The Client
AllHealth Medical Group is a multi-specialty practice with 30+ providers across 7 locations in Northern New Jersey. They serve tens of thousands of patients annually across primary care, cardiology, pediatrics, podiatry, and weight management.
So. A big practice. Lots of moving parts.
The Challenge
AllHealth was dealing with three problems that kept feeding into each other.
Their online reputation didn’t match reality
Here’s the thing. With 30+ providers seeing patients every day, you’d expect a strong online presence. But AllHealth had maybe 12 to 15 reviews on Yelp and a scattered presence on Google. Patients were satisfied in the office, sure, but almost nobody left a review afterward. No system existed to capture that satisfaction digitally.
And in healthcare, that gap between “great care” and “great online presence” costs you patients. People Google before they book. If your competitor has 200 reviews and you have 12, it doesn’t matter that your care is better.
Annual recalls were eating staff alive
Front desk staff were manually calling patients approaching their annual physical due date. With 8,000+ patients needing recalls, this chewed through 15 to 20 hours of staff time every week. Most calls went straight to voicemail anyway. The staff was spending hours on work that produced almost nothing.
That’s time not spent with patients. Which is frustrating.
Vendor solutions were absurdly overpriced
The practice’s booking platform, NextPatient, offered an Advanced tier with review requests and recalls for $1,200/month. That’s $14,400 a year. Competitors weren’t much better. Birdeye wanted $299/month per location (that’s $25,000+ across 7 locations). Podium and Weave both charged $399/month.
"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 built a custom Reputation Management & Patient Recall Platform purpose-built for AllHealth’s workflow. Deployed in under 2 weeks. Running at a fraction of vendor costs.
Not a stripped-down alternative. A better platform, period.
Automated Review Collection
After every completed visit, patients receive a branded email and SMS within hours. One tap on a star rating. No login, no app download, no friction.
4 and 5 star ratings are seamlessly directed to the practice’s Google Reviews page. 1 to 3 star ratings? Those are captured privately. Staff gets alerted immediately with the patient’s feedback, the provider context, and everything they need to follow up.
Intelligent Review Gating
This is where it gets interesting. Positive experiences flow directly to Google, building the practice’s public reputation. But negative experiences are intercepted privately, giving the practice a window to resolve things before they become one-star reviews that live on the internet forever.
Automated win-back messages reach dissatisfied patients within minutes. Not hours. Not days. Minutes. That speed matters more than most people realize.
Smart Patient Recall Engine
We imported 8,843 patients from the practice’s EHR system. The platform runs an automated 3-step reminder sequence timed to insurance eligibility windows. Patients who’ve already rebooked are automatically pulled out of the sequence. Overdue patients get a single, direct reminder instead of the usual barrage.
Remember that thing about 15 to 20 hours of manual calling? Gone. Less than an hour of oversight now.
Editable Message Templates
Practice staff can edit every email and SMS message without calling a developer. Live preview shows exactly how the message will look before saving. And each of the 7 locations has its own branding (logo, colors, contact info), so messages feel local, not corporate.
Real-Time Dashboard
Live tracking of reviews collected, ratings received, Google redirects. Recall campaign status showing overdue, upcoming, rebooked, and expired patients. Negative review alerts with patient feedback and provider context. Sortable, filterable, paginated views across all data.
Everything the practice needs to understand what’s happening, in one place.
Key Features
Reputation Management
Patient Recall
Practice Operations
Results (First 60 Days)
The numbers speak for themselves. But I’ll add some context anyway.
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 way to know if a negative review is coming until it's posted
- No tracking of which patients were asked or what they responded
- Vendor quotes: $14,400 to $33,600/year
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's happening across all 7 locations
- Total cost: ~$800/year infrastructure
How It Works
Review Flow
Recall Flow
Competitive Comparison
Look, we’re not saying vendor platforms are bad. They work. But when you’re a 7-location practice, the math gets ridiculous fast.
| Feature | Our Platform | Birdeye $299/mo/loc | Podium $399/mo | Weave $399/mo | NextPatient $1,200/mo |
|---|---|---|---|---|---|
| Review requests (Email + SMS) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Review gating | ✓ | ✓ | ✓ | ~ | ✗ |
| Win-back automation | ✓ | ✗ | ✗ | ✗ | ✗ |
| Patient recall campaigns | ✓ | ✗ | ✗ | ✓ | $ |
| Editable templates (no-code) | ✓ | ✓ | ~ | ~ | ✗ |
| Custom EHR integration | ✓ | $ | $ | ~ | ✗ |
| Own your data | ✓ | ✗ | ✗ | ✗ | ✗ |
| Cost (7 locations/yr) | ~$800 | ~$25,000 | ~$4,800 | ~$4,800 | ~$14,400 |
✓ = Yes ~ = Limited $ = Extra cost ✗ = No
Testimonial
Before this system, 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've 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 Screenshots
Dashboard
Real-time overview with review stats, line charts, and campaign tracking across all locations
Review Rating Page
Branded, mobile-friendly, one-tap experience. No login, no app download, no friction.
5-Star Flow: Rating to Google Review
When a patient rates 4-5 stars, they're seamlessly guided to leave a public Google review in 2 clicks.
Google Review Page
Patient lands directly on All Health Medical Group's Google review form. No extra steps.
Negative Feedback & Staff Alerts
Low ratings are intercepted privately. Staff is alerted instantly with patient details and context.
Recall Campaigns
7,972 active campaigns with overdue tracking, 3-step reminder sequence, and multi-location filtering
Message Template Editor
No-code editing with variable insertion and live email preview. Staff can update messages without developer help.
Smart Upload Interface
Drop any CSV from NextPatient or Athena EHR. The system auto-detects the source and format.
Branding Settings
Per-location logos, colors, and contact info. Each office gets its own branded experience.
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.
Part of a Longer Engagement
This is SIAGB’s fourth shipped piece of work for All Health Medical Group. See also:
- All Health Medical - BI & Dashboards - unified data across clinics with 60% faster reporting
- All Health Medical - Public Booking Integration - public online booking for AthenaOne after the vendor said it wasn’t possible
- All Health Medical - ADA Compliance - 77% accessibility error reduction after four previous vendors failed