Operational walkthrough

From study brief to compliant deliverable in 3 weeks

Four steps. AI-native delivery. Pharma-grade compliance posture. Your existing analysis stack on the receiving end — we feed the qualitative data your current vendors can't recruit for fast enough.

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Same-week fielding once the brief is locked
License + NPI verified clinician panel
HIPAA Safe Harbor de-identification on every transcript
Verified clinician on a Carevoices research interview
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Study Dashboard 3 Active
0
Days brief to delivery
▲ 2.1%
0
Verified clinicians
▲ 3.5%
0
AI-respondent leak
▼ 1.2%
Response Trend 7 days
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0.4% AI-respondent leak ▲ 2.1%
78% Complete
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Trusted by teams at

Nivella Health
The four steps

What happens between brief and deliverable

A predictable 21-day arc from study brief to compliant deliverable in your analysis stack. Compliance is the throughline — not a bolt-on at the end.

1
Day 1

Brief us

You tell us the study question and audience. Our research agent translates the brief into a structured learning plan with objectives, key questions, and conversation flow. You review and edit before fielding starts.

What you provide

  • Study question (e.g., 'Why are GI oncology specialists switching from Treatment A to Treatment B?')
  • Audience specification (specialty, demographics, practice setting, geography)
  • Stimuli (concept boards, ad creative, message variants — if applicable)

What we deliver

  • Structured learning plan within 24 hours
  • Recruitment-feasibility confirmation upfront — no signing for studies we can't deliver
  • BAA executed, study timeline locked
Plan locked. Fielding starts this week.
2
Days 2–14

We recruit and moderate

The AI moderator runs voice or video interviews with verified clinicians from our panel. License + NPI verification at intake, behavioral fingerprinting across interviews, AI-on-AI fraud detection on every conversation.

What you provide

  • Approve final stimuli + audience parameters
  • Stay on Slack or email for any field-time questions

What we deliver

  • Recruit specialists — 7–14 days for mainstream specialties; 14–28 days for rare subspecialties
  • Run AI-moderated voice or video interviews with 5–7 levels of structured laddering depth
  • License + NPI verified, behavioral fingerprinting, AI-on-AI fraud detection on every interview
0.4% verified AI-respondent leak rate (Q3 2025).
3
Days 15–17

We de-identify and deliver

Transcripts and recordings are stripped of identifiers using HIPAA Safe Harbor methodology, then delivered to your team in standard formats your existing analysis stack already accepts.

What you provide

  • Receive deliverable package via secure download
  • Compliance documentation accompanies every deliverable

What we deliver

  • HIPAA Safe Harbor de-identification — all 18 identifiers detected and redacted before delivery
  • Audit log of every redaction event; re-identification key held under BAA, never shared
  • Standard data formats — text, JSON, CSV — work with your existing analysis stack
Compliant deliverable in your hands. BAA-covered, audit-trailed.
4
Days 18–21

You analyze

You analyze the de-identified data using your existing tools and team. We don't replace your analysis stack — we feed it the qualitative data your current vendors can't recruit for fast enough.

What you provide

  • Internal data scientists, research teams, coding partners (Atlas.ti, NVivo)
  • MarketSight, Forsta, Q for survey-cross qual
  • Claude Enterprise, ChatGPT, Gemini for synthesis

What we deliver

  • Provide data in formats every major analysis stack accepts
  • Integration support included in every engagement
  • No analysis layer to lock you in — your stack stays yours
Insights informing decisions inside the launch window.

"We ran 1,203 patient interviews in 48 hours for one sponsor, with HIPAA-grade de-identified transcripts delivered straight into our analysis stack, and the AI moderator went deeper than our human moderators on the first round."

Stephane Nyombaire, CEO, Nivella Health

What you receive

The deliverable package

Every engagement ships with the same four artifacts. Standard formats, BAA-covered, ready for your existing analysis stack.

01

De-identified transcripts

Every interview transcribed with HIPAA Safe Harbor de-identification applied — all 18 identifier categories detected and redacted before delivery. Plain text + JSON + CSV.

> I was diagnosed at [hospital] in [year], and started treatment with [specialist] — Dr. [name] recommended a switch when efficacy plateaued.
02

Voice or video recordings

Raw recordings stored under BAA with retention controls. Available on request when audio access is contracted; default deliverable is the de-identified transcript.

🎙 interview-247-de-id.mp3 · 32:14 · 18 MB · BAA-covered 📹 interview-247-de-id.mp4 · 32:14 · 156 MB · BAA-covered
03

Audit log of redactions

Every identifier-stripping event timestamped and attributed. Pharma compliance teams use this during procurement and post-engagement reviews.

2026-04-28T14:22:08Z · interview-247 · NAME redacted (offset 1024) 2026-04-28T14:22:11Z · interview-247 · DATE redacted (offset 1186) 2026-04-28T14:22:14Z · interview-247 · GEO redacted (offset 1402)
04

Compliance documentation package

BAA, HIPAA Safe Harbor methodology documentation, US data residency commitment, Sunshine Act / Open Payments NPI capture if applicable, IRB-ready protocol templates on request.

✓ BAA — executed pre-engagement ✓ Safe Harbor methodology — documented ✓ US data residency — AWS / GCP US only ✓ Sunshine Act — NPI capture + CMS export
Operational FAQs

What customers ask before signing

Mainstream specialties (oncology, cardiology, GI, neurology, endocrinology): 7–14 days. Rare subspecialties (pediatric oncology, rare disease specialists): 14–28 days. Direct NPI outreach available for ultra-rare specialties. We confirm feasibility upfront before contract — you never sign for a study we can't deliver.
BAA on every healthcare engagement, HIPAA Safe Harbor de-identification methodology documentation, US data residency commitment in writing, Sunshine Act / Open Payments NPI capture and CMS-format export when applicable, IRB-ready protocol templates on request, audit log of every identifier-stripping event. Bundled into every engagement — never a separate line item.
Yes. For workforce or patient research where you want to recruit from your own roster (with consent), we run AI-moderated interviews against your participants. Same compliance posture, same delivery format. Mixed studies (your panel + the Carevoices verified clinician panel) supported in a single engagement at no surcharge.
Fielding starts the same week the brief is locked. The AI moderator runs interviews 24/7 against the verified panel — clinicians choose times that fit their schedule. We monitor quality in real time and auto-replace any interview that fails fraud or quality checks. If a participant inadvertently shares PHI mid-interview ('I was diagnosed at [hospital] on [date]'), our pipeline catches all 18 HIPAA identifiers in transcripts before delivery — the conversational content is preserved, the identifying context is redacted. See the HIPAA Safe Harbor reference guide for methodology detail.
Ready to brief us?

Get a demo

We'll walk through your specific study question and recruitment feasibility on the call. Compliance team welcome — we cover BAA, HIPAA Safe Harbor, US data residency, and Sunshine Act handling on the demo.

30-min walkthrough
Book a Demo

Walk through your research backlog and see a sample compliant deliverable.

BAA, identifier stripping, US data residency
See Compliance Posture

Documentation your compliance team needs for vendor onboarding.