AI-powered Patient Experience Management Software
Chosen by leading healthcare providers across specialties
Challenges healthcare teams face without patient experience software
Patient satisfaction is directly tied to outcomes, retention, and revenue. Yet most healthcare organizations still manage experience data through disconnected surveys, manual follow-ups, and siloed reporting tools.
Research shows that poor communication can lead to discontinuity of care, compromised patient safety, dissatisfaction, and even inefficient use of resources. These effects are closely linked to patients dropping out of care and not following recommended plans.
- No systematic way to collect patient feedback at the right moments in the care journey.
- Negative experiences go unresolved because no real-time alerting is in place.
- Engagement workflows are manual, inconsistent, and staff-dependent.
- Patient data is fragmented across EHR, billing, and communication systems with no unified view.
- No visibility into satisfaction trends by location, department, or provider.
- Compliance risks from unsecured messaging, unaudited data access, and PHI exposure.
What healthcare teams achieve with LeadSquared’s patient experience software
- Collect actionable feedback at every touchpoint: Send surveys after appointments, hospital stays, or support interactions to collect ratings, written feedback, and follow-up responses without adding work for your staff.
- Resolve negative experiences before they escalate: Instant notifications alert your team when satisfaction scores fall below a set threshold, allowing them to respond quickly and recover the patient experience.
- Reduce no-shows and improve appointment adherence: Deliver appointment reminders via email, SMS, or WhatsApp based on each patient’s communication preferences, reducing no-shows and easing administrative workloads.
- Increase retention through personalized engagement: Personalized campaigns, automated nurture journeys, and re-engagement workflows help keep patients informed, engaged, and more likely to return for future care.
- Ensure HIPAA compliance across every interaction: Role-based permissions, encryption, secure messaging, and detailed audit logs help secure protected health information throughout every interaction.
- Gain full operational visibility: Custom SIERA dashboards provide visibility into NPS, patient satisfaction, wait times, engagement metrics, and journey performance across providers, departments, and locations.
- Deliver end-to-end ticket and complaint resolution: Manage patient complaints and support tickets from a unified Service CRM with automated routing, parent-child ticket linking for related issues, and full case history visibility so nothing falls through the cracks.
Make every patient interaction count
Reach patients when and where it counts, and turn everyday communication into better patient experience.
Collect actionable feedback from every visit
You already know good care is indispensable. But knowing how patients feel at each touchpoint — be it after a hospital stay, a clinic visit, or even a chat with support — gives you the power to deliver better care.
With our patient experience management software’s feedback & survey capabilities, you can:
- Send custom surveys automatically at the right moments, capturing ratings, comments, and follow-ups.
- Get real-time alerts when satisfaction dips, so your team can step in and turn negative experiences into opportunities.
- Monitor trends and loyalty with NPS tracking and built-in dashboards to see what’s working and where to improve.
See the full picture with real-time dashboards
Data is only useful when it tells a story that you can act on. LeadSquared’s patient experience management software turns patient feedback into a clear, actionable view.
- Track NPS, satisfaction, and wait times across your hospital or clinic in real time.
- Zoom in by location, department, or provider to spot trends and opportunities for improvement.
- Monitor patient journey metrics like appointment follow-ups, engagement, and retention.
- Role-specific dashboards ensure your team sees only the data that matters most.
Engage patients at every step of their care journey
Effective engagement starts with clear, timely communication with the patient. LeadSquared’s patient experience management software puts your engagement workflow on autopilot.
- Send appointment reminders automatically via patients’ preferred channels to reduce patient no-shows.
- Send pre-visit instructions, including location, parking information, and required documents, to help patients.
- Enable two-way secure messaging between patients and providers, allowing for real-time communication and support.
- Run multichannel engagement campaigns via email, text, or WhatsApp to keep patients informed about your practice.
- Utilize a HIPAA-compliant patient portal for secure access to health information, test results, and medical history.
Give patients control with a secure self-service portal
Our HIPAA-compliant patient portal lets patients see their complete health information in one place. They can access their visit notes, lab reports, care instructions, and more from the portal.
- View medical history, lab results & visit notes securely anytime.
- Access discharge instructions, prescriptions & post-visit guidance without calling the clinic.
- Let patients book, confirm, or reschedule appointments directly from the portal interface.
- Send messages to your care team securely through the portal.
Make payments simple
LeadSquared makes payments and billing easier by connecting with your existing revenue tools. Through integrations, you can keep your workflows intact while improving patient convenience.
- Integrate with your payment gateways or billing platforms to send and track payment requests.
- Auto-sync payment updates and receipts back into LeadSquared for a unified record.
- Reduce manual tracking and follow-ups with automated reminders.
Deliver personalized patient experiences with Invorto Voice AI
Every patient interaction shapes the care experience. LeadSquared’s Invorto Voice AI ensures patients receive timely, consistent support through AI-powered voice conversations that understand intent, recognize sentiment, and seamlessly connect patients with the right staff when additional assistance is needed. The result is a more responsive, personalized experience from the very first call.
- Answer patient calls around the clock with natural voice conversations, reducing wait times and improving accessibility.
- Detect patient sentiment in real time to help prioritize urgent or emotionally sensitive conversations.
- Transfer calls to the appropriate team along with the complete conversation history, so patients never have to repeat themselves.
- Communicate with patients in more than 20 languages to deliver a more inclusive and accessible care experience.
Manage patient experience on the go with mobile app
LeadSquared’s mobile app helps your care team stay responsive wherever they are.
- Access complete patient records including demographics, visit history, and care notes from any device
- Track tasks, appointments, and follow-ups in real time to ensure no patient interaction is missed
- Send secure, HIPAA-compliant messages to patients or colleagues for timely communication
- Automatically sync all updates with your CRM and EHR
Simplify appointment scheduling with FloStack
Make it easy for patients to book their appointments without the back-and-forth. LeadSquared’s FloStack intelligently routes patient inquiries, coordinates provider availability across multiple locations, and automates scheduling workflows to create a faster, more convenient patient experience from the very first interaction.
- Automatically route patient inquiries to the right provider, specialty, or location based on your scheduling workflows.
- Coordinate appointments across 70+ calendars and multiple locations to simplify scheduling for both patients and staff.
- Send automated appointment confirmations and updates to keep patients informed and reduce administrative follow-up.
- Minimize scheduling conflicts and manual coordination, helping your team deliver a smoother, more efficient patient experience.
Power personalized healthcare marketing at scale
Strengthen patient relationships with personalized marketing campaigns that reach patients at the right time through their preferred channels. From welcoming new patients to encouraging follow-up care, LeadSquared helps you automate outreach while tracking the impact on patient engagement and retention.
- Launch automated campaigns across multiple communication channels from a single platform.
- Deliver personalized messages based on patient demographics, history, and engagement.
- Re-engage inactive patients and encourage timely follow-up care with automated journeys.
- Track campaign performance alongside appointment trends and patient retention.
Simplify patient intake
LeadSquared’s patient experience management software lets patients complete their intake digitally. Which means they can submit their personal details, medical history, insurance, and consent forms ahead of time.
The data is automatically updated in your EHR or practice management system, helping you speed up check-ins and minimize waiting room time.
- Collect all patient information digitally, before the visit.
- Validate and sync data automatically with your systems.
- Reduce manual entry and front-desk delays.
Seamlessly integrates with your existing tech stack
Data works best when it flows well across the systems you use — and LeadSquared makes sure it does. Our patient experience software integrates with the systems your team already relies on, automatically syncing patient records, appointments, billing data, and engagement history to eliminate manual reconciliation and reduce errors across departments.
- EHR/EMR: CentralReach, Athena/AthenaOne, AdvancedMD, Opus EMR, Intellicure, ModMed, OnBase, SimplePractice, Dr.Chronos
- Call tracking: CallTrackingMetrics, RingCentral
- Insurance verification: pVerify, Health Harbor
- Scheduling: Acuity
- Marketing: Google Ads, Facebook/Instagram Ads
- Productivity: Zoom, Zendesk, Jotform, Universal Data Sync (UDS)
Built for HIPAA compliance and data security
- Fully HIPAA-compliant platform: LeadSquared operates under a Business Associate Agreement (BAA) and is built with the architecture required to manage ePHI responsibly across all modules and user roles.
- ISO 27001 and SOC 2 certified: Enterprise-grade security standards validate LeadSquared’s commitment to data protection beyond HIPAA requirements alone.
- Granular access controls: Role-based permissions, IP whitelisting, and two-factor authentication ensure only the right people access the right data.
- Data encryption and audit trails: All patient data is encrypted in transit and at rest. Comprehensive audit logs record every interaction with patient records for compliance reporting and internal transparency.
- Secure PHI handling across multi-location operations: PHI protection scales with your organization, whether you operate a single clinic or a multi-location network spanning multiple states.
Fits the full spectrum of healthcare providers
LeadSquared’s patient experience platform is configured to match your specialty, not adapted from a generic CRM template. Patient feedback workflows, engagement cadences, intake processes, and dashboard views are all built to reflect how your specific organization delivers care.
- ABA therapy and autism services
- Behavioral and mental health providers
- Rehabilitation and pain management centers
- Specialty clinics, including fertility, bariatric, wound care, and vision
- Plastic surgery and aesthetic medicine practices
- Home health agencies
- Wellness and weight management programs
- Hospitals, multi-location health systems, and MedTech companies
Why healthcare teams choose LeadSquared over generic platforms
| Healthcare-first design | AI capabilities built in | Full platform customization | HIPAA compliance from day one |
| Built for patient experience journeys, not generic customer satisfaction workflows adapted from retail or SaaS industries. | Invorto Voice AI Co-Pilot with real-time sentiment analysis, FloStack scheduling automation, and smart engagement workflows are core platform capabilities, not third-party add-ons. | Configure feedback workflows, engagement cadences, intake forms, access permissions, and dashboards to match your practice’s exact operational structure. | Encryption, audit trails, role-based access controls, and BAA in place before your first patient record is added. |
How LeadSquared helped Posterity Health achieve 7× revenue growth
By bringing patient engagement and healthcare systems together on a single platform, Posterity Health achieved 7× revenue growth without increasing team size.
About Posterity Health
Posterity Health is a U.S.-based men’s health and fertility practice dedicated to making reproductive care more accessible through telehealth and specialist-led treatment.
The challenge
Increasing patient demand exposed the limitations of Posterity Health’s existing workflows. Manual outreach and follow-up activities consumed valuable staff time, while the lack of robust automation and referral management capabilities made it harder to scale operations and maintain timely patient communication.
How LeadSquared helped
LeadSquared was implemented alongside Athena EHR to create a connected patient engagement workflow that could grow with the practice. Automated communication through email, text, and calls streamlined outreach, while enhanced referral management helped reduce repetitive manual tasks.
By integrating LeadSquared with Athena, patient data, appointments, and follow-up activities stayed synchronized automatically. This enabled the team to work from up-to-date information and deliver a more seamless patient experience.
What changed
Following the implementation of LeadSquared, Posterity Health achieved:
- Increased operational productivity through automation
- Reduced manual administrative effort and follow-up work
- Better visibility into patient engagement and performance metrics
7X
revenue growth with the same team size
40%
increase in referral conversions
If you’re looking for value and speed, LeadSquared is the logical choice. Two years in, we continue to see its impact and keep finding new ways to use it.
“LeadSquared’s implementation has transformed our operations completely, surpassing all other platforms we’ve used at Tandem.”
“The LeadSquared solution enabled us to nearly double our referral coordinator productivity.”
Also rated as the best patient experience management software by reputed sources
Wait no more to deliver the experience your patients deserve.
Patient Experience Management Software FAQs
How can I manage patient reviews and protect my online reputation with a patient experience software?
You can manage your online reputation by actively collecting, monitoring, and responding to patient reviews. Automated review requests help encourage feedback, while review aggregation tools pull comments from multiple platforms like Google or Yelp into a single dashboard. Templated responses save time, and negative feedback can be filtered for service recovery.
Patient experience management software, such as LeadSquared, can streamline this process, helping your team respond quickly, track reviews, and maintain a strong online presence that attracts new patients.
How do I handle negative feedback and turn complaints into improvements?
Negative feedback is an opportunity to make your practice better. When a patient shares a complaint, you want to capture it, assign someone to resolve it, and make sure it’s fixed. This process is often called a closed-loop service recovery workflow.
Here’s how it works in plain terms:
- Collect the feedback: Capture the patient’s complaint from surveys, emails, or online reviews.
- Assign responsibility: Make sure the right staff member or team is notified to follow up.
- Resolve the issue: Take action to fix the problem and improve the patient’s experience.
- Confirm resolution: Check back with the patient to make sure they’re satisfied and the issue is fully resolved.
Patient experience management software like LeadSquared makes this process easier by turning negative feedback into actionable tasks, tracking each step, and helping your team respond promptly. This way, complaints become opportunities to retain patients and improve your services.
How can I offer telehealth and virtual care effectively?
Telehealth lets patients see their care team without coming into the clinic, using video visits and online communication. Effective telehealth support means you can schedule virtual appointments, conduct secure video consultations, and follow up with surveys to understand how the patient felt about the visit.
Patient experience software like LeadSquared can integrate these virtual visits with your feedback and scheduling systems, so patient experiences—both in-person and online—are captured in one place.
How can I guide patients through their care journey and personalize their experience?
Patients don’t just interact with your clinic during a visit—they experience care before, during, and after appointments. Journey orchestration is the process of planning and automating these interactions. For example, you can send reminders before a visit, provide instructions during the visit, and follow up afterward.
Personalization means tailoring these messages based on the patient’s needs or segment—like sending a post-visit survey only to certain patients or sending educational content relevant to their condition.
Patient experience management platforms like LeadSquared help you automate and personalize these multi-step journeys.
How can I collect feedback from patients across different channels?
Patients interact with your clinic in many ways—by phone, email, text, or even through social media. Multichannel feedback collection means capturing their thoughts and experiences across all these channels, so you don’t miss anyone.
For example, you can send post-visit surveys via text or email, let patients leave feedback through a mobile app, display a QR code in the clinic for easy access, or use automated phone surveys (IVR).
Patient experience software like LeadSquared helps you reach your entire patient base by consolidating feedback from all these channels into a single dashboard. This makes it easier to see trends and respond quickly to patient concerns.
How can I analyze patient feedback effectively using AI?
Collecting feedback is just the first step—understanding it is what drives improvement. Sentiment analysis and NLP (Natural Language Processing) are tools that automatically read and categorize patient comments.
These tools can:
- Score sentiment (positive, neutral, or negative)
- Tag topics to identify recurring issues or trends
- Detect root causes to see why patients are happy or dissatisfied
LeadSquared’s Lexi AI uses the same AI/NLP technology to summarize patient grievances, providing concise insights that help your team address concerns promptly.
How can I use patient segmentation and benchmarking to improve care?
Patient segmentation means grouping patients based on shared characteristics, such as chronic conditions, inpatient status, or age group. By creating these cohorts, you can better understand the needs of each group and tailor your care and communications.
Benchmarking allows you to compare your performance with peers, regional averages, or national standards. This helps identify areas where your practice is excelling and areas that may need improvement.
By combining segmentation and benchmarking, you can make data-driven decisions that improve patient outcomes and overall satisfaction.
How can I track improvement initiatives in delivering care and measure their impact?
Once you identify areas for improvement, it’s important to assign specific projects or tasks, track progress, and measure results over time. This is called action planning and improvement tracking.
For example, you might assign a team to reduce patient wait times, implement a new follow-up process, or improve survey response rates. By monitoring these interventions and measuring their impact, you can ensure changes are effective and continuously refine your patient experience strategies.
How can I monitor and improve provider or staff performance?
Monitoring staff performance starts with collecting feedback at the individual level. Tools like scorecards and leaderboards help managers see how each team member is performing over time, highlighting strengths and areas for improvement.
Once areas for improvement are identified, managers can assign targeted coaching or training, track progress, and measure competency development. This structured approach helps staff enhance their skills and deliver better patient experience.
How can I design surveys that get useful feedback without overwhelming patients?
Creating effective surveys means asking the right questions in a way that’s easy for patients to complete. Here’s how advanced survey features help:
- Test different question versions (A/B testing) to see which questions get the most useful responses.
- Show relevant questions only (branching and randomization) so patients answer questions that apply to them.
- Avoid overwhelming patients (survey fatigue management) by keeping surveys short and engaging.
- Ensure fair representation (sample balancing) so feedback reflects all patient groups, not just a few.
How can I ensure the patient experience management system can grow with my organization and stay reliable?
A patient experience platform should be able to scale as your practice grows and handle increasing numbers of patients without slowing down. Reliability means the system is always available when you need it, with guaranteed uptime and service-level commitments (SLAs).
Deployment options may include:
- Cloud multitenant deployment: multiple organizations share the same platform securely, which makes updates and maintenance easier
- Private deployment: a dedicated setup for your organization, offering more control over data and customization
This flexibility ensures your system works well and adapts to your organization’s needs.
How can I customize the patient experience management software to match my brand and workflow?
Customization allows the software to reflect your organization’s branding and meet your specific operational needs. To do this, you can:
- Brand the patient portal with your colors, logos, and style
- Adjust surveys and dashboards to track the KPIs most important to you
- Add custom data fields to capture information unique to your practice
Customizing and white-labeling the platform ensures that it feels like a natural extension of your organization.
How can I get started quickly with the patient experience management software and ensure my team is trained effectively?
Getting a patient experience platform up and running is easier with proper training, onboarding, and professional services. This includes:
- Implementation support to help set up the system quickly and correctly
- Templates for surveys, workflows, and communications to save time and standardize processes
- Strategic advisory or consulting to guide your team on improving patient experience using best practices
Is LeadSquared’s patient experience software fully HIPAA compliant?
Yes, LeadSquared is built with HIPAA compliance at its core. The platform includes encryption for data in transit and at rest, role-based access controls, two-factor authentication, IP whitelisting, and detailed audit logs.
It also operates under a Business Associate Agreement (BAA) and is certified to ISO 27001 and SOC 2 standards.
How quickly can our organization implement LeadSquared’s patient experience platform?
Implementation depends on your workflows, EHR integrations, and the number of locations you operate. Most healthcare organizations are up and running much faster than with enterprise CRMs like Salesforce.
LeadSquared’s in-house implementation team manages the entire process and continues providing support after launch.
Does LeadSquared’s patient experience management software integrate with our EHR system?
Most likely, yes. LeadSquared integrates with many leading EHR and EMR platforms, including CentralReach, AthenaOne, AdvancedMD, Opus EMR, Intellicure, ModMed, OnBase, SimplePractice, and DrChrono.
Patient records, appointments, consent forms, and billing data stay synchronized automatically, reducing duplicate work and keeping everyone on the same page.
Can LeadSquared’s patient experience software support our multi-location practice?
Absolutely. LeadSquared is designed for healthcare organizations with multiple locations. You can manage routing, dashboards, and workflows by location, department, or provider, all from a single platform.
Whether you have a handful of clinics or dozens of sites, everything stays connected without extra manual coordination.
How does LeadSquared differ from Salesforce or HubSpot for patient experience management?
Salesforce and HubSpot are general-purpose CRMs built primarily for sales. LeadSquared is designed specifically for healthcare, with built-in HIPAA compliance, EHR integrations, patient engagement automation, feedback management, and AI-powered call handling.
It also typically requires less customization, deploys faster, and has a lower total cost of ownership.
How does Invorto Voice AI Co-Pilot improve the patient experience?
Invorto Voice AI Co-Pilot answers patient calls 24/7, helping with appointment booking, follow-ups, and common questions. During each conversation, it analyzes patient sentiment in real time and adapts its responses.
If someone needs extra care or clinical support, the call is transferred to the right staff member along with the full conversation history, so patients never have to start over.
