Identify the concern
Record the public review link and the reason it needs attention. A critical opinion alone does not establish a platform violation.
Free practice resource
Dental review
operations toolkit.
Give every review task an owner. Use these worksheets to agree on responsibilities, route sensitive concerns and make the monthly work easier to review.
Free to use. No email or account required. Updated October 30, 2026.
A worked example
Turn a concern into a clear next action.
This fictional example shows how to use the worksheet. It does not describe a client or a measured result.
- Record the observation. A public listing displays the wrong special hours.
- Assign responsibility. The office manager confirms the approved hours. The account owner submits the correction.
- Verify the public result. Record the listing link, check date and whether the corrected hours are visible. Keep the item open until the change is confirmed.
In the worksheet, enter the responsible role, approver, next check and the action still needed. Keep passwords and private customer details out of the record.
Build your responsibility worksheetStart with the work
Use the tools with your current process.
These templates can support an internal team or a discussion with a service provider. Name the person doing each task and the person who approves sensitive decisions. Confirm contact permissions, supported systems and any required agreements with your practice’s designated reviewer before connecting a patient workflow.
Work only with practice roles, public business details and action notes. Keep patient names, treatment information, passwords and medical records out of these worksheets.
01 Responsibility worksheet
Decide who handles each task.
Your entries stay on this page and are not submitted to RR. Download your copy before leaving or refreshing the page.
| Task | Responsible person | Approver | When to check | Next action |
|---|---|---|---|---|
| Confirm profile accessConfirm ownership and current staff access | ||||
| Check business detailsCompare approved name, address, phone and hours | ||||
| Manage feedback requestsAgree on eligibility, message, timing and channel | ||||
| Monitor new reviewsCheck covered profiles and record items needing action | ||||
| Prepare routine responsesUse approved wording and record publication status | ||||
| Escalate sensitive concernsPause and ask the designated reviewer for direction | ||||
| Review the monthly recordSeparate completed work, outcomes and unresolved items |
02 Escalation checklist
Agree on the pause before a reply.
Route sensitive matters
Send treatment, privacy, billing disputes, legal allegations and uncertain identity questions to the practice’s designated reviewer. Keep the relevant private discussion in an approved channel.
Approve the next action
Decide whether to use a general response, contact someone privately through an approved route, report a possible platform issue or take another step. Avoid confirming a patient relationship in public.
Track what happened
Record the owner, approval status, action and next review date. A requested correction is different from a confirmed correction.
This is an operations checklist. Your practice’s privacy or legal reviewer should approve its use and any response wording. The sources below explain why public responses and feedback requests need careful handling.
Download the escalation checklist03 Monthly reporting format
Show the work.
Keep outcomes in context.
A useful report explains what was completed, what changed publicly, what is waiting for approval and who acts next. The download is a blank reporting format. It contains no client data or promised results.
Download reporting templateSuggested reporting fields
- Request activity
- Requests sent, delivery issues and the agreed period.
- Review responses
- Routine replies completed and sensitive items awaiting approval.
- Listing corrections
- Submitted changes, confirmed changes and unresolved differences.
- Observed outcomes
- New reviews and visible ratings, with dates and limitations.
- Next actions
- The task, responsible person, approval and next review date.
Original sources
Keep platform rules and privacy guidance distinct.
- Google Maps content policies
Google prohibits review incentives and selectively soliciting positive reviews. Use a neutral process for genuine feedback.
- FTC consumer reviews rule questions and answers
The FTC explains deceptive review practices and incentives conditioned on a particular sentiment. Its rules and Google’s platform rules have different scopes.
- ADA guidance on managing dental practice reviews
The ADA discusses patient confidentiality and cautions against confirming patient relationships in public replies.
- HHS New Vision Dental review response case
A published enforcement example involving disclosure of patient information in review responses.
Source review: October 30, 2026. Check the original sources for current guidance. This toolkit does not establish that a particular configuration or response meets every legal requirement.
Put the guidance to work
Read the next useful guide.
Genuine feedback requests
Set eligibility, messages, timing and follow up with clear responsibilities.
Read the patient review request guideSoftware or managed support
Compare who does the recurring work and how sensitive decisions are handled.
Compare responsibilities and scopeShare this resource
Associations and professional advisers may share this page with attribution to Reputation Repair. Keep source links, dates and limitations with any excerpt.
Discuss an educational sessionNeed someone to manage the routine work?
Compare RR’s dental service scope and confirm whether it fits your practice.