The Client
AllHealth Medical Group is a multi-specialty practice with 30+ providers across 7 locations in Northern New Jersey. The practice serves tens of thousands of patients annually across primary care, cardiology, pediatrics, podiatry, and weight management.
The Challenge
AllHealth faced three interconnected problems that were compounding over time.
Online reputation did not reflect the quality of care
Despite 30+ providers seeing patients daily, AllHealth had approximately 12 to 15 reviews on Yelp and a limited Google presence. Patient satisfaction within the practice was strong, but no system existed to translate that into visible online reviews.
Annual recall consumed significant staff resources
Front desk staff were manually contacting patients approaching their annual physical due date. With 8,000+ patients requiring recalls, this consumed 15 to 20 hours of staff time per week — the majority of which went to unanswered voicemails.
Vendor solutions were disproportionately expensive
The practice’s booking platform, NextPatient, offered an Advanced tier with review requests and recalls — but at a cost that was disproportionate to the value delivered. Competing vendors like Birdeye, Podium, and Weave presented similar pricing challenges, particularly when scaled across multiple locations.
"We were sending out maybe 5 to 10 review requests a month manually. The vendors wanted more per year than some of our staff salaries."
The Solution
We designed and deployed RepFlow — a custom reputation management platform built specifically for AllHealth’s operational workflow. The platform was live within 4 weeks at a fraction of vendor costs — delivering more functionality, not less.
Automated Review Collection
Following every completed visit, patients receive a branded email and SMS within hours. A single tap on a star rating — no login, no app download, no friction.
Ratings of 4 and 5 stars direct patients seamlessly to the practice’s Google Reviews page. Ratings of 1 to 3 stars are captured privately, with staff receiving immediate alerts including patient feedback, provider context, and the information needed for follow-up.
Intelligent Review Gating
Positive experiences flow directly to Google, building the practice’s public reputation organically. Negative experiences are intercepted privately, providing the practice with an opportunity to resolve concerns before they become public reviews.
Automated win-back messages reach dissatisfied patients within minutes — a response time that significantly increases the likelihood of resolution.
Smart Patient Recall Engine
The platform imported 8,843 patients from the practice’s EHR system. An automated 3-step reminder sequence runs according to insurance eligibility windows. Patients who have already rebooked are automatically removed from the sequence. Overdue patients receive a single, direct reminder rather than repeated messages.
The result: 15 to 20 hours of weekly manual calling reduced to less than one hour of oversight.
Editable Message Templates
Practice staff can modify every email and SMS message without developer involvement. A live preview displays exactly how the message will appear before saving. Each of the 7 locations maintains its own branding — logo, colours, and contact information — ensuring messages feel local rather than corporate.
Real-Time Dashboard
The dashboard provides live tracking of reviews collected, ratings received, and Google redirects. Recall campaign status shows overdue, upcoming, rebooked, and expired patients. Negative review alerts surface patient feedback with provider context. All views are sortable, filterable, and paginated.
Key Features
RepFlow — Reputation Management
Patient Recall
Practice Operations
Results — First 60 Days
Before & After
Manual, Inconsistent, Expensive
- Front desk occasionally asks patients to leave a Google review
- Some providers hand out business cards with QR codes
- Annual recall: staff manually calls patients from a spreadsheet
- No visibility into incoming negative reviews until posted publicly
- No tracking of which patients were asked or what they responded
- Vendor solutions prohibitively expensive at scale
Automated, Branded, Affordable
- Every completed visit triggers an automated, branded review request
- Patients tap a star on their phone and are guided to Google in 2 clicks
- Negative feedback caught privately, staff can resolve before it goes public
- 8,843 patients automatically enrolled in recall with zero manual work
- Real-time dashboard shows exactly what is happening across all 7 locations
- Platform cost: a fraction of any vendor alternative
How It Works
Review Flow
Recall Flow
Competitive Comparison
| Feature | Our Platform | Birdeye | Podium | Weave | NextPatient |
|---|---|---|---|---|---|
| Review requests (Email + SMS) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Review gating | ✓ | ✓ | ✓ | ~ | ✗ |
| Win-back automation | ✓ | ✗ | ✗ | ✗ | ✗ |
| Patient recall campaigns | ✓ | ✗ | ✗ | ✓ | $ |
| Editable templates (no-code) | ✓ | ✓ | ~ | ~ | ✗ |
| Custom EHR integration | ✓ | $ | $ | ~ | ✗ |
| Own your data | ✓ | ✗ | ✗ | ✗ | ✗ |
| Cost at scale | Lowest | High | Moderate | Moderate | High |
✓ = Yes ~ = Limited $ = Extra cost ✗ = No
Testimonial
Before RepFlow, we had no idea how patients felt until a bad review showed up on Google. Now we catch problems the same day and reach out before the patient even leaves a review. We resolved 8 potential negative reviews privately in the first month alone.
The recall system saved our front desk 15+ hours a week. Those hours are now spent with patients instead of on the phone leaving voicemails.
Platform Preview
Dashboard — Real-time overview across all locations
Review Page — Branded, one-tap, mobile-friendly
5-Star Flow — Guided seamlessly to Google Reviews
Review Gating — Negative feedback captured privately
Staff Alerts — Instant notification with patient context
Recall Campaigns — Automated 3-step reminder sequences
Template Editor — No-code editing with live preview
Smart Upload — Auto-detects EHR export format
Branding — Per-location logos, colours, and contact info
Deployment Options
This platform is available as:
Managed Deployment for individual practices. We deploy and manage it for you — custom branding setup, EHR integration with any system that exports CSV, ongoing support, and multi-location configuration included.
White-Label SaaS for agencies and MSPs. Your brand, your clients. Multi-tenant architecture with API access, custom pricing tiers, and full data ownership.