Secure CRM, automated patient journeys, and two-way SMS and email in English and Spanish — all under a signed BAA, with PHI kept out of every ad platform. Built for FQHCs, STD and PrEP clinics, and urgent care across South Florida and the Southeast.
Most clinics run marketing on tools that were never designed to hold protected health information. VaultStream replaces the spreadsheet, the personal cell phone, and the consumer CRM with one system your privacy officer can actually sign off on.
Encrypted contact records, visit history, and communication logs with role-based access. Front desk sees what front desk needs. Outreach sees what outreach needs.
Appointment reminders, no-show recovery, PrEP refill nudges, and 90-day re-test cadences that run on their own instead of depending on whoever has a free minute.
Patients reply in the language they speak and staff answer from one shared inbox. Every thread is logged against the patient record — not lost in someone's texts.
Signed Business Associate Agreements, documented access controls, and a clear record of which vendors touch which data — so an audit is a document request, not a scramble.
Conversions are measured without pushing diagnoses, appointment types, or identifiers into ad platforms. You still get attribution. Meta and Google still get nothing they shouldn't.
New patients, kept appointments, recovered no-shows, and channel performance in one view — the numbers your board and your grant reports actually ask for.
The usual failure is a clinic bolting a consumer CRM onto a healthcare workflow, then hoping nobody looks too closely. VaultStream is built the other way around: the data layer is locked down first, and the outreach tools are given only what they are allowed to see.
You are not rebuilding your clinic around a new system. We migrate what you have, document what we touch, and turn journeys on one at a time.
We sign the Business Associate Agreement, map who needs access to what, and document the vendors already touching patient data.
Contacts come out of spreadsheets, personal phones, and legacy tools into one deduplicated record with consent and language preference attached.
Reminders, no-show recovery, and re-test cadences are written for your service lines, reviewed by your team, and translated — not machine-dumped.
Journeys switch on in sequence so staff can absorb the reply volume. From there we review kept appointments and recovered no-shows every month.
There is no certification body that blesses software as HIPAA-compliant, so treat that phrase with suspicion anywhere you see it. What we provide is the substance behind it: a signed BAA, encrypted storage and transport, role-based access, audit logging, and written documentation of how patient data moves between systems.
Yes. What changes is what leaves your building. Instead of firing pixels that carry appointment types or identifiers, VaultStream reports de-identified conversion events. You keep cost-per-new-patient reporting; the ad platforms never receive protected health information.
We inventory it first — including the spreadsheets and staff phones nobody lists on the org chart — then migrate, deduplicate, and attach consent status and language preference to each record. Anything we cannot establish consent for gets flagged rather than quietly mailed.
No. Engagements are month-to-month. If VaultStream is not producing kept appointments and recovered no-shows you can see in the reporting, you should not be paying for it.
Front-desk staff work out of one shared inbox for SMS and email in both languages. The automation runs behind it. Most teams are answering patient replies confidently within the first week of go-live.
Thirty minutes, no pitch deck. We will walk your current stack, show you where PHI is leaking today, and tell you plainly whether VaultStream is worth it for your clinic.