Patient Inquiry Tracking Software for Healthcare

Let your AI agent handle patient messages, complaints, and follow-ups—so every concern is routed, tracked, and resolved without manual effort.

As a healthcare administrator, you spend hours every week sorting patient emails, updating Excel logs, and chasing staff for resolution updates. Important complaints can get lost in Outlook folders or shared drives, leaving you worried about missed issues and compliance risks. The manual process is exhausting and distracts you from patient care.

Automates sorting, routing, and follow-up of patient questions and complaints for healthcare administrators, ensuring every issue is addressed and resolved.

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What this replaces

✕Sort patient emails in Outlook and assign to staff
✕Update complaint tracking spreadsheets in Excel
✕Follow up with nurses via internal chat for status
✕Compile patient complaint history from EMR for new cases
✕Manually escalate unresolved complaints to department heads

The hidden cost

What this is really costing you

Healthcare administrators in clinics and hospitals face a constant stream of patient questions and complaints. Managing these means reading every email, updating spreadsheets, forwarding messages to nurses or department heads, and tracking open cases in SharePoint or Google Sheets. The manual workflow is tedious and error-prone, often leaving unresolved issues and frustrated patients. Staff must juggle multiple inboxes and logs, risking missed follow-ups and compliance headaches.

Time wasted

2-3 hours/week

Every week, burned on work an AI agent handles in minutes.

Money lost

$6,000-$7,000/year

In salary, missed revenue, and operational drag — annually.

If you keep ignoring it

Unresolved patient complaints can lead to HIPAA violations, lower HCAHPS scores, and negative online reviews. Staff burnout increases as manual tracking becomes overwhelming, and the facility’s reputation suffers.

Cost estimates derived from U.S. Bureau of Labor Statistics occupational wage data and O*NET task analysis.

Return on investment

The math speaks for itself

Today — without agent

2-3 hrs/week

of manual work

$6,000-$7,000/year/ year

With your AI agent

25 min/week

agent-handled

$700/year/ year

You save

$5,300-$6,300/year

every year, reinvested into growing your business

Estimates based on U.S. Bureau of Labor Statistics median salary data and O*NET task importance ratings from worker surveys. Time savings assume 80% automation of eligible task components.

Jobs your agent handles

What this agent does for you

Complete jobs, handled end-to-end — so your team focuses on what matters.

Escalate a Complex Complaint

You ask your agent to escalate a patient’s unresolved issue to a department manager with all supporting details.

Track Outstanding Inquiries

You ask your agent to show all open patient questions and their current status.

Summarize Patient History

You ask your agent to summarize previous complaints from a patient before routing a new one.

Confirm Resolution with Staff

You ask your agent to follow up with medical staff to confirm a patient’s issue was addressed.

How to hire your agent

1

Connect your tools

Link your admissions/discharge software, complaint management, EMR, and data entry systems.

2

Tell your agent what you need

Type: 'Investigate this patient complaint and direct it to the right nurse. Follow up until resolved.'

3

Agent gets it done

The agent routes the inquiry, tracks follow-up, and delivers a resolution summary.

You doing it vs. your agent doing it

Manually read, categorize, and forward each message to staff.
Agent instantly sorts and routes to the right person.
30 min/week
Maintain spreadsheets or notes to check status and remind staff.
Agent monitors status and sends you updates automatically.
25 min/week
Search records and compile past issues by hand.
Agent generates a concise history instantly.
20 min/week
Draft escalation emails and gather supporting documents.
Agent prepares and sends escalation summaries for you.
15 min/week

Agent skill set

What this agent knows how to do

Categorize Patient Messages

Pulls patient emails from Outlook and organizes them by urgency and topic for immediate review.

Assign Complaints to Staff

Analyzes inquiry details and routes cases to the appropriate nurse or department head, including a summary.

Monitor Resolution Progress

Tracks open cases in Google Sheets and sends reminders if responses are overdue.

Compile Complaint History

Extracts past complaint data from EMR systems and generates concise case summaries for staff.

Escalate High-Priority Issues

Prepares escalation packets for department managers, attaching relevant documents and timelines.

AI Agent FAQ

The agent connects to your EMR system, but only retrieves records you authorize. Data is encrypted in transit with TLS 1.3 and never stored after processing.

Your agent drafts messages and summaries for your review. You decide when and how to send communications; it does not initiate contact automatically.

Yes, you can set routing rules by department, urgency, or staff member. Adjustments are easy—update rules in the agent dashboard as your workflow changes.

The agent connects via API to Outlook for emails, Epic for EMR data, and Google Sheets for tracking. Additional integrations like Slack and SharePoint are available.

All patient information is handled according to HIPAA standards. Data is encrypted, access is logged, and no information is stored outside your approved systems.

Your agent automates sorting, routing, and follow-up for patient complaints, reducing manual effort and keeping your tracking logs up-to-date.

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