how emergencies are handled, how “stop” ends outreach on every channel, and what reaches your dataset — written for IRB and AI governance review.
The Instrument Library
Your Grant's Primary Endpoint, Pre-Loaded and Ready to Deploy
NIH, PCORI, and AHRQ-funded studies routinely require the same validated instruments — PROMIS, EQ-5D, KCCQ-12, PHQ-9, FACT-G. Pick one from the library of 100+ pre-loaded instruments — complete with validated response scales and automatic scoring — and SecureMedAssist sets up the matching REDCap form for you. No manual data-dictionary wrangling. Add your consent language and outreach timepoints, and launch.
Pick
Search the library by name, specialty, or condition — PROMIS, KCCQ, PHQ-9, EQ-5D, and 96 more.
Customize
Add your IRB-approved consent language, set outreach timepoints, and choose email, SMS, or AI phone.
Launch
Outreach fires automatically. Scored responses land in your dataset — no manual data entry.
Grant & IRB Ready
Your IRB Submission, Already Written
Every patient-facing material your IRB reviewer asks for — invitation emails, SMS messages, AI phone call script, consent language, safety-alert protocol, data-handling summary — generated as a single printable document, directly from your survey. No more assembling screenshots and copy-pasting templates.
The IRB Materials Packet is generated automatically for every survey you build. It updates as you edit, so the document you submit is always in sync with what patients actually see and hear.
Download a Sample IRB Packet (PDF) →See It for Yourself
Evaluate the Platform the Way Your Participants Will Experience It
Try the patient experience
Open a live sample survey on your phone and complete it exactly as a participant would — in English or Spanish, about 90 seconds, no signup.
Open the sample surveyWe'll send you a live sample survey link with your access request — or walk through it together on an intro call.
Hear the AI phone call
Listen to the assistant introduce itself, ask for consent, and administer two questions from a sample survey.
Once you have sandbox access, the AI will call your own phone with your own survey — the most honest demo there is.
Ready to go live?
We'll provide a formal quote you can include in your grant budget — typically within one business day.
Every study includes: email + SMS + AI phone follow-up · surveys in 20+ languages · researcher dashboard · direct REDCap integration (pull patients, push results) · CSV export with codebook and delivery report · launch review · signed BAA.
Talk to Us About Pricing →Security & Compliance
Built for the Standards Healthcare Institutions Require
SecureMedAssist was designed from the ground up for HIPAA compliance — not retrofitted for it. A signed BAA is required before any PHI enters the platform.
HIPAA-Eligible Infrastructure
Hosted on HIPAA-eligible cloud infrastructure under a signed Business Associate Agreement. All PHI workloads run exclusively on HIPAA-eligible services.
PHI Encryption, Keyless Design
All Protected Health Information is encrypted at rest and in transit (TLS 1.2/1.3). Services authenticate to each other with managed identities — no stored connection strings or shared keys to leak.
Named Sub-Processors — All With BAAs
Every vendor that handles PHI operates under a signed BAA. No PHI flows to any system without a BAA in place.
Minimal PII, U.S. Data Residency
Contact information is permanently deleted once outreach completes — not archived, deleted. No audio recordings or call transcripts are stored. All data stays in United States data centers. Remaining study data is purged when you close the study — or automatically after a year of inactivity. The less PII we retain, the less your institution has at risk.
Org-Isolated, MFA-Enforced Access
Every account is secured with MFA-capable enterprise identity. Each organization's studies, participants, and results are fully isolated; every study passes a launch review before live outreach.
AI Transparency
The voice agent runs under a BAA, with prompt-locked behavioral constraints. We never train AI models on patient data. Answers post immediately to our covered platform; nothing lingers in the voice layer.
IRB note: we provide workflow documentation and consent-language templates; final IRB approval, consent wording, and patient-contact authorization remain the responsibility of the study team and institution.
For Institutional Review
Hospital Not Onboarded Yet? We Handle the Approval Process
Institutional approval is usually the longest part of starting a study — so we do the heavy lifting. Once you're on the platform, introduce us to your reviewers; we send the right documents and handle the back-and-forth.
Plus: sub-processor list, retention policy, and breach procedure.
Request Access →Need something specific, like the full AI Behavioral Specification or your institution's own questionnaire format? Just ask.
Get Started
Request Your Sandbox
Access is reviewed for every team — that's part of how the platform stays compliant. Here's the path from this form to your first completed dataset:
- Start with your email Enter your institutional email and add a few study details. We review every request and reply within one business day with your sandbox invitation.
- Explore everything in a free sandbox Build your study and survey, then experience it yourself: receive the patient email and text, and have the AI call your own phone — before any patient data enters the system.
- Launch your live study Pass the launch review (IRB and consent attestations), upload your cohort — outreach starts the next business day.
Prefer to talk first?
Book a 30-minute intro call and we'll walk
through your study together.