Written by: Xaña Winans
Your online reputation is more than just star ratings—it’s the first impression every potential patient gets before they ever pick up the phone. And if your reviews are sparse, outdated, or just plain mediocre, it’s probably costing you new patients. People are doing their homework, comparing you to the practice down the street with 500+ glowing reviews—and guess who they’re choosing?
Here’s the good news: you can absolutely turn that around, and you don’t need a year to do it. In just 90 days, you can transform your reputation, grow your review count, and become the practice everyone’s talking about (in a good way). Whether you’re starting from zero or just want to step things up, this day-by-day plan will show you exactly how to make it happen.
Let’s get started.
Days 1–10: Audit, Align, and Activate
Day 1–2: Google Yourself
Start with a quick search of your practice name along with your city or town. Be sure to clear your cache or use a new browser so Google isn’t feeding you information based on your own search history. Look closely at the first page of search results. Do your listings appear at the top? Are the reviews going to the practice name, or a directory for you, the doctor? Do the images or information shown accurately represent your practice? Make note of your current star ratings, number of reviews, and any obvious red flags like negative comments or an outdated address, phone, or hours. Take screenshots to track your baseline so you can measure your progress.
Day 3–4: Do a Reputation Check
Go deeper by reviewing all online feedback from the past year. And don’t just read what they’re saying on Google—look at your reviews on Yelp, Facebook, and Bing as well. Don’t just skim—read every word. What are your patients consistently saying? Are there trends that jump out, like praise for a particular hygienist or complaints about billing? Group similar feedback together and summarize what you learn. These insights can highlight not only what to promote, but also what to improve. Think of this as a diagnostic for your patient experience.
Day 5–6: Loop In the Team
It takes a team effort to improve your reputation. Gather everyone—front desk, hygienists, assistants, and providers—and explain what you’re trying to accomplish and why it matters. Patients trust reviews, and reviews influence your bottom line. Share your baseline scores and your 90-day goals. Ask for buy-in, and listen to their ideas.
Day 7–8: Clean Up Your Listings
Check each major review platform for accuracy and completeness. Your name, address, and phone number (NAP) should match exactly across Google, Facebook, Yelp, Healthgrades, and any other relevant directories. Update outdated business hours or services. Upload clean, inviting photos—your lobby, team in action, smiling patients (with permission), and treatment rooms. Rewrite or refresh your practice bio to reflect your strengths and personality. This can be a time-consuming task to get to every platform, so you may wish to task your marketing agency with this or purchase a platform like Yext, which can broadcast your updated information to all directories at once.
Day 9–10: Choose Your Platforms
You don’t need to be everywhere—just where your patients are. Google should be your #1 focus since it directly impacts local search visibility. But also consider Facebook, especially if you’re active on social media, and Yelp if you’re in a larger city. Choose two to three review sites and commit to monitoring and maintaining them regularly.
Days 11–30: Set Up Systems That Work
Day 11–12: Make It Easy to Leave a Review
The easier you make it, the more reviews you’ll get. Use review platforms like Swell, Birdeye, or Podium to automate the request process. These tools integrate with your PMS to send a text or email after each visit. Customize the messages to sound like your practice’s voice. Also, add a QR code to business cards and referral cards so people can easily read your reviews or leave one themselves.
Day 13–15: Script the Ask
Some team members might hesitate to bring up reviews. Help them out with a simple script: “We loved having you today! Could you help me with a quick favor? If you enjoyed your visit, would you mind leaving us a quick Google review? It really helps other patients find us.” Make it natural and friendly. Encourage them to ask at checkout, while patients are still smiling from a great visit.
Day 16–25: Start Asking Daily
Repetition builds habit. Ask for reviews every day. Start with your happiest patients—those who had an especially good experience, just finished a long treatment, or said something positive during their visit. Assign the task to specific team members or rotate the responsibility. Track how many requests go out daily, and make it a game to hit your target.
Day 26–30: Track Your Numbers
Create a simple dashboard or spreadsheet to monitor your progress. Track how many patients were asked, how many reviews came in, and which platforms they showed up on. Highlight reviews that mention specific team members—these build morale and reinforce great behavior. Share updates with the team weekly to keep everyone in the loop and motivated.
Days 31–60: Build Visibility and Trust
Day 31–35: Respond to Every Review
Timely, thoughtful responses matter. Thank every patient who leaves a review—even the quick, “Great visit!” ones. For negative reviews, acknowledge their feedback, express concern, and offer to talk offline to resolve the issue. A calm, professional response shows prospective patients that you care and take accountability seriously.
Day 36–40: Focus on Quality and Consistency
Not all reviews are created equal. A one-sentence review isn’t as powerful as a detailed story. When you ask for reviews, prompt patients to describe their experience, name a staff member, or explain how you helped them. Keep review requests going steadily rather than in big bursts. A slow and steady stream looks more natural and trustworthy to search engines.
Day 41–45: Share Your Reviews
A glowing review is a marketing asset. Post standout reviews on your social media with a photo of the reviewer (with permission) or a team pic. Add a rotating testimonial slider to your website homepage. Print the best quotes and display them in your lobby. Mention reviews in your email newsletters. Reviews are most effective when seen in multiple places.
Day 46–50: Add Office Reminders
Use visual cues around the office to plant the idea. A small sign at checkout saying, “Love your visit? Leave us a Google review!” with a QR code can prompt action. Put similar reminders on appointment cards, in new patient welcome folders, or on aftercare instructions. Even your voicemail or phone hold message can include a quick nudge to leave a review.
Day 51–60: Use Email and Text Follow-Ups
Sometimes patients need a gentle reminder. Use your automated system or send a personal message within 24 hours of their visit. Keep it short and friendly: “Thanks for trusting us with your care today! We’d love to hear your feedback—leave us a quick Google review?” Include a direct link so they can do it in one tap.
Days 61–90: Optimize and Sustain
Day 61–65: Measure Your Progress
Check your numbers: How many new reviews did you get? Has your average star rating improved? Are you ranking higher in local search results? Compare your new stats to your Day 1 audit. Celebrate even small wins—they add up. Recognition fuels momentum.
Day 66–70: Fine-Tune Your System
Review what’s working and what isn’t. Which staff members get the best results? Are text messages more effective than email? Do certain types of patients respond more often? Use your findings to refine your process. Adjust your scripts, timing, or incentives to keep things fresh and effective.
Day 71–80: Make It Part of Your Culture
Reputation management isn’t a one-time campaign—it’s a habit. Add review requests to your patient checkout checklist. Include training on reviews for all new hires. Mention your review goals in monthly meetings. Recognize team members who consistently help generate positive feedback. The goal is to make reviews a natural part of your daily routine.
Day 81–85: Highlight Your Best Reviews
Identify the most impactful reviews—the ones that tell a story, mention staff by name, or describe a transformation. Use these in marketing materials, new patient packets, or team shout-outs. Stories build trust, and your happiest patients are your best storytellers.
Day 86–90: Lock in a Long-Term Strategy
Now that you have a system, keep it going. Assign one team member to oversee review efforts. Schedule regular audits of your listings. Rotate out your review prompts and signage every few months to keep them fresh. Set quarterly review goals and plan occasional incentives to keep your team engaged.
From Reviews to Results
Your online reviews are often the first thing new patients see—and they can be the difference between a phone call and a pass. When you commit to improving your reputation, you’re not just boosting your star rating. You’re building trust, attracting better-fit patients, and strengthening your brand.
And with a smart 90-day plan, it’s completely within reach.
ABOUT THE AUTHOR
Xaña Winans is the CEO and founder of Golden Proportions Marketing, a dental marketing company dedicated to helping dental practices grow. Her agency provides goal-driven, full-service solutions, including branding, website design, advertising, and digital marketing. Visit goldenproportions.com to learn more.
FEATURED IMAGE CREDIT: Osm shop/Shutterstock.com.
