Patient review funnels by location

Honest note: rules automation (funnel + drip + routing), not AI. Results are vendor-published for a multi-clinic group. HIPAA: keep BAAs in place with Grade.us (and your agency if you use one) and never put clinical details in review-request copy. Exact Salesforce-hosted help pages sometimes fail to load; steps below match Grade.us documented Funnel and Review Requests menus from their help/blog.

Prerequisites

• A Grade.us account (or agency white-label login) with permission to edit the Funnel.
• Google Business Profile (and Facebook if used) for each pilot location.
• An existing appointment-reminder SMS/email tool where you can paste the Grade.us funnel link after visits.
• Named managers who should receive private thumbs-down surveys.

Step-by-step setup

Step 1. Add the business and listings. In Grade.us complete Add a Business: search Google for the clinic, connect Facebook if needed, confirm Listings, add a logo, then Activate. Open Funnel → Setup and confirm Google/Facebook links.

Step 2. Build the thumbs-up/down funnel. Open the Funnel / landing page editor. Hover the rating control → Rating Type → choose Thumbs Up/Down. Customize logo, header, and copy. On the positive path, show Google (and Facebook) review buttons. On the negative path, use the Direct Feedback / survey page and set notification emails to professional services plus the clinic manager.

Step 3. Pilot two busy clinics. Turn the funnel on only for those locations first. Put the Grade.us link into your existing reminder program so it sends after the visit (timing the case used: with the reminder stream patients already get).

Step 4. Launch Review Request campaigns if you also email/SMS lists. Go to Review Requests → Email Settings (and SMS settings if used). Set sender, reply-to, and optional End Campaign on open/click. Create a short sequence (Grade.us often suggests about three touches over a week). Upload recipients or add them from Campaigns, and include the funnel link in every message.

Step 5. Watch Funnel Activity and expand. Open Review Requests → Funnel Activity to see arrivals, clicks, and which review site patients chose (the case cited about 14% conversion of link visitors). Share that report with staff. When the pilot looks healthy, repeat Steps 1–3 for remaining locations.

Step 6. Optional website proof. Add Grade.us review stream embeds and doctor Healthgrades cards on clinic pages once reviews are flowing.

Easier: let your AI do it

No official Grade.us connector for Claude, ChatGPT, or Grok. Use the prompt for funnel copy and thumbs-down survey questions, then paste into Grade.us.

What success looks like

Most patients hit thumbs-up and leave a public review; unhappy patients email the manager instead of posting first. Funnel Activity shows a steady conversion rate. Compare new-review volume to your own nine-month baseline (the group reported +630%).

Common issues & fixes

• Thumbs-down emails missing: check Funnel notification recipients for that location.
• Wrong Google listing: reconnect under Funnel → Setup / Listings.
• Low conversion: shorten the ask, send sooner after the visit, and confirm the link opens on mobile.

Optional: Maintenance

• Monthly: review Funnel Activity with clinic managers.
• Keep BAAs current when you add locations.

Copy-paste prompt

I run an eye-care / specialty clinic group. We use a Grade.us thumbs-up/down review funnel after visits.

Write:
1. Landing-page headline + 2 sentences asking how the visit went (no clinical details).
2. Five private thumbs-down survey questions for the clinic manager (wait time, staff, clarity of instructions, billing, other).
3. A short SMS that includes placeholder [FUNNEL LINK], under 140 characters.
Tone: warm, professional, HIPAA-aware.

Sources

• Case: Grade.us case study — eye-care group. Credit: the group (vendor-published).
• Grade.us Help/Blog: Review Funnel, Add a Business, Review Requests, How To Send Out Review Request Email Campaigns, In-Queue / Active / Complete