Patient Prism captures and analyzes every interaction at the top of your lead funnel — phone calls, and depending on your setup, form fills and online bookings. Many organizations want to pull that data into their own database, data warehouse, or BI tools to combine it with other sources and build custom reporting.
This article explains the options available and helps you choose the right one. Detailed setup instructions live in the companion articles linked below.
Your Options at a Glance
| Method | How it works | Best for |
|---|---|---|
| Scheduled Exports | Patient Prism automatically delivers export files (e.g., CSV) to your cloud storage bucket on a recurring schedule | Recurring ingestion into a database or data lake, with no code required on the Patient Prism side |
| GraphQL API | Your application queries Patient Prism directly for raw call records or pre-computed metrics | On-demand querying, custom analyses, and live internal dashboards |
| Transcripts API | A REST endpoint that returns the transcript for an individual call | Ingesting full call transcripts (available only via API) |
| Webhooks | Patient Prism pushes data to an endpoint you host as events occur | Event-driven architectures where you'd rather receive data than fetch it |
Raw Data vs. Pre-Computed Data
Whichever method you choose, there are two kinds of data you can pull:
- Raw records — The full detail of every individual call, form fill, or online booking: caller classification (new vs. existing patient), booking status, connection status, call summary, UTM and attribution data, segments, estimated revenue, and more. Choose this if you want to run your own analyses.
- Pre-computed metrics — Patient Prism's own server-side roll-ups: totals of new and existing patient opportunities booked and not booked, connected vs. missed calls, cancellations, median lead times, and estimated revenue — aggregated by location, segment, UTM campaign, or referring source. Choose this if you just need the answers and would rather let Patient Prism do the calculation.
Both Scheduled Exports and the GraphQL API support both kinds. Anywhere you see the Export button in the platform — including the pre-computed reporting tables under Analyze → Performance — you can schedule that view as an export. Likewise, the GraphQL API is the same API that powers the platform's own reports, so any metric you see on screen can be fetched directly.
Which Should You Use?
Choose Scheduled Exports if you want the simplest path to landing data in your warehouse on a schedule. You link a cloud bucket (Amazon S3, Azure Blob Storage, or Google Cloud Storage), define a cadence, and Patient Prism drops files in automatically. Most customers then use file-created events in their bucket to kick off an ingestion pipeline. There's no code to write on the Patient Prism side, and no authentication, pagination, or rate limiting to handle.
Choose the API if you need call transcripts (which are only available via API), want pre-computed metrics delivered on demand, are building a real-time internal dashboard, or prefer a direct integration over file-based ingestion. Your team writes and maintains the connection.
Choose webhooks if your architecture is event-driven and you'd rather receive data at an endpoint than fetch it. For most warehouse-ingestion use cases, exports or the API are simpler.
These aren't mutually exclusive — you can run scheduled exports for raw data while also querying the API for metrics, and you can create as many exports as you need.
What You'll Need No Matter What
A service account. Both scheduled exports and API tokens are scoped to the user who creates them — not to your company. If that user is ever deactivated, your exports stop and your tokens break. We strongly recommend creating a dedicated service account with the Company Admin role and access to all locations to own your integrations. Each setup article covers this in detail.
A technical notification contact. Designate who at your organization should be alerted if something breaks — for example, failed authentication on an integration or a significant unexpected change in data volume. This is configured under Manage → Companies → [your company] → Notifications.
A little patience with fresh data. Every incoming interaction kicks off extensive machine-learning analysis, and call data can legitimately change after the fact — for example, a "not booked" call flips to "booked" when your team follows up and converts the patient later that day. Best practice is to ingest data with roughly a 24-hour buffer so you're pulling solidified records. See the API article's best practices section for details.
Next Steps
- Setting Up Scheduled Exports — Step-by-step walkthrough: creating a service account, linking your cloud bucket, configuring the export, and testing it.
- Connecting to the Patient Prism API — Full detail on the GraphQL and transcript APIs: authentication, the call record object, attribution data, and pipeline best practices.
Questions, or want help deciding? Contact Patient Prism support — we're happy to jump on a call and walk through your use case.