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.
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.
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