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Patient Feedback & Data Upload Guide

Complete guide for capturing, uploading, and managing patient feedback data in MedFeed's voice-first feedback system.

Overview​

MedFeed's patient feedback system captures voice feedback in 15+ languages, processes it through AI analysis, and generates actionable insights for hospital quality improvement.

[Screenshot placeholder: Patient feedback dashboard overview]

Voice Feedback Capture​

Bedside Voice Recording​

  1. Access Patient Profile - Navigate to the patient's case file
  2. Start Voice Recording - Click the microphone icon
  3. Capture Feedback - Let the patient speak naturally in their preferred language
  4. Stop Recording - Click stop when feedback is complete
  5. Auto-Processing - MedFeed automatically transcribes and analyzes

[Screenshot placeholder: Voice recording interface at bedside]

Multi-Language Support​

Supported languages include:

  • English - Primary language with highest accuracy
  • Spanish - Full support with medical terminology
  • Hindi - Complete Indian language support
  • Mandarin - Chinese language processing
  • Arabic - Middle Eastern language support
  • French, German, Italian - European language coverage
  • Portuguese - Brazilian and European variants
  • Japanese, Korean - Asian language support
  • And 7+ additional languages

Voice Quality Guidelines​

For optimal transcription accuracy:

  • Quiet Environment - Minimize background noise
  • Clear Speech - Encourage patients to speak clearly
  • Appropriate Distance - Keep device 6-12 inches from speaker
  • Pause for Processing - Allow brief pauses between thoughts
  • Repeat if Needed - Re-record unclear sections

[Screenshot placeholder: Voice recording quality indicators]

Patient Feedback Workflows​

Admission Feedback​

Initial Patient Feedback Collection:

  1. Patient Registration - Create patient profile in system
  2. Initial Assessment - Record baseline satisfaction expectations
  3. Room Assignment Feedback - Capture first impressions
  4. Staff Introduction - Record feedback on initial staff interactions

[Screenshot placeholder: Admission feedback form]

Daily Check-In Feedback​

Routine Feedback During Stay:

  1. Morning Rounds - Daily satisfaction check
  2. Meal Feedback - Food quality and dietary concerns
  3. Care Team Feedback - Nursing and physician interactions
  4. Facility Feedback - Room conditions and amenities
  5. Pain Management - Comfort and treatment effectiveness

Discharge Feedback​

Comprehensive Exit Interview:

  1. Overall Experience Rating - Numerical satisfaction score
  2. Care Quality Assessment - Medical treatment satisfaction
  3. Staff Performance - Individual and team feedback
  4. Facility Evaluation - Infrastructure and amenities
  5. Improvement Suggestions - Specific recommendations

[Screenshot placeholder: Discharge feedback workflow]

Post-Discharge Follow-Up​

Automated Follow-Up System:

  • 24-Hour Follow-Up - Immediate post-discharge check
  • 1-Week Follow-Up - Recovery progress and satisfaction
  • 1-Month Follow-Up - Long-term outcome assessment
  • Quarterly Surveys - Ongoing relationship maintenance

Data Upload Methods​

Direct Voice Upload​

  1. Select Upload Method - Choose "Voice Recording"
  2. Upload Audio Files - Drag and drop or browse for files
  3. Add Metadata - Patient ID, department, date/time
  4. Process Audio - AI transcription and analysis
  5. Review Results - Verify accuracy and make corrections

[Screenshot placeholder: Audio file upload interface]

Bulk Data Import​

CSV/Excel Import:

  1. Download Template - Get the standard import template
  2. Prepare Data - Format according to template requirements
  3. Upload File - Use the bulk import feature
  4. Map Fields - Assign columns to database fields
  5. Validate Data - Review for errors before import
  6. Import Confirmation - Verify successful data import

Required Fields for Import:

  • Patient ID (unique identifier)
  • Feedback Date/Time
  • Department/Ward
  • Feedback Type (admission, daily, discharge, post-discharge)
  • Satisfaction Score (1-10 scale)
  • Comments/Feedback Text
  • Staff Member (if applicable)

[Screenshot placeholder: Bulk import interface]

API Integration​

For EMR/EHR Integration:

{
  "patient_id": "P123456",
  "feedback_type": "discharge",
  "timestamp": "2024-01-15T14:30:00Z",
  "department": "cardiology",
  "satisfaction_score": 8,
  "feedback_text": "Excellent care from nursing staff...",
  "language": "en",
  "audio_url": "https://s3.bucket/audio/file.mp3"
}

Patient Case Management​

Creating Patient Cases​

  1. Patient Registration - Enter basic demographic information
  2. Medical Information - Add relevant medical history
  3. Admission Details - Record admission date, department, reason
  4. Care Team Assignment - Assign primary physician and nursing staff
  5. Case Timeline - Initialize feedback collection schedule

[Screenshot placeholder: Patient case creation form]

Case Timeline Tracking​

Comprehensive Patient Journey:

  • Admission Events - Registration, room assignment, initial assessment
  • Daily Activities - Rounds, treatments, procedures, meals
  • Feedback Points - Scheduled and ad-hoc feedback collection
  • Discharge Planning - Preparation, education, follow-up scheduling
  • Post-Discharge - Follow-up calls, surveys, outcome tracking

Case Status Management​

Status Categories:

  • Active - Currently admitted patient
  • Discharged - Recently discharged, in follow-up period
  • Completed - All feedback collection completed
  • Archived - Historical cases for reference
  • Flagged - Cases requiring special attention

[Screenshot placeholder: Case timeline view]

Feedback Analysis & Processing​

Automatic AI Analysis​

Real-Time Processing:

  1. Speech-to-Text - Deepgram SDK converts voice to text
  2. Sentiment Analysis - OpenAI GPT-4 analyzes emotional tone
  3. Key Topic Extraction - Identifies main themes and concerns
  4. Satisfaction Scoring - Generates numerical satisfaction ratings
  5. Alert Generation - Flags critical issues for immediate attention

Manual Review & Validation​

Quality Assurance Process:

  1. Transcription Review - Verify accuracy of voice-to-text conversion
  2. Sentiment Validation - Confirm AI sentiment analysis
  3. Category Assignment - Assign feedback to appropriate categories
  4. Priority Setting - Mark urgent issues for immediate action
  5. Response Planning - Develop action plans for improvement

[Screenshot placeholder: Feedback analysis dashboard]

Feedback Categories​

Systematic Classification:

  • Clinical Care - Medical treatment quality and outcomes
  • Nursing Care - Nursing staff interactions and care quality
  • Communication - Information sharing and patient education
  • Facilities - Room conditions, cleanliness, amenities
  • Food Services - Meal quality, dietary accommodations
  • Administrative - Billing, scheduling, discharge processes
  • Overall Experience - General satisfaction and recommendations

Data Quality & Validation​

Audio Quality Checks​

Automatic Quality Assessment:

  • Audio Clarity - Signal-to-noise ratio analysis
  • Duration Validation - Minimum/maximum length requirements
  • Format Verification - Supported audio format confirmation
  • Corruption Detection - File integrity validation

Transcription Accuracy​

Quality Assurance Measures:

  • Confidence Scoring - AI confidence levels for each transcription
  • Manual Review Flags - Low-confidence sections marked for review
  • Correction Tracking - Log all manual corrections for improvement
  • Accuracy Metrics - Track transcription accuracy over time

[Screenshot placeholder: Data quality dashboard]

Data Completeness​

Required Information Validation:

  • Patient Identification - Verify patient ID and demographics
  • Temporal Data - Ensure accurate date/time stamps
  • Department Assignment - Confirm correct department/ward
  • Feedback Type - Validate feedback category and context
  • Staff Attribution - Link feedback to relevant staff members

Privacy & Security​

HIPAA Compliance​

Data Protection Measures:

  • Encryption at Rest - All stored data encrypted with AES-256
  • Encryption in Transit - TLS 1.3 for all data transmission
  • Access Controls - Role-based permissions for data access
  • Audit Logging - Complete audit trail for all data access
  • Data Minimization - Collect only necessary information

Consent Management:

  1. Informed Consent - Explain feedback collection process
  2. Digital Consent - Electronic consent capture and storage
  3. Opt-Out Options - Allow patients to decline participation
  4. Consent Tracking - Maintain records of all consent decisions
  5. Withdrawal Rights - Process for withdrawing consent

[Screenshot placeholder: Consent management interface]

Data Retention​

Retention Policies:

  • Active Cases - Retain during admission and follow-up period
  • Completed Cases - Archive after 7 years (regulatory requirement)
  • Audio Files - Secure storage with automatic deletion after analysis
  • Anonymized Data - Long-term retention for research and improvement
  • Backup Systems - Secure, encrypted backups with geographic distribution

Reporting & Analytics​

Real-Time Dashboards​

Live Feedback Monitoring:

  • Current Satisfaction Scores - Real-time NPS and CSAT metrics
  • Trending Issues - Emerging concerns and complaint patterns
  • Department Performance - Comparative satisfaction across units
  • Staff Performance - Individual and team feedback summaries
  • Alert Status - Critical issues requiring immediate attention

[Screenshot placeholder: Real-time feedback dashboard]

Automated Reports​

Scheduled Report Generation:

  • Daily Feedback Summary - Previous day's feedback overview
  • Weekly Department Reports - Detailed departmental analysis
  • Monthly Satisfaction Trends - Long-term satisfaction tracking
  • Quarterly Quality Reports - Comprehensive quality assessments
  • Annual Satisfaction Survey - Year-over-year comparison analysis

Custom Analytics​

Advanced Analysis Tools:

  • Sentiment Trend Analysis - Track emotional sentiment over time
  • Correlation Analysis - Link satisfaction to operational metrics
  • Predictive Analytics - Forecast satisfaction trends
  • Comparative Benchmarking - Compare against industry standards
  • Root Cause Analysis - Identify underlying causes of dissatisfaction

Integration & Export​

EMR/EHR Integration​

Seamless Data Flow:

  • Bi-directional Sync - Import patient data, export feedback results
  • HL7 FHIR Compatibility - Standard healthcare data exchange
  • Real-time Updates - Immediate feedback availability in EMR
  • Custom Mapping - Flexible field mapping for different EMR systems

Export Options​

Data Export Formats:

  • PDF Reports - Formatted reports for management review
  • Excel Spreadsheets - Detailed data for analysis
  • CSV Files - Raw data for custom processing
  • JSON/XML - Structured data for system integration
  • Audio Files - Original recordings for quality assurance

[Screenshot placeholder: Export options interface]

API Access​

Developer Integration:

// Example API call for feedback data
const feedbackData = await fetch('/api/feedback', {
  method: 'GET',
  headers: {
    'Authorization': 'Bearer ' + token,
    'Content-Type': 'application/json'
  },
  params: {
    patient_id: 'P123456',
    date_range: '2024-01-01:2024-01-31',
    department: 'cardiology'
  }
});

Troubleshooting​

Common Upload Issues​

Audio Upload Problems:

  • File Size Limits - Maximum 100MB per audio file
  • Format Support - MP3, WAV, M4A, FLAC supported
  • Network Issues - Check internet connection for large uploads
  • Browser Compatibility - Use Chrome, Firefox, or Safari for best results

Data Import Errors:

  • Format Validation - Ensure CSV/Excel follows template format
  • Character Encoding - Use UTF-8 encoding for international characters
  • Date Formats - Use ISO 8601 format (YYYY-MM-DD HH:MM:SS)
  • Required Fields - Verify all mandatory fields are populated

Quality Issues​

Transcription Problems:

  • Background Noise - Re-record in quieter environment
  • Multiple Speakers - Separate recordings for each speaker
  • Accent Recognition - Manual review may be needed for heavy accents
  • Medical Terminology - Verify medical terms in transcription review

Analysis Accuracy:

  • Context Missing - Provide additional context for ambiguous feedback
  • Cultural Nuances - Manual review for cultural communication styles
  • Sarcasm Detection - AI may miss sarcastic or ironic comments
  • Mixed Languages - Separate recordings by language when possible

Need additional support? Contact our technical support team through the help menu or check our troubleshooting guide for more solutions.