Managing Your Dental Practice’s Reviews the Right Way

These days, online reviews carry just as much weight as personal recommendations, especially for dental practices. Whether patients are looking for a new dentist, checking your credentials, or deciding whether to book that first appointment, your reviews play a major role in shaping their decision. The good news is, with the right approach, reviews can become one of your biggest marketing assets!

Here’s how to manage your dental practice’s reviews the right way, without it taking up all your time:

1. Prioritize Google reviews
2. Respond to every review
3. Automate review requests
4. Showcase reviews the legal way 
5. Monitor your online reputation regularly
6. Build a review strategy into team culture

1. Prioritize Google Reviews

Google reviews play the biggest role in building visibility and trust online. Most people will see your Google Business Profile before they even visit your website, which makes those star ratings and written reviews incredibly influential.

Why Google reviews matter most:

• They boost your local SEO, helping your practice show up higher in search results.
• Star ratings appear right in Google Maps and search listings.
• Patients often compare practices based on review score, quantity, and recency.

Best practices:

• Ask happy patients to leave a review right after their appointment.
• Use simple language when asking (e.g. “Would you mind sharing your experience on Google?”).
• Make it easy with a direct link or QR code at checkout.

2. Respond to Every Review (Yes, Even the Bad Ones)

Engaging with reviews shows that your practice is attentive, caring, working to get better, and professional. Whether a review is positive or negative, it’s an opportunity to show prospective patients how you handle feedback and shape their perception of your practice.

How to respond well:

• Respond in a timely manner.
• Thank patients for positive reviews and personalize responses by mentioning something specific they said.
• For negative reviews, stay calm and polite. Acknowledge their concern and invite them to follow up privately.
• Avoid using the same response for every review, as it can come across as impersonal.
• Never argue or get defensive. A professional response can actually boost your credibility more than a perfect rating.

3. Automate Your Review Requests

If after their appointment, a patient expresses how positive their experience has been,  it could be a perfect time to ask for a Google review. However, manually asking for reviews each time, especially on a busy day, can be hit or miss. That’s where automation comes in. Using a review request system tied to your practice management software or appointment reminders can increase your review volume without adding more to your plate.

Ways to automate the process:

• Send an automated text or email after each appointment asking for a review.
• Include a direct Google review link in your post-appointment follow-up.
• Offer a small incentive, like entry into a monthly draw or a free dental goodie bag, to encourage leaving a review.

Why it works:

• It’s timely – patients are more likely to respond right after a good experience.
• It helps build a steady stream of recent reviews.
• You get more reviews without more admin work.

4. Showcase Reviews the Legal Way

When potential patients see real people with positive experiences at your practice, it can build credibility, boost conversions, and make your online presence more persuasive. However, you must check your area’s regulations before publishing a testimonial or review in any of your marketing material, including on your website or social media. This is due to dental advertising regulations, privacy laws, and HIPAA compliance. 

Ways to highlight reviews (if allowed in your practice’s location):

• Add a button or footer link that takes users to your Google review feed.
• Ensure reviews in digital ads or social posts don’t mention personal health information or specific providers. Keep it general and anonymous.
• Turn short quotes into eye-catching graphics. Just make sure the content doesn’t identify the patient.

Pro tip: Keep the reviews fresh. Seeing a 5-star review from last week carries more weight than one from years ago. But always check the regulations for your area before posting any testimonials or reviews!

5. Monitor Your Online Reputation Regularly

Reputation management isn’t a one-and-done task. Staying on top of new reviews and knowing what people are saying about your practice helps you respond quickly and keep a strong public image.

How to stay on top of it:

• Set up alerts for new Google and Facebook reviews.
• Use a review monitoring tool that aggregates all platforms into one dashboard, such as Birdeye.
• Assign someone on your team to check weekly and flag anything that needs a response.

Why it matters:

• Shows patients you’re paying attention.
• Helps you catch and respond to any issues early.
• Encourages a culture of accountability and growth.

6. Build a Review Strategy Into Team Culture

Your team plays a huge role in the patient experience, which means they’re also part of your review strategy. When your staff understands the impact of great reviews and how to encourage them naturally,  your practice benefits from stronger word-of-mouth and higher trust.

How to involve your team:

• Train front desk staff on how and when to ask for reviews.
• Celebrate great reviews in team meetings to build motivation.
• Use reviews as a tool for internal feedback and team recognition.

Fun idea: Create a “Review of the Month” wall in the staff room or patient area to keep the positivity flowing.

Turning Reviews Into a Growth Tool

Managing your dental reviews the right way is all about building trust, creating a positive patient experience, and making your practice the easy choice in a competitive market. It is also very important to make sure you comply with all privacy laws in your area. With the right tools and a bit of consistency, you can turn reviews into a growth tool for your practice.Want help setting up a review strategy or monitoring your online reputation? Reach out to our team at SmileShop Dental Marketing so we can help you take control of your reviews and turn them into results!