Situation

For care organizations operating under external regulations or internal quality standards, collecting patient feedback and other information is essential. Whether for meeting compliance requirements, securing funding, or improving service quality, these processes play a pivotal role in maintaining trust and delivering high-value care.

However, the process of collecting this data is often manual and inefficient. Teams are stuck managing paper-based forms, distributing surveys across departments, and consolidating responses into usable formats. These time-consuming tasks divert valuable staff time away from patient care, creating frustration and inefficiency across the organization.

Complication

The reliance on manual data collection results in endless hours spent on repetitive tasks like printing, distributing, collecting, and transcribing patient feedback. Every step in the workflow—from handing out forms to ensuring responses are formatted for analysis—is prone to delays and human error.

When compliance or funding hinges on the quality and quantity of this data, the stakes become even higher. As organizations grow or the number of patients increases, scaling these manual processes becomes nearly impossible, leaving teams overwhelmed and critical deadlines at risk.

Resolution

Care teams use Awell to simplify data collection by automating surveys through SMS, email, and AI-powered agents. Forms are sent at key touchpoints, like after appointments, using the most effective channels for each patient.

Teams can test and refine their strategies—adjusting messaging, timing, and channels to reduce drop-off rates and maximize responses.

With real-time insights, organizations pinpoint where patients disengage and optimize their care flows. This improves survey completion rates, enhances the overall patient experience, and ensures every interaction drives better outcomes while eliminating the manual workload for care teams.