Implementation guide · Follow-Up & Automation Systems
A prospective or existing patient contacts the practice while the front desk is helping people in the clinic. The administrative path must identify the reason for contact, preserve privacy, offer an approved next step, and send clinical questions to the dental team. This guide isolates how reputation management should behave at that moment rather than treating the entire operation as one automation project. Request honest feedback at an appropriate completed-service moment, route private concerns responsibly, and preserve platform and customer-choice boundaries. For this dental practice, the job must use the practice or firm's approved language, records, ownership, and professional boundaries.
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Request honest feedback at an appropriate completed-service moment, route private concerns responsibly, and preserve platform and customer-choice boundaries. For this dental practice, the job must use the practice or firm's approved language, records, ownership, and professional boundaries. The dental team retains diagnosis, treatment recommendations, clinical urgency, patient eligibility, insurance interpretation, and every care decision. The configured system may support only approved administrative response, intake, scheduling, routing, and follow-up.
Run one de-identified or synthetic patient-access inquiry through the configured path and verify that eligible customers receive one neutral request, customer choice remains intact, concerns reach a person, and exclusions and opt-outs are respected. Record the expected state, actual state, exception owner, and corrective action before release. Do not release or continue the automated path when a clinical, urgent, privacy-sensitive, or insurance-specific question cannot be handled by the approved administrative path, or when service completion, permission, platform policy, customer eligibility, concern ownership, or neutral request language cannot be verified. Preserve the record and route the case to the named human owner.
Review one recent patient-access record from first contact through appointment, staff escalation, or documented closure. For Review Growth System, also review eligible completions, requests, exclusions, delivery, feedback routes, opt-outs, staff responses, and documented closure without promising ratings. This is an implementation control, not a performance claim. Validate it with the business's own recent records, approved policies, synthetic or de-identified test cases, and named human reviewers before release.
Implementation control sheet
Request honest feedback at an appropriate completed-service moment, route private concerns responsibly, and preserve platform and customer-choice boundaries. For this dental practice, the job must use the practice or firm's approved language, records, ownership, and professional boundaries.
| Control | Release requirement |
|---|---|
| Required operating inputs |
|
| Release acceptance test | Run one de-identified or synthetic patient-access inquiry through the configured path and verify that eligible customers receive one neutral request, customer choice remains intact, concerns reach a person, and exclusions and opt-outs are respected. Record the expected state, actual state, exception owner, and corrective action before release. |
| Stop condition | Do not release or continue the automated path when a clinical, urgent, privacy-sensitive, or insurance-specific question cannot be handled by the approved administrative path, or when service completion, permission, platform policy, customer eligibility, concern ownership, or neutral request language cannot be verified. Preserve the record and route the case to the named human owner. |
| Human boundary | The dental team retains diagnosis, treatment recommendations, clinical urgency, patient eligibility, insurance interpretation, and every care decision. The configured system may support only approved administrative response, intake, scheduling, routing, and follow-up. |
Approved service, location, scheduling, privacy, and escalation rules The practice-management record and staff owner for each booking exception Eligible completion event, approved request, channel permission, timing, frequency, and exclusion rules Concern-routing owner, suppression, platform-policy review, response approval, and closure state
The dental team retains diagnosis, treatment recommendations, clinical urgency, patient eligibility, insurance interpretation, and every care decision. The configured system may support only approved administrative response, intake, scheduling, routing, and follow-up.
Run one de-identified or synthetic patient-access inquiry through the configured path and verify that eligible customers receive one neutral request, customer choice remains intact, concerns reach a person, and exclusions and opt-outs are respected. Record the expected state, actual state, exception owner, and corrective action before release. This is an implementation control, not a performance claim. Validate it with the business's own recent records, approved policies, synthetic or de-identified test cases, and named human reviewers before release.