HIPAA-Safe Google Review Response Generator

What this prompt does

Responding to Google reviews is required for reputation management. Responding incorrectly to dental reviews creates HIPAA exposure: confirming that someone is a patient, disclosing appointment details, or mentioning treatment in a response all potentially violate privacy rules. This prompt generates responses that acknowledge the review without confirming or disclosing any protected health information.

Your VA can use this prompt to draft all review responses. You review and approve before posting.

Note: This prompt generates a draft for human review. It does not constitute legal or compliance advice. Consult your privacy officer or healthcare counsel if you have questions about your specific response obligations.

The prompt

I need to respond to a Google review for my dental practice. Here is the review:

[Paste the full review text here]

Please write a review response that:
1. Thanks the reviewer for taking the time to leave feedback
2. Does NOT confirm or deny that the reviewer is a patient at the practice
3. Does NOT reference any appointment, treatment, diagnosis, or clinical detail mentioned in the review
4. Addresses the sentiment of the review (positive or negative) without engaging with specifics
5. For negative reviews: acknowledges the concern, invites the person to contact the office directly to discuss, and includes a contact method (use "our office" as the contact reference, not a specific name or number)
6. For positive reviews: expresses genuine appreciation and invites others to learn more about the practice (without sounding promotional)
7. Is between 40 and 80 words
8. Sounds like it was written by a person, not a template

My practice name: [e.g., "Riverside Family Dental"]
My preferred tone: [e.g., "warm and professional" or "friendly and approachable"]

How to use it

1. Copy the review text from Google.
2. Fill in the practice name and your preferred tone.
3. Run the prompt and have your VA paste the draft into a shared document for your approval.
4. Review the draft before posting. Verify it does not accidentally reference any specific treatment, appointment, or clinical detail, even obliquely.
5. Post from your verified Google Business Profile.

What to expect

The prompt is designed conservatively: it will not reference clinical details even when the reviewer does. For reviews that contain specific complaints about care quality, the draft will acknowledge the sentiment and direct the reviewer to contact the office rather than engaging with the substance. This is intentional. Any substantive response to a clinical complaint should involve your practice manager or attorney.

See Also

• HIPAA Risk in Review Responses – why dental review responses carry specific privacy exposure and what to avoid
• Dental VA Role Library – patient communications VA as the role that typically owns review monitoring