The ask depends on who is at the desk
Reviews come in when a hygienist remembers to mention it at checkout. With two columns running and a walk-in emergency, nobody does, and the profile sits still.
Dental practicesReviews
Review requests that go out after the visit, from the same record that booked it.
A text to the patient after the hygiene visit or the crown seat, written so it says nothing about treatment, and one inbox the front desk replies from.
Where it goes wrong today.
A dental review request can say too much
A text that thanks a patient for “today’s root canal” is a HIPAA problem. Most offices skip the request because nobody is sure what wording is safe.
Negative reviews sit unanswered for weeks
The one-star review about a billing surprise shows up on a Saturday. By Monday, prospective patients have read it with no reply underneath.
How it works for dental practices.
Mark the visit complete and the request is queued
When the front desk checks the patient out in the CRM, a review request is scheduled for that evening. New-patient exams, hygiene visits and restorative appointments use the same trigger. You choose the delay.
The text names the practice, not the procedure
The message says thanks for visiting, names your practice and the hygienist if you like, and links to your Google Business Profile. It never mentions a procedure, a tooth or a diagnosis. Every patient with SMS consent gets the same message; Ottimo does not screen patients by how happy they seemed.
Reply from one inbox, carefully
New reviews land in the same inbox as your texts and form replies. For a negative review, the template thanks the writer, invites a call, and does not confirm they were a patient or discuss their care. The office manager approves it before it posts. See how to ask for Google reviews.
Illustrative example
What a day looks like.
- Monday eveningThe afternoon hygiene column is checked out. Review requests go to each patient who consented to texts, one message each.
- Tuesday morningA patient who had a crown seated yesterday leaves a review. The front desk replies with a thank-you from the inbox.
- WednesdayA new-patient exam ends with the patient asking for a copy of their X-rays. The request goes out that evening like any other.
- ThursdayA review complains about the wait time. The office manager sends a reply that apologizes for the wait and invites a call, without confirming the visit.
- FridayA patient with no mobile number on file gets the request by email instead.
An illustrative example of how the system runs, not a measured result.
More for dental practices.
Dental practicesThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentNew-patient calls answered while the desk is with a patient.WebsitesA page for every procedure, every toothache, and every town you draw from.CRM and follow-upEvery new-patient call, form and unscheduled treatment plan on one record.
Questions dental practices ask
Is the review request HIPAA-safe?
The text holds no treatment information: no procedure, diagnosis or tooth number, only your practice name, a thank-you and a link. Ask us what agreements are in place and where data is stored; we answer in writing before you go live.
Can we only ask patients who had a good visit?
No. Ottimo sends the same request to every patient after a completed visit. Selecting who gets asked is review gating, which Google’s review policies do not allow. If a visit went badly, the front desk can pause that patient’s request and call instead.
Does Ottimo write reviews for us?
No. Ottimo never writes, edits or posts a review on a patient’s behalf. It sends the request and helps you reply.
Do patients need to consent to texts first?
Yes. The request goes only to patients who gave SMS consent on your intake form or at the desk. Anyone else gets it by email or not at all.