Review Management for Occupational Therapy Practices
Review management for an occupational therapy practice means giving the front desk a steady, simple way to ask for public reviews, and giving the owner a draft reply for every review that arrives. We build the routine, keep a record of where each review landed, and send the replies to you for approval.
The routine is set up so details about anyone's care stay out of replies. Our work covers the marketing side only; the practice's duties around client privacy are the owner's to read and follow.
A handrail for the front desk
Review management starts small. In a busy clinic the people who would ask for reviews are also answering phones, so we write down a routine small enough to repeat. The front desk always has a direct link to the practice's page, the same wording to offer when asking, and a place to note that a request went out.
The requests go to every family the practice chooses to ask. We do not filter who is invited, we do not steer unhappy responses somewhere private, and we do not offer anything in return. Whoever decides to write, writes on the public page.
Review pages feed the same Maps listing described in our Google Maps work for OT clinics, so the two are planned in step. When a review comes in, a drafted reply reaches the owner, who edits, approves or discards it before anything is posted under the practice's name. Our drafts name nothing about care; any change to that is the owner's call.
Four parts of the review routine we set up
- Request link
A direct link to the practice's review page
One short link to the Google Business Profile review box, kept where the front desk can reach it, so asking takes a single step.
- Asking words
A short, neutral request for the front desk
Two or three sentences the front desk can say or send. The wording asks for a review and nothing else; it does not suggest what the review should say.
- Reply drafts
Drafted replies, held for the owner
A reply is prepared for each new review. It thanks the writer, names nothing about care, then waits for the owner's approval.
- Monthly log
A record of what arrived and where
A plain monthly list of reviews received, the platform each one sits on and which replies are posted, waiting or set aside.
Where a review lands, and who acts on it
| Site that hosts the review | What we set up there | Who acts |
|---|---|---|
| Google Business Profile | The review link, a reply draft for each new review and a monthly record | Owner approves; we post if asked |
| The practice's Facebook page | A watch for new reviews and a draft reply for each | Owner approves each reply |
| The practice website | A page that links to the review sites without copying review text over | We build it; owner signs off |
| The front desk script | A short asking line and the link to hand over | Front desk uses it, owner revises it |
| Reply wording itself | A fixed pattern that thanks the writer and leaves out private details | Owner reads every reply first |
The climb from no routine to a steady one
Find where reviews already sit
We look at the pages where people already write about the practice and list them, so the routine covers every place that matters.
Set the asking words and the link
We write the short request and prepare the direct link. You adjust the wording until it sounds like your front desk.
Draft replies for your approval
Each new review triggers a draft that waits for you. The pattern leaves out names, conditions and anything about care.
Look back from the landing
Each month we go through the log with you, see which places are filling, and settle on one change before the next round.
Rules the routine follows every time
- Every family the practice chooses to ask is asked in the same words.
- There is no review gating and no private channel for low ratings.
- No gift, favor or reward is offered in return for a review.
- Replies are drafted without names, conditions or private details.
- The owner approves each reply before it is posted.
- Review text is never copied into ads or onto the website without the owner's decision.
- The practice's own privacy duties are for the owner to read; we do not interpret them.
Review habits that a practice owner may carry around
Heard in the waiting areaThe practice can ask only the families it expects to be happy.
What the step plan showsFiltering who is asked is review gating, and platforms have rules about it. Our routine asks every family you choose to ask, in the same words.
Heard in the waiting areaA good reply should describe the care that was given.
What the step plan showsA reply says thank you and nothing more. Details of care stay out, so nothing private is shared.
Heard in the waiting areaManaging reviews means answering each one the moment it lands.
What the step plan showsA draft waits for you, and you decide when it goes live. The pace stays yours.
Owner questions about asking for and answering reviews
Can you write the reviews for us?
What happens to a review we dislike?
Do you handle reviews on platforms other than Google?
Who is responsible for privacy in replies?
How does review management connect to my other marketing?
Start with a conversation about your front desk routine
Tell us who you are on the form with your name, email and number, or take a half-hour call slot and our CEO will ring then.
Which service lines should get the first pages?
List the service lines you want booked more, the towns your families drive in from, and the doctors' offices and schools that send people your way. Leave out every client name and every detail of anyone's therapy.
Start on the bottom stair with a call
Book a call and we will plan the first few steps together: which service line gets its page first, which towns follow, and which plan carries the load.
The lace tied below is a drawing, not a promise of any result.