About This Automation
Review requests and referral tracking are critical for clinic growth but consume significant staff time when done manually. Staff compose generic messages, manually enter referral data, and inconsistently follow up with leads and non-reviewers.
Automation sends personalized review requests immediately after appointments, captures referral information via web forms, and automatically creates contact records. Follow-up reminders are sent on schedule, and referral sources are tracked in the system without manual intervention.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The clinic management system sends a webhook when an appointment status changes to complete. The automation receives the patient name, phone, email, and treatment type.
Patient record is created or updated with appointment and treatment details. This ensures a single source of truth for all patient interactions.
An SMS message is sent immediately to the patient with a direct link to the review platform (Google,, or clinic website). The message includes the patient's first name and treatment type.
An email is sent with a simple web form asking the patient to provide referral details. The form captures the referred person's name, phone, and email in a structured format.
When a referral form is submitted, a new contact is created and an SMS is sent to the referred lead introducing the clinic and offering a first-time discount.
The automation polls and Google My Business daily to detect new reviews from the clinic's patients. When a review is found, it is logged.
Seven days after the initial review request, if no review has been submitted, a follow-up SMS is sent to the patient with a reminder and incentive.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Gmail
Google Sheets
Twilio
TrustpilotWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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