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.
Why It Matters
Better Outcomes for Your Project — and Your Budget
Accelerate Your Study
SecureMedAssist manages every outreach attempt automatically — running email, SMS, and AI calls in sequence — so responses arrive sooner and your project reaches its target faster than manual, one-by-one follow-up.
Complete Capture
Multi-channel persistence reaches patients who would otherwise go unheard — email, then SMS, then a voice call — lifting response rates toward your target. It does the work of several research assistants, so you capture a complete dataset and stay within budget.
Less Biased Data
Multilingual voice and text outreach brings in patients who are typically underrepresented — older adults and non-English speakers — so your dataset reflects the full population, 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.
Reclaim the hours your team spends dialing patients
- Build surveys in minutes — no coding, no external survey tool
- Automated email → SMS → AI phone call sequence runs itself
- Reach older, less-digital patients by voice, not just a link
- Every answer lands in one dashboard, ready to export for reporting
Documentation-ready for institutional review
- HIPAA-eligible AWS infrastructure under a signed BAA
- PHI encrypted at rest (AES-256) and in transit (TLS 1.2/1.3)
- Named sub-processors — every PHI vendor under a BAA
- U.S.-only data residency, role-based access, full audit logging
The Challenge
Collecting Patient Survey Responses at Scale Requires More Than a Survey Link
Hospital research programs, clinics, and grant-funded studies routinely require collecting survey data from hundreds or thousands of patients. Today, that process depends on staff manually tracking outreach across email, text, and phone — making repeated attempts, logging responses, and scheduling follow-up calls. For a single project covering 800 patients, reaching a 70% response rate through manual outreach requires an estimated 1,500–2,000 individual contact actions before a single survey response is analyzed.
The challenge is compounded by the nature of the patient population. Older adults and patients with limited digital literacy are significantly less likely to complete a web-based survey. Phone calls remain the most effective channel for reaching them — yet placing individual calls to hundreds of patients is not a sustainable research operation, even with dedicated research staff.
Existing survey platforms were built to collect responses from patients who already found the link. They provide no integrated mechanism for reaching those who didn't — and no path for patients who are more comfortable speaking than clicking.
The Platform
How SecureMedAssist Works
A three-step workflow designed for the realities of hospital research, clinics, and grant-funded studies.
Build Your Survey
Your team creates the patient survey directly within SecureMedAssist using standard question types: multiple choice, Likert scale, yes/no, numeric input, and open text. Surveys are stored securely and can be reused across patient cohorts, clinics, and study cycles.
No coding requiredLoad Your Patient List
Upload patient contact records — name, email address, phone number, and preferred language. All patient data is treated as PHI from the moment it enters the system and stored in a HIPAA-compliant environment with encryption at rest and in transit.
PHI from first byteSMA Manages Outreach
SMA contacts each patient through an automated sequence: email first, then SMS for non-responders, then an AI-assisted phone call. The voice agent reads each question, listens to spoken answers, and records structured responses directly into the platform.
No link. No app. No friction.The Outreach Flow
Each patient advances only until they respond — then their answers flow straight to the research dashboard.
Security & Compliance
Built for the Standards Healthcare Institutions Require
SecureMedAssist was designed from the ground up for HIPAA compliance — not retrofitted for it.
HIPAA-Eligible Infrastructure
Hosted on Amazon Web Services (AWS) under a signed Business Associate Agreement. All PHI workloads run exclusively on HIPAA-eligible AWS services.
PHI Encryption
All Protected Health Information is encrypted at rest using AES-256 and in transit using TLS 1.2/1.3. Key management is handled through AWS Key Management Service (KMS).
Named Sub-Processors — All With BAAs
Every vendor that handles PHI operates under a signed BAA: Amazon SES (email), Amazon Pinpoint (SMS), and Retell AI (voice). No PHI flows to any system without a BAA in place.
U.S.-Based Data Residency
All patient data and call recordings are stored exclusively in United States AWS data centers. No PHI is transmitted internationally.
Role-Based Access & MFA
Access is scoped by role — each team interacts only with its own program data. Multi-factor authentication is enforced for all accounts without exception.
Full Audit Logging
All PHI access, system events, and administrative actions are logged and retained in accordance with the HIPAA Security Rule's audit control requirements.
For Institutional Review
For IT and Security Reviewers
We anticipate the documentation requirements of institutional review. The following are available on request: data flow diagram, full sub-processor list with BAA status for each vendor, risk assessment, and incident response policy.
Contact us to receive our compliance documentation package.
Request Compliance Documentation →Contact
Contact Us
SecureMedAssist works with hospitals, clinics, and research programs. If you are evaluating the platform, have questions about our compliance architecture, or would like to discuss your program's requirements, we welcome your inquiry.
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