So, what review management strategies actually work in 2025? The short answer: a structured system that asks at the right time, directs happy patients to the right platforms, and handles negative feedback privately and professionally.
In this article, we’ll cover the best practices for review management tailored specifically to med spas and wellness practices, the tools available, and why working with a specialized marketing agency can transform your results.
Why Review Management Matters More Than Ever
Reputation is Patient Acquisition
Most prospective patients won’t book a Botox or laser treatment without first checking reviews. A clinic with 200+ recent reviews averaging 4.8 stars will almost always outperform one with a handful of outdated reviews, no matter the website design or ad spend.
Reviews and Local SEO
Google factors reviews into local ranking. The number of reviews, the frequency of new ones, and the keywords patients use (“Botox in Dallas,” “hydrafacial results”) all influence how your clinic appears in search results.
AI and Chatbot Search
Patients are increasingly asking AI assistants for “the best med spa near me.” These systems pull data from Google, Yelp, RealSelf, and other review platforms. More reviews = higher chances of being recommended.
What Works in Review Management in 2025
1. Automated Review Requests
The most reliable way to grow reviews is by automating the task. Platforms like GoHighLevel (used by agencies like Beauty Brand Builders) allow clinics to send a text or email after each appointment with a direct link to leave feedback.
Timing is everything:
- Same-day requests capture patients while they’re still thrilled with results.
- Follow-up reminders (48 hours later) double response rates without being intrusive.
2. Smart Feedback Filtering
Instead of sending every patient straight to Google, modern review systems first ask:
“Were you happy with your results?”
- If yes → Patients are guided to Google, Yelp, or Facebook to leave a public review.
- If no → They’re directed to a private form that alerts the clinic manager, preventing negative experiences from going public and giving you a chance to resolve issues.
This two-step approach protects your reputation while still gathering valuable feedback.
3. Professional Review Responses
Every review deserves an answer. But for med spas, there’s a twist: HIPAA compliance. Clinics cannot acknowledge treatments publicly, even if the patient mentions them.
- Correct: “Thank you for your kind words! We appreciate you sharing your experience.”
- Incorrect: “We’re glad you enjoyed your Botox session. See you soon!”
Professional, genuine, but neutral responses show attentiveness without risking compliance issues.
4. Citations and Local Listings
Beyond Google Reviews, clinics benefit from having consistent citations across:
- Yelp
- RealSelf
- Healthgrades
- Facebook
Updating these listings regularly and ensuring NAP consistency (Name, Address, Phone) strengthens your local SEO and boosts trust signals for both patients and algorithms.
5. Using Reviews in Marketing
Your best reviews shouldn’t live only on Google. Repurpose them:
- Add to your website homepage or treatment pages.
- Share on Instagram stories or carousel posts.
- Highlight in email campaigns for patient retention.
Social proof is a powerful conversion driver, especially when combined with before-and-after images.
The Role of a Specialized Agency
Managing reviews isn’t just about sending a few texts it requires a system. A marketing agency specialized in aesthetics and wellness can:
- Set up automated review requests in your CRM.
- Monitor review volume and sentiment across platforms.
- Respond to reviews or provide templates for your team.
- Optimize local SEO with citations and Google Business Profile updates.
- Leverage reviews in ads, social media, and email campaigns.
Beauty Brand Builders, for example, builds tailored review funnels for med spas, ensuring patient satisfaction translates directly into online growth and more bookings.
Final Thoughts: Turning Reviews Into Growth
In 2025, review management is one of the most powerful growth levers for med spas and wellness practices. Clinics that actively collect, manage, and leverage reviews consistently:
- Rank higher on Google.
- Build trust with new patients.
- Lower their patient acquisition costs.
If you’re serious about scaling your clinic, reviews aren’t optional—they’re the foundation of sustainable growth.
Book a call with Beauty Brand Builders and discover how to scale your clinic with proven review management systems.
