HIPAA-Safe Patient Review Request System
A done-for-you healthcare automation built for the Patient Experience Coordinator, connecting Twilio, Google Sheets, and Podium so the work below happens on its own.
What this automation does, step by step
Three days after a completed visit, this automation sends a short review request that references only the fact that the patient visited the practice, never the reason for the visit, the diagnosis, or any treatment detail, keeping the message fully clear of protected health information.
The request only goes out to patients who have an active consent to be contacted on file, and it automatically excludes anyone flagged as a sensitive or high-risk case.
Patients who respond positively are routed to a public review link for Google or Healthgrades, while anyone who indicates dissatisfaction is routed privately to the patient experience coordinator instead of a public platform.
Practices using this approach see review volume climb steadily without ever putting a compliance officer at risk.
- Practice management software
- Zapier or Make.com
- Twilio or email (review request delivery)
- Podium or BirdEye (review routing and publishing)
- Google Sheets (consent and exclusion list)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, a patient experience coordinator spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Review requests timed to the moment the job is done
- Instant manager alerts when a customer reports a problem
- Alerts when a new review needs a response
- Survey and NPS results that reach the people who can act
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