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The review moments in a dental practice
| Moment | What to do | With Scan And Review |
|---|---|---|
| At reception after the appointment | Invite every patient | QR code on the reception desk and appointment card |
| Later that day | One friendly follow-up | Automated follow-up email with your review link |
| A patient has a concern | Handle it privately and quickly | Feedback page + instant alert to the practice manager |
| A new review | Reply within a day, carefully | AI draft for approval; you stay in control |
Replying to patient reviews: the rules of thumb
- Never confirm that the reviewer is a patient, and never mention treatment, appointments or health details, even if they did.
- Keep replies general and warm: "Thank you for your kind words. We're glad you had a positive experience with our team."
- For complaints, move offline: "We'd like to understand more. Please call our practice manager on [phone]."
- Check your professional body's guidance on responding to reviews in your country.
Scan And Review lets you turn off automatic replies for any rating, so every reply can be reviewed before it's posted.
How Scan And Review helps practices
- More reviews from real patients with reception QR codes, appointment-card codes and follow-up emails
- AI reply drafts in a professional tone, in 20+ languages, for your approval
- Instant alerts when a patient reports a concern through your feedback page
- AI analytics: see whether waiting time, pain management, friendliness or price drive your rating
- Data protection: GDPR-compliant, data stored on servers in Germany
Only ask for the information you need on feedback forms, and avoid asking for health details.
Reply examples for dental practices
5★: "Thank you so much for your kind words. Our whole team is glad you felt at ease. We look forward to seeing you again."
2★ (waiting time): "Thank you for your feedback, and we're sorry about the wait. Running late is never our intention, and we're reviewing our scheduling. We'd welcome the chance to talk; please contact our practice manager on [phone]."
The rules for asking patients
- Ask every patient the same way, not only those who seemed happy.
- No incentives: no discounts or free check-ups for reviews.
- Never post reviews on behalf of patients or staff.
Pricing
Professional, EUR 49/month: up to 5 practices · Enterprise, EUR 99/month: unlimited locations, team collaboration, API. See pricing →
FAQ
What is dental reputation management?
Managing a practice's online reviews: collecting patient reviews, replying professionally and acting on feedback.
Can AI reply to patient reviews?
Yes, but for healthcare we recommend approval mode: the AI drafts, a team member checks and posts.
Is patient feedback stored securely?
Scan And Review is GDPR-compliant and stores data on servers in Germany. Avoid collecting health details in feedback forms.