Reviews and reputation management
Patients read reviews before they call. We help you collect more of them, answer them well and keep your profiles accurate.
In plain words
Reviews and reputation management is the ongoing work of asking patients for reviews, replying to the ones you receive and keeping your public listings correct. Patients usually read what others say about a practice before they call, and search engines and AI assistants use reviews as one of the signals for which practices to show. We run the process for you so it happens after every visit, not only when someone on your staff has a free moment.
This is a good fit if
- You provide good care but have only a handful of reviews, or most of them are several years old
- Your front desk has no time to ask for reviews or to check several sites for new ones
- You are unsure how to answer a negative review without saying anything about the patient
What you get
The concrete pieces we deliver, in plain language.
Review requests after visits
Each patient receives a short text or email after the appointment with a direct link to leave a review.
One review dashboard
Reviews from Google, Healthgrades, Yelp and other sites appear on a single screen, so nobody has to check each site separately.
Drafted replies for approval
We write a reply to each review for you to approve, worded so it never reveals or confirms any patient information.
Managed Google Business Profile
We keep your Google listing current with accurate hours, services, photos and regular posts, so patients find correct information when they search.
New review alerts
You get a notification when a review needs attention, such as a low rating or a complaint, so it is not left unanswered.
Reviews on your website
Your published reviews are shown on your own site, where visitors can read them while deciding whether to book an appointment.
How it works
Review your profiles
We look at where your practice is listed, what patients have written and what is out of date. You give us access to your Google Business Profile and other listings, or we help you claim them.
Set up requests
We write the request messages and decide with you when they go out after a visit. Because this uses patient contact details, it is set up with HIPAA requirements in mind and with your compliance contact.
Agree on replies
We settle the tone of your replies and who approves them. You name one person at the practice who can read drafts and say yes or ask for changes.
Run and report
Requests go out, we watch for new reviews, draft replies and keep your profile updated. You approve replies and tell us about changes such as new hours, providers or services.
The tools involved, explained
What each one is, and how we use it for your practice.
Google Business Profile
This is the free listing that shows your practice in Google Search and Google Maps, with your rating, hours and photos. We manage it on your behalf and keep its details accurate.
Review management platform
This is software that gathers reviews from many sites into one place and sends the requests to patients. We set it up, connect your listings and handle it day to day.
Text and email messaging
These are the two channels patients are most likely to see shortly after an appointment. We use them to send one polite request with a link that opens the review form directly.
AI language models
These are programs that can write a first version of a text from instructions. AI drafts the replies, then our team reviews and edits each one before it reaches you for approval, and it never gives medical advice.
Words you will hear
- Review gating
- The practice of asking only satisfied patients for public reviews, which review sites prohibit and which we do not do.
- Star rating
- The average of all scores patients have given your practice on a site, shown as one to five stars next to your name.
- Listing
- The page a site such as Google, Healthgrades or Yelp keeps about your practice, showing your name, address, phone number and reviews.
The details
Your star rating is often the first thing a new patient sees, and reviews are one of the signals search engines and AI assistants use when they decide which practice to show.
What we do
- Review requests sent by text or email after a visit
- Monitoring of Google, Healthgrades, Yelp and other sites in one place
- Drafted replies for your approval, written so they never reveal patient information
- Google Business Profile management: photos, services, hours and posts
- Alerts when a new review needs attention
- Reviews displayed on your website
We ask every patient the same way and do not filter who gets a request. That keeps your reviews honest and within the rules of the review sites.
Questions we hear
How do the review requests work, and what do you need from us to get started?
After a visit, we send the patient a request by text or email asking them to leave a review. To set that up, we need a way to know when a visit has taken place and how to reach the patient, so we work out with your office how that information gets to us. We also need access to your Google Business Profile and your other review profiles so we can monitor and manage them.
Can we send requests only to patients we know had a good experience?
No. We ask every patient the same way and do not filter who gets a request. Selecting only happy patients goes against the rules of the review sites, and asking everyone keeps your reviews honest and your profiles in good standing.
Who writes the replies to reviews, and how do you handle patient privacy?
We draft the replies and send them to you for approval, so nothing is posted without your sign-off. Each reply is written so it never reveals patient information, including in responses to negative reviews where it can be tempting to explain what happened. We also alert you when a new review needs attention so it does not sit unanswered.
How long does it take to see more reviews, and what does the service cost?
Both depend on the practice: your patient volume, how many profiles you have and what shape they are in today. Reviews generally build gradually as requests go out after each visit, and we cannot promise a specific rating or ranking. We start with a free analysis and then give you a plan and a quote based on what we find.
Ready to get started?
Tell us about your practice. We reply within 24 business hours with packages and pricing.