REVIEWS AND REPUTATION
Patients read your reviews before they read anything else.
We set up review requests that go out at the right moment, and we write replies that are warm, prompt and never confirm that someone is a patient.
TL;DR
Reputation management means asking patients for reviews in a consistent way and replying to the ones you get. It matters for clinics because reviews weigh heavily in both patient choice and local search. Healthcare adds a rule most businesses do not have: a reply cannot reveal that someone is a patient or anything about their care. We build the whole process around that.
Part of Get Found
WHERE IT LEAKS
What goes wrong without it.
Happy patients leave without being asked, so reviews trickle in.
The most recent review is months old.
A frustrated reply to a bad review reveals details about a visit.
Staff ask for reviews when they remember, which is not often.
Reviews pile up on one site while others sit empty.
WHAT WE DO
The pieces, and what each one does.
Asking
A simple, consistent request after a visit, sent to everyone the same way.
- A review request by text or email after an appointment
- Wording that asks for honest feedback and makes no mention of the treatment
- Every patient asked the same way, with no filtering by how happy they seem
- A direct link so leaving a review takes under a minute
- Sent only to patients who have agreed to be contacted that way
HEALTHCARE NOTES
The rules this runs under, and how we handle them.
Replies cannot confirm a patient
Under HIPAA, a practice generally cannot disclose that someone is a patient without authorization, and regulators have penalized practices over review replies that did. Our replies stay general and take the conversation offline.
No review gating, no paid reviews
We ask every patient the same way and do not steer unhappy patients away from public sites. We do not offer rewards for reviews. Both practices run against platform rules and consumer protection rules on reviews and endorsements.
Request messages stay minimal
A review request names your practice and asks for feedback. It does not mention the treatment, the provider's specialty or anything else that hints at why the patient came in. Messages go through tools covered by a Business Associate Agreement.
Testimonials need written consent
Using a review or a photo in your marketing is different from a patient posting one. That needs written authorization on file with you. We work alongside your compliance counsel on the form and the wording.
We work alongside your compliance counsel. We aren’t lawyers, and nothing here is legal advice. How we handle HIPAA and ad rules
WHAT YOU GET
In your hands, in your accounts.
- A review request flow tied to completed appointments
- Approved wording for requests and replies
- Replies to new reviews under rules you sign off on
- Monitoring across Google and the main healthcare review sites
- Reporting of fake or abusive reviews through platform channels
- Review counts and themes in your monthly report
WHO USES IT
Specialties that lean on this most.
- Med Spas and AestheticsInjectables, lasers, skin and body treatments
- DentalGeneral, family, cosmetic and specialty dental practices
- Chiropractic and Physical TherapyChiropractic, physical therapy and rehab clinics
- Wellness ClinicsIV therapy, hormone and weight loss clinics
- Mental and Behavioral HealthTherapy, psychiatry and behavioral health practices
BEFORE YOU ASK
Frequently asked.
Not with any detail. Even if the reviewer described their visit, your reply cannot confirm they are a patient or discuss their care. We write a calm, general reply and invite them to contact the office directly.
We do not recommend it and we will not set it up. Asking only satisfied patients, or steering unhappy ones to a private form, is known as review gating. Platforms prohibit it and regulators have acted against it.
Only the platform can remove a review, and only if it breaks their rules. We report reviews that are fake, abusive or about the wrong business. Honest negative reviews stay, and a good reply often helps more than removal would.
No. Paying or rewarding people for reviews breaks the rules of the main review platforms and can be treated as deceptive. We keep requests simple and unconditional.
WORKS WITH
Local SEO and Google Profile
We run your Google Business Profile every week, clean up your listings, and build the treatment and location pages that help you show up in local search.
ExploreInstant Patient Follow-Up
We set up instant replies to forms, texts and missed calls, plus confirmations and reminders, all on messaging tools that will sign a Business Associate Agreement.
ExploreRebooking, Recall and Memberships
We set up recall, rebooking and membership follow-up so patients and clients come back when they are due, without your team chasing a list by hand.
Explore
See where patients are slipping away.
Get a free Patient Growth Audit in 2 business days. It includes a tracker and compliance scan. No obligation.