Survey every visit, route unhappy answers into a private recovery queue, and send satisfied patients straight to a public review.
Bring your stack to a call and we will scope it against how your business actually runs.
Book a callA clinic's public reputation is decided in the forty-eight hours after a visit, and almost nobody is working that window. The front desk has closed, the provider has moved on to tomorrow's schedule, and the only patients who say anything are the ones annoyed enough to go looking for your listing. That is a selection problem, not a quality problem. The unhappy patient is motivated. The satisfied patient, who outnumbers them, is not. The public record drifts away from what actually happens in the building.
The second loss is operational. A patient who waited fifty minutes past their slot, or who could not get a callback about a prior authorization, or who felt rushed by a provider they had not met before, tells nobody who can fix it. The complaint resurfaces three weeks later as a public one-star review that names a staff member. By then it is a reputation incident rather than a process defect, and the fix costs ten times what it would have cost on the day.
Where the money leaks is referral and conversion. New patients choose between clinics on a phone, in under a minute, and the deciding inputs are review count, recency and star average. A practice with a thin, stale and negatively skewed review profile pays more for every acquired patient and converts fewer of the ones it already paid to reach. Meanwhile the patients who would have written a glowing review were never asked, because asking is a manual task that competes with checkout, and checkout always wins. This build removes the asking from human hands and puts a decision gate in front of it: survey privately first, repair privately, and only invite public reviews from patients who have already told you they are happy.
A single Patient Experience pipeline carries every surveyed visit. It is a service-recovery queue, not a sales pipeline, and it is the only place a complaint is allowed to live.
Create these on the contact record. Keep every one of them free of clinical content.
BO is the platform's AI assistant. In this build BO does four things and is forbidden from doing anything else.
Guardrails, enforced in the prompt and in the workflow structure:
Trigger: appointment status changes to Showed on any provider calendar, or an inbound visit-completed webhook from the practice management system.
Conditions, all must pass:
Actions in order:
Stop and exit conditions: any inbound reply from the contact; survey_score populated; any opt-out keyword; do-not-survey added mid-run; 72 hours elapsed since dispatch. Maximum two outbound messages per visit, ever.
Trigger: inbound SMS or survey submission on a contact carrying survey-sent.
Conditions and branches:
Stop and exit conditions: contact has sms-opted-out; opportunity already in Escalated - Clinical or Legal; a score already exists for this last_visit_date, which prevents double-scoring from a duplicate reply.
Trigger: tag detractor added, or opportunity enters Detractor - Needs Contact.
Actions in order:
Stop and exit conditions: do-not-survey added; escalation lexicon match at any point; opportunity moved to Escalated - Clinical or Legal. A detractor is never enrolled in a review invitation from the same visit, and is excluded from the next survey cycle as well.
Trigger: tag promoter added.
Conditions: no review-posted tag in the last 180 days; review_invite_sent_date empty or more than 90 days ago; no open recovery opportunity on the record.
Actions in order:
Stop and exit conditions: review-posted detected; any opt-out keyword; any escalation lexicon match; a negative public review appearing on the record. Hard cap of two review asks per cycle and no more than two per patient per year.
Trigger: tag passive added.
Actions in order:
Stop and exit conditions: opt-out, escalation match, or do-not-survey. Passives receive at most two messages.
Trigger: a new public review is detected on any connected listing.
Conditions and branches:
Stop and exit conditions: human discards the draft; review is removed by the platform it was posted on. BO's posting permission is never granted: approval is a required gate by design, not a setting.
Trigger: review detected with rating 1-3, or a review verbatim matching the Escalation Lexicon at any rating.
Actions in order:
Stop and exit conditions: task closed; review withdrawn. Invitation pause lifts automatically after 24 hours unless manually extended.
Trigger: scheduled, Monday 07:30 local, plus the first of each month.
Actions in order:
Stop and exit conditions: none; this is the heartbeat of the build. If the report stops arriving, treat it as an outage.
The clinic stops discovering its problems in public. Complaints arrive privately, on the day, in a queue with an owner and a clock, which is the only arrangement where a complaint is cheap to fix. Review volume rises because the ask is automatic and goes to the right people, and the star average rises not because anything was gamed but because the satisfied majority is finally being asked at the same rate as the unhappy minority.
The second change is less visible and worth more: the practice acquires a continuous read on its own operations. Wait times, phone access, billing friction and front-desk conduct arrive as tagged counts every month instead of as anecdotes in a staff meeting. That turns reputation work into process work.
Metrics to watch:
This is a patient-experience system, not a clinical one, and it should be built so that it never holds clinical information in the first place. The following is how practices commonly operate it. It is not legal advice, and the specifics for your practice (including whether this configuration meets your obligations) must be confirmed with the practice's own compliance counsel or privacy officer.
Build effort is standard, but the integration to the practice management system and the consent configuration are where the time goes. To scope it against your own appointment volume, provider count and listing set, book a call at bookings.appbo.io.
Every build on this page is something we configure, test and hand over with the SOPs your team needs to run it.
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