Use this guide to complete a website build review in DigitalPatientChart, request revisions, approve your site for launch, and understand what to do when a reputation management request is declined.
This article is for practice owners, office managers, marketing users, and authorized staff members who manage a practice website or reputation management workflow in DigitalPatientChart.
- Authorized DigitalPatientChart users can review a website build, request revisions, verify launch details, or approve the site for launch.
- A complete website build review should include practice identity, provider information, services, locations, forms, navigation, mobile layout, and contact pathways.
- Revision requests should be specific, organized by page or section, and submitted through the appropriate DigitalPatientChart workflow.
- A declined reputation management request usually means required information is missing, unclear, duplicated, inconsistent, or not eligible as submitted.
- Your team can review the decline reason, correct the issue when appropriate, resubmit the request, or contact DigitalPatientChart support when the next step is unclear.
Before You Begin: Access and Permission Requirements
Before starting a website build review, confirm that you are signed in to the correct DigitalPatientChart account and have the right permissions. Website review and reputation management tools may not be visible to every user in your practice.
Website build review access requirements
To review a website build or submit launch approval, you typically need access to your practice’s website, marketing, or administrative tools in DigitalPatientChart. If you only have clinical, scheduling, or limited staff access, you may not see the website review area.
- Sign in to DigitalPatientChart using your practice account.
- Confirm that you are working under the correct practice location if your organization has more than one location.
- Check whether you can see website, marketing, launch, or reputation management options in the main navigation.
- If you do not see the correct tools, ask your practice administrator to review your role and permissions.
- If your administrator cannot update access, contact DigitalPatientChart support for help confirming your account setup.
Recommended internal reviewers
For the most accurate review, include the people who know the practice details best. A complete review often includes:
- The practice owner or managing provider
- The office manager or administrator
- A billing or front desk lead who knows contact and intake workflows
- A provider or clinical lead who can review service descriptions for accuracy
- A marketing contact, if your practice has one
Only one person should submit the final revision list or launch approval unless your practice has been instructed otherwise. This helps prevent conflicting feedback.
Information to have ready
Gather the following before you begin your DigitalPatientChart website build review steps:
- Official practice name as it should appear on the site
- Correct address, phone number, fax number, and business hours
- Provider names, credentials, bios, and approved photos
- Service list and any preferred language for service descriptions
- Accepted insurance information, if displayed on the website
- New patient intake instructions
- Links to approved patient forms, online scheduling, or portal access
- Preferred launch domain, if applicable
If you also manage your Medximity listing, review How to Update Your Practice Address, Phone Number, and Business Hours on Medximity so your website and public profile information stay consistent.
How to Open and Review Your Website Build
The exact labels in your account may vary by setup, but the website build review process generally follows the same path: open the build preview, review each page, submit revisions if needed, or approve the build for launch.
DigitalPatientChart website build review steps
- Sign in to DigitalPatientChart.
- Open the practice or location connected to the website build.
- Go to the website or marketing section of your dashboard.
- Select the website build, website preview, or build review option.
- Open the preview link in a new browser tab.
- Review the homepage first, then move through each main navigation item.
- Check the desktop view on a computer.
- Check the mobile view on a phone or by narrowing your browser window.
- Write down any requested changes by page name and section.
- Return to DigitalPatientChart and submit revisions or approval through the website review workflow.
Review in the right environment
For best results, review the website in a current version of Chrome, Safari, Firefox, or Edge. If something looks unusual, refresh the page or open the preview in a private browsing window before reporting it as an issue. Browser caching can sometimes make an older version appear even after updates have been made.
Do not approve from memory
Even if your site looks similar to a previous version, open the preview and review each page before launch approval. Small details such as a phone number, provider credential, location map, or form link can affect patient access.
Website Build Review Checklist
Use this DigitalPatientChart website build checklist when deciding how to review website build content before launch. Work from top to bottom and document each change clearly.
Practice identity
- Practice name is spelled correctly.
- Logo is current and not stretched, blurry, or outdated.
- Brand colors look appropriate and readable.
- Taglines or short descriptions match how your practice wants to be represented.
- Any specialty references, such as chiropractic, physical therapy, rehabilitation, or wellness care, are accurate.
Contact information
- Main phone number is correct.
- Fax number is correct if displayed.
- Email address is correct if displayed.
- Address is accurate and formatted consistently.
- Business hours match your current schedule.
- Holiday or temporary hours are not shown unless they are meant to remain on the site.
If your practice information also appears on Medximity, confirm your public listing details. See How to Claim and Verify Your Medximity Provider Profile for profile access guidance.
Locations and service areas
- Each location shown on the website is active and accepting patients if that is stated.
- Maps and directions point to the correct location.
- Location pages do not list providers or services that are not offered there.
- Parking, entrance, suite, or accessibility notes are accurate if included.
- Nearby city or service-area references are appropriate and not misleading.
Providers and staff
- Provider names are spelled correctly.
- Credentials and titles are accurate.
- Provider bios do not include unsupported claims, expired roles, or outdated affiliations.
- Photos are current and approved for website use.
- Any staff members listed on the site have approved public-facing information.
Services and treatment descriptions
Service descriptions should be accurate, conservative, and appropriate for patient education. They should not guarantee outcomes or imply that a service is right for every patient.
- Service names match what your practice actually offers.
- Descriptions use patient-friendly language.
- Claims are appropriately qualified with wording such as “may help,” “can support,” or “is commonly used for.”
- No service page promises a cure, guaranteed pain relief, or a specific result.
- No page describes services your practice does not provide.
- Any rehabilitation, chiropractic, physical therapy, or wellness content aligns with your practice’s scope and preferences.
Patient forms and intake pathways
- New patient forms open correctly.
- Online scheduling buttons go to the right destination.
- Patient portal links work as expected.
- Contact forms ask only for appropriate information.
- Submitted forms route to the correct practice contact or workflow.
If your patients use portal messaging, you may also want to review How to Message Your Provider Through the Patient Portal so your front desk team can direct patients to the correct communication option.
Navigation and page structure
- Main menu items are easy to understand.
- Important pages are not hidden too deeply.
- Buttons use clear wording such as “Request Appointment,” “Call the Office,” or “New Patient Forms.”
- Links do not lead to missing, outdated, or unrelated pages.
- Footer links match the main pages and contact details.
Mobile layout
Many patients will first view your website from a phone. Check the mobile version carefully.
- Phone number is easy to tap.
- Menu opens and closes correctly.
- Text is readable without zooming.
- Buttons are not too close together.
- Images do not block text or forms.
- Maps and embedded tools display properly.
Search visibility basics
Your launch review is not a full SEO audit, but it is a good time to catch obvious search and content issues.
- Page titles are clear and relevant.
- Headings accurately describe each page.
- Location and service pages use specific, truthful wording.
- Duplicate or placeholder content has been removed.
- Internal links point patients to helpful next steps.
For a broader marketing review, see How to Conduct a SEO Audit for Website and Link Building for Chiropractors: What Is It and Why You Need It?.
Compliance and privacy check
- No patient names, photos, testimonials, or case details appear unless your practice has confirmed proper authorization for public use.
- No private patient information appears in screenshots, forms, or examples.
- Clinical content is educational and does not diagnose the reader.
- Marketing language does not promise results.
- Review request language, if present, does not pressure patients or ask only satisfied patients to respond.
How to Request Website Revisions
If you find items that need to be changed, request website revisions in DigitalPatientChart instead of sending scattered notes through multiple channels. A clear revision request helps the build team make updates faster and reduces the chance of missed items.
Submit a revision request
- Open the website build review area in DigitalPatientChart.
- Select the option to request revisions or submit feedback.
- Enter each requested change as a separate item when possible.
- Identify the page where the issue appears.
- Describe the current content or issue.
- Describe the exact replacement text, image, link, or change you want.
- Attach supporting files if the workflow allows uploads.
- Review your list before submitting.
- Submit the revision request.
- Watch for confirmation that your request was received.
Use a clear format
When submitting revisions, use this format:
- Page: About Us
- Section: Provider bio for Dr. Smith
- Current: Lists outdated Saturday hours
- Requested change: Replace with “Saturday appointments are available by request.”
This is easier to process than a general comment such as “Please update the About page.”
Group feedback before submitting
If several people at your practice are reviewing the build, collect all feedback internally first. Then submit one organized list. Multiple rounds of conflicting feedback may delay launch.
What to avoid in revision requests
- Do not submit vague notes such as “make it better” or “change the design” without details.
- Do not request content that guarantees clinical results.
- Do not include patient information in examples or screenshots.
- Do not submit duplicate requests unless the original request did not go through.
- Do not approve the site if you know required revisions are still pending.
After you submit revisions
- Wait for the DigitalPatientChart website team to review the request.
- Check for a status update, message, or revised preview.
- Open the updated preview when available.
- Confirm that each requested change was made correctly.
- If an item was missed or needs adjustment, reply through the same workflow with the specific item.
- Approve the build only after required changes have been completed.
How to Approve Your Website Build for Launch
DigitalPatientChart website approval for launch tells the website team that your practice has reviewed the build and is ready to move forward with launch steps. Only approve when your practice is comfortable with the public-facing content and launch details.
Before approving launch
Confirm the following items first:
- All required revisions have been completed.
- Practice name, address, phone number, and hours are correct.
- Provider and service information is accurate.
- Forms, scheduling links, and contact pathways work.
- Mobile layout has been reviewed.
- Domain or launch details are confirmed.
- The person approving has authority to approve on behalf of the practice.
Approve the website build
- Sign in to DigitalPatientChart.
- Open the website build review area.
- Open the latest website preview.
- Complete one final review of the homepage, main service pages, contact page, and location pages.
- Return to the review workflow.
- Select the approval or approve for launch option.
- Confirm that you are authorized to approve the website for launch.
- Submit the approval.
- Save or note any confirmation message for your records.
What happens after approval
After approval, the DigitalPatientChart team can proceed with launch preparation. Launch timing may depend on domain settings, technical checks, final quality review, and any account-specific requirements. If your practice manages domain access directly, you may be asked to confirm DNS or registrar details.
If you approved by mistake
- Contact DigitalPatientChart support as soon as possible.
- Include the practice name and website build name.
- Explain that launch approval was submitted in error.
- List the changes that still need to be reviewed.
- Wait for support to confirm whether launch can be paused or adjusted.
The earlier you contact support, the easier it may be to address the issue before the website is published.
What a Declined Reputation Management Request Means
A declined reputation management request means the request was not accepted for processing as submitted. It does not always mean the request can never be completed. In many cases, it means required information is missing, unclear, duplicated, inconsistent, or not eligible under the current workflow.
If you are looking for the reputation management request declined meaning, start by opening the declined request and reading the decline reason. The reason should guide your next step.
Where to find the decline reason
- Sign in to DigitalPatientChart.
- Open the reputation management area.
- Go to request history, request status, or the relevant campaign/request list.
- Find the request marked declined.
- Open the request details.
- Review the decline reason, notes, or required action.
Declined is different from failed delivery
A declined request is usually stopped before processing or approval. A failed delivery usually means the request was accepted, but the message could not be delivered because of a contact issue such as an invalid phone number or email address. Check the request status carefully before deciding what to fix.
Privacy reminder
Reputation management tools should be used carefully in a healthcare setting. Do not add patient diagnosis details, visit notes, chart information, or other private health information to a reputation request. Use only the information required by the workflow and follow your practice’s privacy policies.
Common Reasons Reputation Management Requests Are Declined
If you are asking why reputation request was declined, review the most common causes below. The exact reason may depend on your account settings and the type of request submitted.
Missing required information
The request may be declined if required fields are blank or incomplete. Examples include:
- Missing patient or recipient name when required
- Missing phone number or email address
- Missing location or provider selection
- Missing campaign or request type
Invalid or unclear contact information
A request may not be eligible if the contact information appears incorrect or unusable.
- Email address is incomplete or contains a typo
- Phone number has too few or too many digits
- Contact method is not supported
- Recipient details do not match the expected format
Duplicate request
A request may be declined if it appears to duplicate a recent request. This helps prevent repeated messages to the same recipient.
- The same recipient was submitted more than once.
- A similar request is already pending.
- A campaign rule limits how often requests can be sent.
Inconsistent practice, provider, or location details
The request may be declined if the selected location, provider, or practice details do not align with the request. For example, a provider may be selected under a location where that provider is not active.
Request does not meet eligibility rules
Some reputation management workflows may have eligibility rules. A request may be declined if it does not meet those rules as submitted. The decline note should identify whether the issue can be corrected.
Opt-out, consent, or communication preference issue
If the recipient has opted out of messages or has a communication preference that prevents the request, the system may decline the request. Do not try to work around opt-out or consent-related restrictions. If you believe the status is incorrect, contact DigitalPatientChart support rather than resubmitting repeatedly.
Inappropriate or non-compliant content
If the request includes custom text, it may be declined if the content is not appropriate for the workflow. Avoid language that:
- Asks only happy patients to leave a review
- Pressures a patient to post a positive review
- Offers an incentive for a review
- Includes diagnosis, treatment details, or private patient information
- Uses language that may be misleading or unsupported
How to Correct and Resubmit a Declined Request
To fix declined reputation management request issues, use the decline reason as your guide. Do not resubmit the same request without making the needed correction unless support tells you the decline was caused by a system issue.
Correct the request
- Open the declined reputation management request in DigitalPatientChart.
- Read the decline reason or support note.
- Compare the request details against the required fields.
- Correct missing or inaccurate information if the workflow allows editing.
- If editing is not available, create a new request with the corrected information.
- Remove any unnecessary private information from notes or custom text.
- Confirm the correct practice location, provider, campaign, and contact method.
- Save the corrected request or prepare it for resubmission.
Resubmit reputation management request DigitalPatientChart workflow
- Go to the reputation management area in DigitalPatientChart.
- Open the corrected request or start a new request.
- Review all required fields.
- Confirm recipient contact information is accurate.
- Confirm the request follows your practice’s communication policies.
- Select submit or resubmit.
- Check for a confirmation message.
- Monitor the request status until it is accepted, sent, completed, or otherwise updated.
If the request is declined again
- Do not continue submitting the same request repeatedly.
- Open the newest decline reason.
- Compare it with the previous decline reason.
- Take a screenshot of the request details and status if allowed by your practice policy, avoiding unnecessary patient information.
- Contact DigitalPatientChart reputation management support with the request ID or identifying details available in the system.
When not to resubmit
Do not resubmit a declined reputation management request if the decline reason states that the recipient is not eligible, has opted out, or cannot be contacted through that workflow. If you are unsure, contact support before taking further action.
When to Contact DigitalPatientChart Support
Contact support when you cannot access the right tool, launch approval is blocked, a revision workflow is unclear, or a declined reputation management request cannot be corrected based on the decline reason.
DigitalPatientChart support for website launch
Contact DigitalPatientChart support for website launch help when:
- You cannot find the website build preview.
- Your approval button is missing or disabled.
- You submitted approval by mistake.
- A required revision was marked complete but does not appear in the preview.
- Your domain or launch details appear incorrect.
- The site appears broken on desktop or mobile after refresh.
- You are unsure whether the current build is the final version for approval.
DigitalPatientChart reputation management support
Contact DigitalPatientChart reputation management support when:
- The decline reason is missing or unclear.
- The request was declined again after correction.
- You believe the wrong location, provider, or campaign rule is being applied.
- You need help understanding an opt-out or communication preference issue.
- The request status does not update.
- You cannot access the reputation management area even though your role should have access.
Access and permission support
If the issue appears to be related to permissions, ask your practice administrator to review your role first. If the administrator cannot resolve it, contact support with your user email, practice name, and the feature you need to access.
Information to Gather Before Contacting Support
Providing clear information helps support review your issue more efficiently. Do not include unnecessary patient information in support messages.
For website build review or launch issues
- Practice name
- Location name, if applicable
- Your name and user email
- Website preview link, if available
- Page name where the issue appears
- Description of the issue
- Device and browser used
- Screenshot of the issue, if helpful
- Whether the issue appears on desktop, mobile, or both
- Any recent revision request or approval confirmation details
For declined reputation management requests
- Practice name
- Location name, if applicable
- Your name and user email
- Request ID or request date, if available
- Status shown in DigitalPatientChart
- Decline reason shown in the system
- Steps you already took to correct the request
- Screenshot of the status or decline reason, if appropriate
Screenshot guidance
Screenshots can help, but keep privacy in mind. Crop out patient details unless support specifically needs them and your practice policy allows you to share them through the support channel. Never send chart notes, diagnosis details, or unnecessary protected information in a general troubleshooting message.
FAQ: Website Build Reviews and Declined Reputation Requests
Who can complete a website build review?
A user with the correct DigitalPatientChart permissions can complete the review. In many practices, this is the owner, administrator, office manager, or marketing user. If you cannot access the website review area, check your website build review access requirements with your account administrator.
How do I know if I am reviewing the latest website build?
Open the preview from the website build review area in DigitalPatientChart instead of using an older saved link. If you are unsure, refresh the page or ask support to confirm that you are viewing the latest version.
Can more than one person request website revisions?
Your practice may allow multiple reviewers, but it is best to combine feedback into one organized revision request. This helps prevent duplicate or conflicting changes.
What should I include when I request website revisions in DigitalPatientChart?
Include the page name, section, current issue, and exact requested change. If you are replacing a photo, form, or link, include the correct file or destination when available.
Can I approve the website and request more changes later?
You should only approve the website build when required changes are complete. If you approve and then notice an issue, contact support as soon as possible. Depending on launch status, support may advise whether the change can be made before or after launch.
What does a declined reputation management request mean?
It means the request was not accepted for processing as submitted. The issue may be missing information, invalid contact details, duplicate submission, eligibility rules, opt-out status, or content that does not fit the workflow.
How do I find out why a reputation request was declined?
Open the declined request in the reputation management area and review the decline reason or notes. If the reason is not clear, contact DigitalPatientChart reputation management support.
How do I fix a declined reputation management request?
Open the request, read the decline reason, correct the missing or inaccurate information, and resubmit only if the request is eligible. Do not resubmit if the decline is based on opt-out status or another non-correctable rule unless support instructs you otherwise.
Why can’t I see the website build or reputation management area?
Your user role may not include those permissions, or you may be signed in under the wrong practice or location. Ask your administrator to review your access. If the issue continues, contact support.
Should I include patient details in support screenshots?
Only include the minimum information needed to troubleshoot the issue. Avoid sending private patient information, chart notes, diagnosis details, or unnecessary screenshots that include protected information.
Still Need Help?
If you still need help with a website build review, website launch approval, revision request, or declined reputation management request, contact DigitalPatientChart support from your account. Include your practice name, location, user email, and a short description of the issue so the support team can route your request correctly.