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Patient Feedback Capture & Reports Walkthrough

Complete step-by-step walkthrough of capturing patient feedback using voice recording and generating comprehensive reports with MedFeed's AI-powered analytics.

Overview​

This walkthrough demonstrates the complete patient feedback lifecycle: from initial voice capture through AI analysis to actionable reports. You'll learn to use MedFeed's voice-first approach to collect patient feedback in multiple languages and transform it into meaningful insights.

[Screenshot placeholder: Feedback workflow overview diagram]

Part 1: Patient Feedback Capture​

Setting Up for Feedback Collection​

Preparation Steps:

  1. Navigate to Patients - Click "Patients" in the left sidebar
  2. Select Patient - Choose the patient from your active patient list
  3. Open Patient Profile - Click on the patient name to view details
  4. Verify Patient Information - Confirm correct patient identity and admission details

[Screenshot placeholder: Patient selection and profile view]

Starting Voice Feedback Collection​

Voice Recording Setup:

  1. Click "Record Feedback" - Large microphone button in patient profile
  2. Check Audio Permissions - Allow microphone access when prompted
  3. Test Audio Quality - Speak briefly to verify clear audio capture
  4. Select Feedback Type - Choose from:
    • Admission Feedback - Initial patient experience
    • Daily Check-in - Routine satisfaction assessment
    • Discharge Feedback - Comprehensive exit interview
    • Post-Discharge Follow-up - Recovery and outcome feedback

[Screenshot placeholder: Feedback type selection interface]

Conducting the Voice Interview​

Best Practices for Voice Capture:

Step 1: Introduction

  • Explain the feedback process to the patient
  • Mention that their voice will be converted to text for analysis
  • Assure them about privacy and confidentiality
  • Ask for their preferred language (15+ languages supported)

Step 2: Start Recording

  1. Click "Start Recording" - Red record button begins capture
  2. Visual Indicators - Waveform shows audio levels in real-time
  3. Timer Display - Shows recording duration
  4. Pause Option - Pause recording if needed for interruptions

[Screenshot placeholder: Active voice recording interface with waveform]

Step 3: Guide the Conversation

Sample Questions for Different Feedback Types:

Admission Feedback:

  • "How was your admission process today?"
  • "What are your first impressions of the facility?"
  • "How did the staff make you feel welcome?"
  • "Are there any immediate concerns or needs?"

Daily Check-in:

  • "How are you feeling about your care today?"
  • "How would you rate your comfort level?"
  • "Is there anything the staff could do better?"
  • "How was your interaction with the medical team?"

Discharge Feedback:

  • "How would you rate your overall experience?"
  • "What went particularly well during your stay?"
  • "What could we improve for future patients?"
  • "Would you recommend our hospital to others?"

[Screenshot placeholder: Feedback question prompts interface]

Managing the Recording Process​

Recording Controls:

  • Pause/Resume - Pause for patient breaks or interruptions
  • Stop Recording - End the feedback session
  • Restart - Begin a new recording if needed
  • Volume Adjustment - Optimize audio levels for clarity

Real-Time Features:

  • Live Transcription - See text appear as patient speaks (if enabled)
  • Language Detection - Automatic identification of spoken language
  • Quality Indicators - Visual feedback on audio quality
  • Duration Tracking - Monitor recording length

[Screenshot placeholder: Recording controls and real-time features]

Completing the Feedback Session​

Finishing the Recording:

  1. Click "Stop Recording" - End the audio capture
  2. Review Audio Quality - Play back to verify clarity
  3. Add Context Notes - Include any relevant observations
  4. Select Department - Assign feedback to relevant department
  5. Set Priority Level - Mark urgent issues for immediate attention
  6. Save Feedback - Submit for AI processing

[Screenshot placeholder: Feedback completion and submission form]

Part 2: AI Processing & Analysis​

Automatic Processing Pipeline​

What Happens After Submission:

Step 1: Speech-to-Text Conversion

  • Deepgram SDK processes audio with medical terminology recognition
  • Multi-language support handles 15+ languages automatically
  • Confidence scoring indicates transcription accuracy
  • Medical term validation ensures clinical accuracy

Step 2: AI Analysis

  • OpenAI GPT-4 analyzes sentiment and emotional tone
  • Topic extraction identifies key themes and concerns
  • Satisfaction scoring generates numerical ratings
  • Alert generation flags critical issues for immediate attention

[Screenshot placeholder: AI processing status indicators]

Reviewing Processed Feedback​

Transcription Review:

  1. Navigate to Feedback - Click "Feedback" in main menu
  2. Select Recent Feedback - Find your submitted feedback
  3. Review Transcription - Check accuracy of voice-to-text conversion
  4. Make Corrections - Edit any transcription errors
  5. Validate Analysis - Confirm AI sentiment and topic analysis

[Screenshot placeholder: Transcription review and editing interface]

AI Analysis Results:

  • Sentiment Score - Positive, neutral, or negative with confidence percentage
  • Satisfaction Rating - Numerical score (1-10) based on feedback content
  • Key Topics - Automatically identified themes and concerns
  • Alert Status - Critical issues flagged for immediate action
  • Department Assignment - AI-suggested department for follow-up

Part 3: Generating Reports​

Quick Reports​

Instant Report Generation:

  1. Click "Generate Report" - From feedback list or patient profile
  2. Select Report Type - Choose from available templates:
    • Patient Summary - Individual patient feedback overview
    • Department Report - Departmental feedback analysis
    • Daily Summary - All feedback from current day
    • Satisfaction Trends - Historical satisfaction analysis

[Screenshot placeholder: Report type selection menu]

Comprehensive Analytics Reports​

Advanced Report Creation:

Step 1: Report Configuration

  1. Navigate to Analytics - Click "Analytics" in main menu
  2. Select "Create Report" - Choose custom report builder
  3. Choose Data Source - Patient feedback, tasks, or clinical notes
  4. Set Date Range - Select time period for analysis
  5. Apply Filters - Department, staff, patient type, or feedback category

[Screenshot placeholder: Report configuration interface]

Step 2: Visualization Selection

  • Chart Types - Line charts, bar graphs, pie charts, heat maps
  • KPI Cards - Key performance indicators with trend arrows
  • Data Tables - Detailed tabular data with sorting and filtering
  • Geographic Maps - Patient satisfaction by location (if applicable)
  • Word Clouds - Visual representation of common feedback themes

Step 3: Report Customization

  • Add Hospital Branding - Logo, colors, and styling
  • Include Executive Summary - AI-generated key insights
  • Add Recommendations - Suggested improvement actions
  • Configure Layout - Arrange visualizations and content
  • Set Sharing Options - Define who can access the report

[Screenshot placeholder: Report customization interface]

Real-Time Dashboard Reports​

Live Analytics Dashboard:

  1. Access Main Dashboard - Click "Dashboard" in main menu
  2. View Live KPIs - Real-time satisfaction scores and metrics
  3. Interactive Charts - Click and drill down for detailed analysis
  4. Alert Panel - Critical issues requiring immediate attention
  5. Trend Analysis - Historical patterns and forecasting

[Screenshot placeholder: Live dashboard with real-time metrics]

Dashboard Features:

  • Auto-Refresh - Updates every 5 minutes with new data
  • Mobile Responsive - Optimized for tablets and smartphones
  • Export Options - Save dashboard as PDF or image
  • Sharing Links - Create shareable dashboard URLs
  • Customizable Widgets - Add, remove, or rearrange dashboard elements

Part 4: Advanced Reporting Features​

Automated Report Scheduling​

Set Up Recurring Reports:

  1. Navigate to Report Scheduler - Found in Analytics menu
  2. Create New Schedule - Click "Add Scheduled Report"
  3. Configure Report Parameters:
    • Report Type - Choose from available templates
    • Frequency - Daily, weekly, monthly, or quarterly
    • Recipients - Add email addresses for automatic delivery
    • Format - PDF, Excel, or PowerPoint
    • Delivery Time - Specify when reports should be sent

[Screenshot placeholder: Report scheduling interface]

Multi-Department Analysis​

Comparative Department Reports:

  • Performance Comparison - Side-by-side department analysis
  • Best Practice Identification - Highlight top-performing departments
  • Improvement Opportunities - Identify departments needing support
  • Resource Allocation - Data-driven staffing and resource decisions
  • Benchmarking - Compare against industry standards

[Screenshot placeholder: Multi-department comparison report]

Predictive Analytics​

AI-Powered Forecasting:

  • Satisfaction Trends - Predict future patient satisfaction levels
  • Risk Assessment - Identify potential quality issues before they occur
  • Capacity Planning - Forecast patient volume and resource needs
  • Staff Performance - Predict training and support requirements
  • Quality Metrics - Anticipate compliance and accreditation outcomes

Part 5: Acting on Feedback Insights​

Creating Action Items from Reports​

Convert Insights to Tasks:

  1. Identify Issues - Review report findings and recommendations
  2. Create Tasks - Click "Create Task" from report insights
  3. Assign Responsibility - Assign to appropriate staff or department
  4. Set Deadlines - Establish realistic completion timelines
  5. Track Progress - Monitor task completion and outcomes

[Screenshot placeholder: Task creation from report insights]

Quality Improvement Workflows​

Systematic Improvement Process:

  • Issue Identification - Use reports to identify improvement opportunities
  • Root Cause Analysis - Drill down into specific feedback themes
  • Action Plan Development - Create structured improvement plans
  • Implementation Tracking - Monitor progress on improvement initiatives
  • Outcome Measurement - Assess impact of improvement efforts

Stakeholder Communication​

Sharing Results with Leadership:

  • Executive Summaries - High-level insights for hospital leadership
  • Department Briefings - Targeted reports for department heads
  • Staff Feedback - Individual performance insights for team members
  • Board Reports - Comprehensive quality metrics for board meetings
  • Public Reporting - Patient satisfaction scores for transparency

[Screenshot placeholder: Executive summary report sample]

Part 6: Best Practices & Tips​

Optimizing Feedback Collection​

Maximize Response Quality:

  • Timing - Collect feedback when patients are comfortable and alert
  • Environment - Ensure quiet, private setting for honest feedback
  • Approach - Use empathetic, non-judgmental questioning
  • Language - Speak in patient's preferred language when possible
  • Follow-up - Acknowledge feedback and explain next steps

Improving Report Accuracy​

Data Quality Best Practices:

  • Regular Validation - Review and correct transcription errors
  • Consistent Categories - Use standardized feedback categories
  • Complete Information - Ensure all required fields are populated
  • Timely Processing - Process feedback promptly for accuracy
  • Staff Training - Train team members on proper feedback collection

Maximizing Report Impact​

Effective Report Utilization:

  • Regular Review - Schedule weekly report review meetings
  • Action-Oriented - Focus on actionable insights and recommendations
  • Trend Analysis - Look for patterns over time, not just snapshots
  • Comparative Analysis - Compare performance across departments and time periods
  • Continuous Improvement - Use reports to drive ongoing quality initiatives

[Screenshot placeholder: Best practices checklist interface]

Troubleshooting Common Issues​

Audio Recording Problems​

Common Solutions:

  • Microphone Permissions - Ensure browser has microphone access
  • Audio Quality - Check for background noise and clear speech
  • Device Compatibility - Verify microphone functionality
  • Network Issues - Ensure stable internet connection for upload
  • File Size Limits - Keep recordings under 100MB for optimal processing

Report Generation Issues​

Troubleshooting Steps:

  • Data Availability - Verify sufficient data for selected time period
  • Filter Settings - Check that filters aren't excluding all data
  • Browser Compatibility - Use supported browsers for report generation
  • Export Problems - Try different export formats if one fails
  • Performance Issues - Reduce date range for large datasets

AI Analysis Accuracy​

Improving Analysis Quality:

  • Clear Speech - Encourage patients to speak clearly and slowly
  • Minimize Interruptions - Reduce background noise and conversations
  • Language Consistency - Use one language per recording when possible
  • Context Provision - Add manual notes for complex or ambiguous feedback
  • Regular Review - Validate AI analysis and provide corrections for learning

[Screenshot placeholder: Troubleshooting guide with solutions]

Next Steps​

Advanced Features to Explore​

Continue Your Learning:

  • Custom Analytics - Create specialized reports for your department
  • API Integration - Connect feedback data with other hospital systems
  • Automated Workflows - Set up automatic actions based on feedback triggers
  • Advanced Visualizations - Explore complex data visualization options
  • Predictive Modeling - Use AI to forecast patient satisfaction trends

Training and Support​

Additional Resources:

  • Video Tutorials - Watch detailed feature demonstrations
  • Live Training Sessions - Join scheduled group training sessions
  • One-on-One Support - Schedule personalized training with support team
  • User Community - Connect with other MedFeed users for tips and best practices
  • Documentation - Explore comprehensive user guides and technical documentation

Ready for more advanced features? Continue with our Scribe DM Clinical Documentation Walkthrough or explore Task Management for operational efficiency.