PatientTrak

PatientTrak is a healthcare technology company based in Franklin, Wisconsin, providing patient engagement and flow management solutions. Founded in 2006, the company develops software that helps healthcare organisations manage patient tracking, check-ins, text communication, reputation management, and surveys. It integrates with major Electronic Health Record (EHR) systems, including Epic and Cerner.

The company was founded after its founder, Philip Trimble and his wife Marie, an Emergency Department (ED) nurse identified inefficiencies in emergency department workflows. The initial idea was to replace traditional whiteboards with digital patient-tracking tools. Over the years, PatientTrak expanded its services to support hospitals, clinics, and healthcare providers in improving patient experience and operational efficiency.

PatientTrak offers various solutions to manage patient arrivals, communication, and feedback. Its Patient Flow system reduces wait times by tracking patients throughout their visit. The HIPAA-compliant Text Messaging tool enables direct communication between providers, patients, and families. The Reputation Management system helps healthcare providers collect feedback through automated surveys and AI sentiment analysis to improve online ratings.

The platform integrates with healthcare systems via APIs and HL7 standards, allowing seamless connections with other software. It is used by healthcare providers, including Ascension, Houston Methodist, and Trinity Health. The company claims its solutions have reduced patient wait times by up to 63%.

James Hermann is the Chief Executive Officer of PatientTrak. The company operates with a focus on optimising patient satisfaction and workflow efficiency. It provides scalable solutions that can be implemented in hours, not months, offering full customer support to ensure adoption and success.

PatientTrak was founded in 2006 in Franklin, Wisconsin, as a healthcare technology company focused on improving patient flow and engagement. The idea for the company came from Philip Trimble, who, after a conversation with his wife, an emergency department nurse, identified challenges in tracking patients using traditional whiteboards. The existing system required staff to check a single fixed location for patient status updates, making it inefficient and time-consuming. To address this, Trimble worked on developing a digital system that would provide real-time patient tracking and improve communication among healthcare providers.

Initially, PatientTrak focused on electronic patient tracking systems for emergency departments. The company’s software replaced whiteboards with a digital interface that displayed real-time patient status, locations, and provider assignments. This solution aimed to reduce delays, enhance workflow efficiency, and improve overall patient management. Over time, the company expanded its services beyond emergency departments to other areas of healthcare, including outpatient clinics, speciality care centres, and multi-facility healthcare systems.

As the need for better patient engagement and communication grew, PatientTrak introduced additional features. The platform integrated HIPAA-compliant text messaging, enabling healthcare providers to send appointment reminders, status updates, and post-visit follow-ups directly to patients. This feature also allowed families to receive real-time updates about patient status during care. The company further developed its patient check-in solutions, introducing kiosk and mobile sign-in options, QR code-based arrivals, and virtual waiting rooms to reduce congestion in healthcare facilities.

With the rise of online healthcare reviews influencing patient decisions, PatientTrak launched Reputation Management tools. These included automated patient surveys and AI-driven sentiment analysis to help healthcare providers monitor patient satisfaction and improve their online presence. The company integrated its software with major Electronic Health Record (EHR) systems such as Epic and Cerner, allowing seamless data exchange and workflow automation.

As the platform evolved, healthcare organisations reported improvements in patient experience, reduced wait times, and increased operational efficiency. PatientTrak’s solutions helped providers track patient flow from arrival to discharge, ensuring better resource utilisation. The company partnered with several healthcare brands, including Ascension, Houston Methodist, Trinity Health, and Keck Medicine of USC, to implement its solutions at scale.

In recent years, PatientTrak has focused on expanding its offerings to cover the entire patient journey, from pre-visit scheduling to post-visit follow-ups. The company developed tools for self-scheduling, digital forms, broadcast messaging, and provider transparency to ensure patients receive timely information and engagement. It also enhanced its integration capabilities, allowing healthcare providers to use APIs and HL7 standards to connect with their existing systems.

Today, PatientTrak continues to work on improving patient engagement, communication, and operational efficiency in healthcare facilities. Led by CEO James Hermann, the company has a team of 11-50 employees and provides solutions to a wide range of healthcare organisations. Its focus remains on reducing wait times, improving patient satisfaction, and optimising workflows through digital technology. The company aims to further develop its platform and support healthcare providers in delivering more efficient and seamless patient experiences.

PatientTrak’s mission is to help healthcare providers improve patient flow, communication, and engagement through technology. The company provides digital solutions that reduce wait times, enhance patient satisfaction, and optimise healthcare operations. By offering real-time patient tracking, self-check-in, HIPAA-compliant text messaging, and reputation management, PatientTrak ensures a smoother patient journey. The platform integrates with Electronic Health Records (EHR) systems like Epic and Cerner to improve efficiency. PatientTrak’s goal is to create a seamless healthcare experience where patients receive timely care, staff work more effectively, and organisations achieve better outcomes through improved patient interaction and workflow management.

PatientTrak wants to make healthcare better by improving how patients move through their visits, how staff communicate, and how hospitals and clinics work. The company creates digital tools to help track patients in real-time, allow easy check-ins, send messages, and collect feedback. By making these tools better and connecting them with healthcare systems, PatientTrak aims to make patient visits simple and less stressful. The goal is to help healthcare providers build good relationships with patients while improving care and efficiency. PatientTrak works to be a trusted partner in making healthcare smoother and more patient-friendly through technology.

PatientTrak has been recognised for its contribution to improving patient flow, engagement, and communication in healthcare. The company’s solutions have helped hospitals and clinics reduce wait times and enhance patient satisfaction, earning positive feedback from industry professionals. Many leading healthcare providers, including Ascension, Houston Methodist, and Trinity Health, use PatientTrak’s technology. The platform’s HIPAA-compliant messaging, check-in solutions, and reputation management tools have been acknowledged for improving efficiency and patient experience. PatientTrak’s success is reflected in its partnerships with major Electronic Health Records (EHR) systems like Epic and Cerner, making it a trusted name in healthcare technology solutions.

PatientTrak provides digital solutions to help healthcare providers manage patient flow, communication, and reputation. The company’s products improve efficiency, reduce wait times, and enhance patient satisfaction. These tools integrate with Electronic Health Records (EHR) systems like Epic and Cerner, allowing healthcare facilities to streamline operations and improve patient experiences.

Patient Flow Management

PatientTrak’s patient flow tools help hospitals, clinics, and healthcare providers track and manage patient visits from arrival to discharge. These tools help reduce bottlenecks and waiting times by giving real-time updates on patient status. The system allows healthcare staff to know where patients are, how long they have been waiting, and what step comes next in their care process. The patient tracking system helps improve staff coordination and resource allocation, ensuring smoother patient movement through the facility.

Check-in and Arrival Solutions

To improve patient check-ins, PatientTrak offers several options, including kiosk sign-ins, mobile sign-ins, and QR code-based arrivals. Patients can check in using a self-service kiosk at healthcare facilities, reducing the need for staff involvement. Mobile sign-ins allow patients to check in using their smartphones, providing a contactless and convenient process. QR code arrivals enable patients to scan a code at the entrance, notifying staff that they have arrived. These solutions help reduce crowding in waiting areas and improve patient experience.

HIPAA-Compliant Text Messaging

PatientTrak’s text messaging services allow healthcare providers to communicate securely with patients and their families. This system supports appointment reminders, pre-visit instructions, status updates, and post-visit follow-ups. Conversational text messaging enables real-time communication between patients and healthcare providers, improving engagement. Broadcast messaging allows providers to send updates to multiple patients at once, keeping them informed about schedule changes or important notices. The messaging service is fully HIPAA-compliant, ensuring patient data security and privacy.

Reputation Management

PatientTrak helps healthcare organisations manage their online reputation by collecting and analysing patient feedback. The system includes automated surveys that ask patients about their experience, helping providers identify areas for improvement. AI sentiment analysis processes survey responses to detect trends and concerns. The system also enables healthcare providers to send review requests to patients, encouraging them to leave positive feedback on platforms such as Google and healthcare review sites. Review site monitoring allows providers to track and respond to patient reviews, helping maintain a strong online presence.

Digital Forms and Self-Scheduling

PatientTrak offers digital forms to eliminate paperwork and speed up the registration process. Patients can complete forms online before their visit, reducing waiting times and improving accuracy. Self-scheduling allows patients to book appointments online at their convenience. This system helps providers manage their schedules more efficiently while offering flexibility to patients.

Integration with EHR and IT Systems

PatientTrak integrates with major healthcare systems using HL7 and API connections. This allows seamless data exchange between PatientTrak and Electronic Health Records (EHR) systems. By connecting with existing IT infrastructure, PatientTrak enhances workflow efficiency without requiring major system changes.

Ongoing Support and Training

PatientTrak provides full customer support to ensure healthcare providers can use its tools effectively. The company offers training sessions, onboarding assistance, and ongoing technical support. This ensures that providers can fully utilise PatientTrak’s solutions to improve patient care and operational efficiency.