Reviews / Review Sprint
The Review Sprint
A Staff-Driven, Monthly Review-Generation System
Consistent, compliant, repeatable
Review requests go out through the CRM for a while, get a handful of responses, and then quietly stop the moment nobody’s watching the dashboard anymore. The Review Sprint fixes that by moving the ask back to the moment it actually works best, in person, right after a good outcome, backed by a monthly team contest that keeps it from fading out. This guide covers the full Track, Ask, Win system, exactly who on your team should be asking, and word-for-word ask scripts for that moment. It resets every 30 days, so momentum never depends on one person remembering. Run your first sprint this month, not next quarter.
What The Review Sprint Is
A staff-driven system for generating Google reviews consistently — using in-person asks backed by a 30-day staff contest. No GHL or RootLogic dependency; any practice can run this with a whiteboard and a group chat.
Ready To Run Your First Sprint?
Download the Sprint Kit — a printable tracking sheet, the two ask scripts, and a break-room contest poster.
↓ Download Sprint KitWhy This Works
The 3-Part System: Track / Ask / Win
Track — keep a simple tally
A whiteboard, a printed sheet, or a shared note. Each staff member marks off every review that posts after their ask. No software required.
Ask — the personal ask first, then the link
When a patient says they’re happy — at checkout, a follow-up visit, a results call — that’s the moment. Ask in person, then send the review link by text or email within the hour.
Win — 30-day sprint, team lunch prize
Whoever’s asks generate the most posted reviews wins a team lunch. Reset monthly. The scoreboard keeps the behavior alive without management chasing anyone.
Step 1 — Know Who Should Be Asking
The most common mistake: putting review generation on the front desk and wondering why almost no one follows through. The front desk is often the last person a hair restoration patient remembers. The people patients remember are the ones who spent real time with them.
| Staff Role | Best Moment To Ask | Expected Conversion |
|---|---|---|
| Surgical Tech / Clinical Coordinator | Post-procedure follow-up when the patient comments positively on their progress | Highest |
| Patient Advocate / Consultant | Results milestone check-in or when the patient references something they discussed at consultation | High |
| Front Desk | Checkout after a positive follow-up — only after the patient has already expressed satisfaction aloud | Medium |
The person who makes the in-person ask should also send the follow-up text or email with the link — within the same hour. The message reinforces the conversation. The conversation makes the message convert. You need both.
Step 2 — The Ask Scripts
Vague asks (“let us know if you ever leave a review!”) convert at a fraction of the rate of a direct, personal ask. These two scripts cover the moment — one in person, one to follow up.
In-Person Ask · Clinical Coordinator / Patient Advocate
I’m really glad to hear things are looking the way you hoped. That means a lot to hear personally. One thing that helps us a lot is when patients share their experience on Google — it helps other people figuring out the same thing you were figuring out. Would you be open to leaving us a quick review? I’ll text you the link right now so it’s easy.
Personalizes the ask (“means a lot to me”), frames the benefit for the reviewer, and removes friction by promising the link immediately.
Follow-Up Text · sent within 1 hour of the in-person ask
Hi [First Name] — great seeing you today! Here’s that Google review link I mentioned: [LINK]. Takes about 90 seconds and it genuinely helps. Thank you so much.
The phrase “the link I mentioned” connects the text to the in-person conversation. This message on its own — without the prior in-person ask — converts at a fraction of the rate.
Never reference the specific procedure, treatment details, or clinical results in the review request message. Keep the ask neutral. The patient knows their experience — you don’t need to repeat it in a text.
Where To Find Your Google Review Link
Log into your Google Business Profile at business.google.com. On your profile dashboard, click “Ask for reviews.” Google will give you a short link you can copy and paste into any text or email. Save it somewhere your whole team can access — a pinned note in your team group chat works fine.
Always lead with Google — it’s the review platform that feeds your Map Pack ranking directly. If a patient has already left a Google review (or you’re building out a fuller profile), Healthgrades is the next ask for medical credibility, then RealSelf, since that’s where hair restoration patients research before choosing a practice. Never ask a patient for two platforms in the same conversation — it splits their attention and lowers the odds they complete either one.
Step 3 — Running The Contest
Contest Rules (Simple Version)
Start date: First of the month. 30-day sprint, hard reset each month so one person can’t build an insurmountable lead.
Who’s eligible: Any staff member with direct patient contact — clinical coordinators, patient advocates, front desk. Not back-office staff who don’t interact with patients.
How a review counts: A new Google review posts during the sprint window and the patient confirms (or it’s reasonably linked to) that staff member’s ask. When in doubt, give the credit.
Prize: Team lunch for the winner — typically $75–$150. The winner picks the restaurant. Public, social, memorable.
Scoreboard: Post a tally in the break room or a shared staff chat. Visibility drives participation — people need to see the standings to stay engaged.
The Tracking Sheet
Print this or recreate it in a shared Google Sheet. One row per ask. Update it at the end of each day — or grab the ready-made printable tracker in the Sprint Kit below.
| Date | Staff | Patient | Posted? |
|---|---|---|---|
| 6/2 | Maria | David | ✓ Yes |
| 6/3 | Carlos | James | Pending |
| — | fill in | fill in | fill in |
The first month runs slower while staff get comfortable with the ask. Month 2 and 3 are when you see the jump. Three reviews in Month 1 is still three more than you had — the compound effect is the whole point.
The Compliance Line
One rule you cannot bend — and the one that keeps you fully protected.
Offering patients a discount, gift, or any benefit in exchange for a review. Filtering patients to only submit reviews if the experience was positive. Asking patients to tell you privately before posting publicly.
Incentivizing the staff member who does the asking — not the patient who writes the review. The patient’s review is voluntary, uncompensated, and unfiltered. The staff member earns a lunch for the behavior of asking.
FTC endorsement guidelines and Google’s review policy both target the relationship between the reviewer and any compensation. An internal staff performance contest is a standard employment management tool — legally equivalent to a sales team bonus structure. The practice should never ask patients to only post if they’re happy, and should never offer anything to patients in exchange for a review.
Review Volume Targets
| Monthly Procedure Volume | Baseline (No Active Ask) | Sprint Target | Why It Matters |
|---|---|---|---|
| Under 10/month Most practices | 0–1 reviews | 2–4 reviews | Reaches 50 reviews — the competitive floor — in roughly 18 months |
| 10–20/month Above average | 1–2 reviews | 4–6 reviews | Hits 50 reviews within 12 months; 100 in under 2 years |
| 20–30+/month Busy practice | 2–3 reviews | 6–10 reviews | Reaches 100 reviews in under a year — a hard lead to close |
While we’re on the subject of five stars
Know a practice that’s overdue for a reputation like this one?
Refer them in and earn when they come on board.