Client and family satisfaction survey automation

Purpose

1.1. Automate the collection, processing, and reporting of client and family satisfaction surveys to streamline feedback for continuous improvement, regulatory compliance, and actionable insight in adult foster care environments.
1.2. Eliminate manual survey distribution, tracking, reminder sending, and results collation to ensure every client and family member has an opportunity to provide feedback at scheduled intervals or significant care events.
1.3. Integrate multi-channel communication (SMS, email, voice, forms) to ensure accessibility and increased response rates.
1.4. Facilitate real-time quality assurance dashboard updates for administrators and generate escalation prompts for subpar scores or flagged comments.

Trigger Conditions

2.1. Discharge or transition of a client from care.
2.2. Pre-defined intervals, e.g., 30, 90, 180 days after client admission.
2.3. Upon significant events or milestones (e.g., care plan review, incident report closure).
2.4. On specific managerial requests or random audits.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable Messaging – Send automated satisfaction survey links via SMS using REST API (POST to /Messages).
3.2. SendGrid
• Feature/Setting: Mail Send V3 API – Email personalized survey invitations with tracking enabled.
3.3. Google Forms
• Feature/Setting: Forms API – Auto-generate, prefill, and distribute unique survey links; set up response collection triggers.
3.4. Microsoft Forms
• Feature/Setting: Forms Connector with Microsoft Power Automate – Auto-send form invitations and log results.
3.5. Typeform
• Feature/Setting: Webhooks/API – Distribute surveys and receive real-time completion notifications.
3.6. SurveyMonkey
• Feature/Setting: Survey Collector API – Automate collector creation and bulk invitation of recipients.
3.7. Airtable
• Feature/Setting: API/Automations – Record responses and trigger follow-up automations.
3.8. Mailchimp
• Feature/Setting: Transactional API – Send batch survey requests, track openings, manage survey mailing lists.
3.9. Salesforce
• Feature/Setting: Survey Automation – Auto-invite via Process Builder or Flow based on client data changes.
3.10. HubSpot
• Feature/Setting: Workflows + Feedback Surveys – Trigger survey email on workflow actions.
3.11. Zoho Forms
• Feature/Setting: Integrations & Webhooks – Auto-send forms and log submissions.
3.12. Jotform
• Feature/Setting: API with Action Buttons – Dynamically prefill and distribute surveys.
3.13. Slack
• Feature/Setting: Incoming Webhooks – Notify care managers of new survey completions or issues.
3.14. Google Sheets
• Feature/Setting: App Script Triggers – Log responses and analyze satisfaction trends.
3.15. Calendly
• Feature/Setting: Webhooks – Trigger surveys after scheduled care meetings.
3.16. DocuSign
• Feature/Setting: Envelope Completed Event – Trigger survey post-care documentation.
3.17. Zendesk
• Feature/Setting: Trigger + Survey Add-on – Send survey after case/ticket resolution.
3.18. Microsoft Teams
• Feature/Setting: Power Automate Connector – Notify team channels of low survey scores.
3.19. Intercom
• Feature/Setting: Custom Bots – Serve in-app surveys post-interaction.
3.20. Qualtrics
• Feature/Setting: API + Distribution Automation – Send and collect surveys based on events/data integration.

Benefits

4.1. Increases survey response rates via multi-channel, timely delivery.
4.2. Reduces administrative burden and error risk with automated scheduling and follow-ups.
4.3. Provides immediate insights and escalation for negative or urgent feedback.
4.4. Ensures compliance with regulatory feedback requirements.
4.5. Centralizes and secures feedback data for easy reporting and trend analysis.