Get more 5-star reviews on autopilot while staying 100% HIPAA compliant

Yes. For dental practices that require HIPAA compliance, Reputation Genius offers a HIPAA-Enabled Add-On at currently $297/month — passed through at cost with zero markup. This activates a HIPAA-compliant environment powered by HighLevel, which includes: AES-256 encryption at rest, TLS 1.3 encryption in transit, audit logging of all actions, MFA enforcement, and infrastructure hosted exclusively on Google Cloud Platform and AWS (US-based servers). A Business Associate Agreement (BAA) is available upon request and executed between Reputation Genius and each dental client as required by HIPAA. Note: Base Reputation Genius plans are not HIPAA-enabled by default. The add-on must be activated before handling Protected Health Information (PHI).

The HIPAA Compliance Add-On is an optional upgrade for dental practices and other healthcare clients who need to handle Protected Health Information (PHI). It currently costs $297/month and is passed through to you at cost — Reputation Genius charges zero markup on this fee. Once enabled, this add-on activates a HIPAA-compliant environment for your account, including encrypted data storage (AES-256), encrypted data transmission (TLS 1.3), comprehensive audit logging, mandatory multi-factor authentication (MFA), and a signed Business Associate Agreement (BAA). Important: this add-on is permanent once enabled and is non-refundable, as it triggers an agency-wide compliance configuration in our platform infrastructure.

A Business Associate Agreement (BAA) is a legally required contract under HIPAA between a dental practice (the "Covered Entity") and any vendor that handles Protected Health Information on its behalf (a "Business Associate"). If your practice uses Reputation Genius to communicate with patients, collect feedback, or manage any data that could be linked to patient identity or treatment, a BAA is required by law. A BAA is available upon request for all dental clients who subscribe to the HIPAA Compliance Add-On. Without a signed BAA and an active HIPAA add-on, your account should not be used to process or store any Protected Health Information.

On the HIPAA-enabled plan, patient data is protected through multiple layers of security: (1) Encryption at rest using AES-256; (2) Encryption in transit using TLS 1.3 with a minimum 2,048-bit key; (3) Infrastructure hosted on Google Cloud Platform and Amazon Web Services — both US-based, with AWS holding SOC 2 Type 2 and ISO 27001 certifications; (4) Daily backups with 7-day retention and point-in-time recovery; (5) Multi-factor authentication (MFA) enforced on all accounts; (6) Centralized audit logging of all data access and actions; (7) HIPAA Privacy Rule and Security Rule compliance validated through The Compliancy Group. Access to PHI is tightly controlled, logged, and limited to authorized personnel only.

Yes, Reputation Genius offers native integrations with all major dental practice management systems including Dentrix, Eaglesoft, Open Dental, Curve Dental, and Denticon. We automatically detect when patient appointments end and trigger perfectly-timed review requests. Setup takes just 2 minutes, and there is no manual data entry required—all patient data syncs securely and automatically.

Our Smart Procedure Timing feature sends review requests at the optimal moment for each procedure type: 2 hours after cleanings and checkups (when the positive experience is fresh), 24 hours after fillings and restorative work (allowing time for numbness to wear off), and 7 days after cosmetic procedures like whitening or veneers (giving patients time to see and appreciate results). This strategic timing maximizes positive feedback and review conversion rates.

DSOs (Dental Service Organizations) typically have 3x more reviews than independent practices because they have dedicated marketing teams. Reputation Genius levels the playing field by automating what DSOs do manually. Our clients typically grow from 3-4 reviews per month to 15+ reviews per month, allowing independent practices to close the "Review Gap" and compete effectively for local patients searching on Google.

Our Service Recovery mode uses a private feedback filter to catch potentially negative experiences before they become public reviews. Patients who indicate dissatisfaction are routed to a private feedback form, giving you the opportunity to address their concerns directly and resolve issues offline. This protects your public rating while still capturing valuable patient feedback for practice improvement. Studies show that each 1-star drop in rating can cost a practice 5-9% in revenue.

Most dental practices using Reputation Genius grow from 3-4 reviews per month to 15+ reviews per month. This is because our automated system achieves a 95% send rate for review requests, compared to the typical 30-35% when staff manually asks patients. Combined with optimized timing and HIPAA-compliant follow-ups, practices typically see their review count multiply within the first 6 months.

Dental practices using Reputation Genius see an average first-year ROI of 467%. The math is simple: if your average patient lifetime value is $700 and you lose 3 potential patients per month to competitors with more reviews, that is $2,100 in monthly lost revenue. At $297/month investment, you get an 8.5x return multiplier. Plus, you save 5-10 hours per week in staff time previously spent on manual review management while eliminating HIPAA compliance risk from improper review responses.

No. Our opt-out rate for dental patient review requests is under 2%, and practices see a 35-40% review conversion rate on automated requests. The templates are personalized to the dental context — referencing the procedure type (cleaning, cosmetic work, restorative treatment), the timing appropriate to that procedure, and the practice name. Patients respond to messages that feel personal and relevant, not mass-marketing blasts.

Dental practices face a serious HIPAA trap: the OCR (HHS Office for Civil Rights) has issued fines up to $1.9M for HIPAA violations in online review responses. The core rule is that a dental practice cannot confirm or deny if someone is a patient — even in a response to a review they left. That means thanking a reviewer "for being a patient" or referencing their treatment details is a potential violation. Reputation Genius review response templates are pre-built to be HIPAA-compliant — they never reference patient status, treatment details, appointment information, or any Protected Health Information. Every response is crafted to acknowledge feedback professionally while staying fully within OCR guidelines, so your practice can maintain an active online presence without legal exposure.