Automated feedback requests after appointments

Purpose

1. Automatedly send tailored feedback requests to patients after appointments to improve service quality, gather testimonials, and boost patient retention for cosmetic dentists.

2. Automate collection and centralization of patient satisfaction data, enabling swift issue resolution and continuous improvement.

3. Automating the follow-up ensures timely engagement, strengthens patient relationships, and augments online brand reputation.

Trigger Conditions

1. Appointment completed status in dental management software.

2. Pre-configured workflow timer (e.g., send request 1 hour after leaving clinic).

3. Status update in CRM/EMR (e.g., appointment marked ‘completed’).

4. Patient checked out and invoice closed in POS system.

5. New note entry indicating procedure completion by dental staff.

Platform variants

1. Twilio SMS

• Function: Use SMS API
  
• Sample: Configure automated SMS with feedback link sent to patient’s phone after “appointment completed” event.
  

2. SendGrid

• Feature: Email API
  
• Sample: Automate sending personalized feedback emails using dynamic templates triggered post-visit.
  

3. Mailchimp

• Feature: Automation workflows
  
• Sample: Trigger feedback survey email in ‘customer journey’ based on appointment exit tag.
  

4. HubSpot

• Feature: Workflow Automation
  
• Sample: Set up workflow to send feedback form email after custom property “Appointment Status” updates.
  

5. SurveyMonkey

• API: Create collector/send survey
  
• Sample: Automate survey email or SMS after appointment data pushed by webhook.
  

6. Typeform

• Feature: Hidden field survey links
  
• Sample: Automatically include patient ID in unique survey URL, delivered via SMS/email.
  

7. Zapier

• Feature: Multi-app workflow automator
  
• Sample: Automate chain: appointment completed ➔ trigger email/SMS feedback request.
  

8. ActiveCampaign

• Feature: Automation sequences
  
• Sample: ‘Post-appointment’ tag triggers follow-up feedback form email.
  

9. Google Sheets

• Feature: App Script Automation
  
• Sample: Auto-generate a feedback request from row update (patient out), using Scripts to push to messaging apps.
  

10. Salesforce Health Cloud

• Feature: Process Builder
  
• Sample: Automate feedback request upon change in patient appointment status object.
  

11. WhatsApp Business API

• Feature: Automated message templates
  
• Sample: Send WhatsApp feedback prompt after integration with practice management system.
  

12. Facebook Messenger Bots

• Feature: Automated message sequences
  
• Sample: Trigger chatbot to send post-visit feedback link after appointment closed.
  

13. Slack

• Feature: Workflow Builder
  
• Sample: Internal notification to front-desk when feedback request is not sent within trigger window.
  

14. Microsoft Power Automate

• Feature: Cloud Flow automation
  
• Sample: Automate feedback email or Teams notification on appointment completed action.
  

15. JotForm

• Feature: Prefilled forms with API
  
• Sample: Send personalized feedback forms automatically to patient contact list post-visit.
  

16. Intercom

• Feature: Automated outbound messages
  
• Sample: Post-appointment customer message with embedded survey trigger.
  

17. Clio Grow

• Feature: Automated follow-up
  
• Sample: Send custom feedback email based on workflow completion.
  

18. Calendly

• Feature: Workflow Integration
  
• Sample: Configure workflow to trigger after event is marked as completed.
  

19. DrChrono

• API: Patient Communication
  
• Sample: Automate survey or link by SMS/email after encounter is closed.
  

20. Google Forms via Gmail API

• Feature: Automated form sendout
  
• Sample: When appointment details update, send unique Google Form for feedback via Gmail API.
  

21. OneSignal

• Feature: Push Notification
  
• Sample: Automate push notification to app users with feedback request.
  

22. Klaviyo

• Feature: Flow Automations
  
• Sample: Post-appointment flow triggers email/SMS feedback questionnaire to patient.
  

Benefits

1. Automating feedback requests reduces manual effort, increases completion rates, and gathers real-time insights.

2. Automated surveys foster continuous practice improvement and enhance relationships via rapid response to negative feedback.

3. Automation ensures consistent branding and message timing for every patient interaction, aiding reputation management.

4. Automator systems allow scalable patient engagement and systematic review collection for competitive advantage.