AI assistant for Jane App™ clinics
The Google review assistant
The Google review assistant invites patients to leave a review once they have attended a set number of appointments — a threshold you choose, most often two visits. Every patient who reaches it is invited, regardless of any feedback they have given: the trigger is attendance, not sentiment. Feedback collection runs separately, and concerning replies are emailed to your front desk and clinic owner.
- Triggered by attended visits
- Sentiment plays no part
- Feedback runs separately
Why most clinics don’t collect reviews consistently
- Asking in person is awkward, so it happens on good days and not on busy ones
- The patient who agreed to leave one has left the clinic and forgotten by the evening
- Nobody owns the job, so it isn’t anybody’s job
- The request goes out days later, when the visit is no longer fresh in mind
- One enthusiastic month is followed by six quiet ones, and the page looks stale again
The conversation
What the invitation looks like
Short, specific, and easy to ignore without any awkwardness. There is no incentive attached and no conditions on who receives it — everyone who reaches your threshold gets the same message.
- Threshold reachedSarah · attended visits, per your setting
- Invitation sentSame wording for every patient
Emma · Westside Physio, Calgary
Google review invitation
- EmmaHi Sarah — it’s Emma from Westside Physio. Thanks for coming in again. If you have a spare minute, a short Google review helps other patients find us. No obligation at all if you’d rather not.g.page/westside-physio/review
- Happy to! You’ve been great with my knee.
- EmmaThat means a lot — thank you. The link above takes you straight there, and it only needs a sentence or two.
Where patients slip away
Asking while the visit is still fresh
A review written the same day reads differently from one written a fortnight later — it is specific, warm, and it actually gets written. Timing is most of what makes the difference.
The window closing
The visit
Patient attends
Days later
The detail fades
A week on
Nobody asks
At your threshold
Emma invites them
Same day
Review written
The invitation goes to every patient who reaches the attended-visit threshold you set. What changes here is when they are asked, not which of them are.
The objection
The worry is what happens when you ask everybody
Inviting every patient who reaches your threshold is the only version of this that Google’s policies allow. It also means you are not choosing who gets asked, and that is the part that makes owners hesitate.
Some of them will not be flattering
That is what asking everybody means, and it is not a flaw in the method. A profile of nothing but five stars reads as managed; one with a few honest middling reviews reads as a real clinic that sees a lot of people.
A problem does not have to arrive as a review
Feedback runs as its own system on its own schedule. Every patient gets a private check-in, and anything concerning is emailed to your front desk and to you — with the patient, the appointment, and what they said. Nothing is auto-resolved and nothing is kept from you.
You set the number, then it applies to everyone
Most clinics use two attended visits; some use three to five, depending on how their treatment runs. Whatever you choose, everybody who reaches it is asked — which is the part that keeps this on the right side of Google’s policies, and the part that makes it worth doing at all.
How it works
How it works
Two things run independently here, and keeping them independent is the point. One listens to everybody; the other asks the patients who keep coming back.
Step 1
A patient reaches your threshold
You set how many attended appointments it takes. Most clinics use two; some set three to five depending on their treatment pattern. It counts attendance in Jane App™, not bookings made.
Step 2
Emma invites them, whoever they are
Everyone who reaches the threshold gets the same invitation with a direct link, regardless of anything they have said in a feedback check-in. The patient decides whether to write one, and what to write.
Step 3
Feedback runs on its own track
Separately, every patient gets a private post-appointment check-in. Concerning replies are emailed to your front desk and clinic manager or owner with the context they need. Nothing is auto-resolved, and none of it changes who gets invited to review.
In the journey
Where it fits in the patient journey
The invitation lands after a patient has already shown what they think of your clinic by coming back to it.
- Regulars a few visits in, who would happily review you but have never been asked
- Patients partway through a course of care, at the point attendance says more than a survey would
- Clinics whose review count trails well behind the quality of their care
- Feedback that should reach your team by email quickly, rather than appearing publicly first
One of nine
Emma is the AI receptionist. This is one of the nine assistants behind her.
Each assistant covers one moment in the patient journey. Three answer everyone who contacts you; six reach out first.
See all nine AI assistantsThe other assistants
What else Emma has behind her
Assistants work together rather than in isolation — a recovered call often becomes a first visit, and a first visit becomes aftercare.
- Paid Lead Follow-Up
Instant SMS the moment a form is submitted, then strategic drip follow-up until they engage.
- Website Live Chat
Engages website visitors instantly and keeps the conversation going.
- Social Messaging
Answers Facebook Messenger and Instagram DMs in real time.
- Missed-Call Text-Back
Instantly texts back missed calls so the caller can continue by SMS and book — no call is ever truly lost.
- First-Visit
Welcomes and guides new patients toward their first appointment.
- Aftercare
Follows up after visits to support recovery and encourage return visits.
- Re-Engagement
Brings lapsed patients back with personalised two-way SMS, driven by Jane visit history.
- Birthday
Sends warm birthday messages that drive rebooking.
Questions
Google Review, answered
How does Rebookly decide who is asked for a Google review?
Review invitations are triggered by attendance, not sentiment. Once a patient has attended a set number of appointments, Emma invites them to leave a Google review. Every patient who reaches that threshold is invited, regardless of any feedback they have given. The threshold is set by your clinic — most use two attended visits, and some set it at three to five depending on their treatment pattern.
Why is the invitation based on visit count?
Because attendance is a more honest signal than a survey answer, and because it treats every patient the same way. A patient who has come back several times has demonstrated satisfaction through behaviour. Inviting everyone who reaches the threshold also keeps your clinic on the right side of Google’s review policies, which prohibit selectively soliciting reviews from clients identified as satisfied.
Does Rebookly filter or manipulate reviews?
No. Rebookly does not block, suppress, alter, or manipulate reviews, and it does not screen patients by sentiment before inviting them. Review invitations are sent to every patient who reaches your clinic’s visit threshold. Patients always choose whether to leave a review and what to write.
What happens when feedback is neutral or negative?
The conversation is flagged and an email notification goes to the front desk and the clinic manager or owner — with the client name, appointment details, and the message — so the issue can be addressed privately by a person. Rebookly does not attempt to resolve it automatically. This is about catching problems early, and it has no bearing on whether that patient is later invited to leave a review.
Can Emma tell me what times are available?
No — and that is deliberate. Emma doesn’t handle availability at all. She answers what she knows from your knowledge base — services, pricing, duration, practitioners, policies — and hands off your Jane App™ online booking link, where the patient sees your live schedule and picks their own time. Because she never reads or quotes your schedule, she can never offer a slot that is already gone. Separately, background data sync with Jane keeps re-engagement targeting and the dashboard current — that is reporting data, not availability.
Can we control the thresholds and timing?
Yes. You control which appointment types trigger a feedback check-in, when messages are sent, which patients are excluded, and how many attended visits are required before a review invitation goes out. Rebookly follows your rules and does not act independently.
How is this different from a normal review request tool?
Traditional tools push a review request at everyone immediately after a single visit, and miss early warning signs entirely. Rebookly does two separate things: it collects private feedback so problems surface early and reach staff by email, and it invites reviews from patients who have actually kept coming back. The two run independently, on your schedule.
By clinic type
Tuned to your discipline
This assistant runs the same way for every discipline — what changes is the knowledge base behind it.
- Massage Therapy
- Physiotherapy
- Naturopathic
- Chiropractic
- Acupuncture
- Multidisciplinary
- Med Spas & Aesthetics
- IV Drip & Injectables
- Laser & Skin
This runs the same way for any Jane App™ clinic, whatever you practise. See the AI receptionist by clinic type · How the Jane App integration works
See how the asking actually works
Book a short demo and we’ll walk through where you would set the visit threshold, and what the feedback emails look like when something needs attention.
A demo is a live call with a founder — not a sales rep.
- Live in 5–10 business days
- Jane stays exactly as it is