St. Joseph Medical Corp — Automated Review Collection via GoHighLevel
This workflow automatically sends a Google Review request to patients when the "Google Review" checkbox is checked on their contact record in GoHighLevel. It includes a multi-step follow-up sequence to maximize review collection rates.
Trigger Type: Contact Changed → Custom Field
Field: "Google Review" (checkbox type)
Value Changed To: Checked / True
Conditions: Contact must have a valid phone number OR email address. Only fire once per contact (add tag "review_requested" and filter out contacts who already have it).
Prevents duplicate sends. This tag is checked in the trigger filter so the workflow only fires once per patient.
Sent within 1 minute of the checkbox being checked. Short, personal, and easy to act on.
Give the patient time to see and act on the SMS before sending an email. Many patients will leave a review from their phone right away.
A more detailed email with context. Provides the Google Review link prominently with a button-style CTA.
Hi {{contact.first_name}},
Thank you for trusting St. Joseph Medical Corp with your care. We truly value every patient and strive to provide the best possible experience.
We would be incredibly grateful if you could take 60 seconds to share your experience on Google. Your review helps other patients find quality medical care and means a lot to our team.
⭐ Leave a Google Review
{{google_review_link}}
If you have any concerns about your visit, please don't hesitate to reach out to us directly at (818) 361-4816. We want to make sure every patient has a positive experience.
Thank you for being a valued part of the St. Joseph Medical family!
Warm regards,
St. Joseph Medical Corp
stjosephmedicalcorp.com
Wait 3 days before sending a reminder. This gives patients enough time without being annoying.
If the contact has the tag "review_completed" → END workflow.
Else → proceed to reminder SMS.
Note: You can manually add "review_completed" tags when reviews come in, or use a third-party integration like Grade.us or BirdEye that auto-detects reviews.
A gentle, shorter reminder. Only sent to patients who haven't left a review yet.
Marks the patient as having completed the full review request sequence. Prevents any future re-enrollment.
| # | Step | Details |
|---|---|---|
| 1 | Create Custom Field | Go to Settings → Custom Fields → Contact. Create a checkbox field named "Google Review". This is the trigger field. |
| 2 | Get Google Review Link | Search "St Joseph Medical Corp" on Google → click "Write a review" → copy that URL. Or use: https://search.google.com/local/writereview?placeid=YOUR_PLACE_ID |
| 3 | Create Custom Value | Go to Settings → Custom Values. Create "google_review_link" and paste the review URL. This lets you use {{google_review_link}} in templates. |
| 4 | Create Tags | Create these tags: "review_requested", "review_completed", "review_sequence_complete" |
| 5 | Build the Workflow | Go to Automations → Workflows → Create Workflow. Follow the 9 steps above exactly. Use "Contact Changed" as the trigger type. |
| 6 | Set Trigger Filter | In the workflow trigger, add a filter: Contact Tag ≠ "review_requested". This prevents duplicates. |
| 7 | Test | Create a test contact with your own phone/email. Check the "Google Review" checkbox and verify you receive both SMS + email. |
| Time | Type | Message |
|---|---|---|
| Immediately | SMS | Initial review request with direct Google link |
| +30 min | Detailed email with review button + CTA | |
| +30 min → +3 days | WAIT | Check if review was left (tag-based) |
| +3 days | SMS | Gentle reminder (only if no review yet) |
When to check the box: Check the "Google Review" checkbox right after a successful patient visit — ideally within 1-2 hours while the experience is fresh. The best time to request a review is when the patient had a positive interaction.
⚠ Compliance Note: Google's review policy prohibits offering incentives for reviews. The messages above are compliant — they ask for honest feedback without offering discounts or rewards. Do NOT add language like "Leave a review for 10% off your next visit."
Handling Negative Feedback: The email includes language encouraging unhappy patients to contact the office directly instead of leaving a negative review. This is an ethical and effective approach to reputation management.
⚠ GHL Access Required: St. Joseph Medical does not currently have a GoHighLevel sub-account linked in the Melleka client directory. To build this workflow, either:
(1) Link the STJ GHL location in Client Settings, or
(2) Build it manually in the STJ GHL account following the steps above.
Once GHL is linked, the AI agent can build and configure the workflow automatically.