How to Manage Website Reviews and Online Presence Requests in DigitalPatientChart

Last updated Aug 15, 2026

Use the Website Reviews and Online Presence tools in DigitalPatientChart to view patient-submitted feedback, manage review-related requests, assign follow-up tasks, and protect patient privacy when your team responds publicly. This DigitalPatientChart website reviews help article explains where to find requests, how to manage them, and what to check when notifications or access are not working as expected.

What Website Reviews and Online Presence Requests Are

If your team has asked, “what are online presence requests,” the short answer is: they are review or reputation-related items that need staff attention inside DigitalPatientChart. They may come from patient feedback, website forms, review follow-up workflows, or online profile activity connected to your practice.

These items are related, but not identical:

Website review: Feedback submitted through a MedXimity or practice website review workflow. It may include a rating, comment, patient name, date, and communication status.
Online presence request: A task or request tied to your practice’s public online profile, website visibility, review management, or reputation workflow.
General patient communication request: A broader message or request from a patient, such as an appointment question, contact form submission, or administrative inquiry.

Website reviews and online presence requests should be handled by trained staff who understand patient communication, privacy expectations, and your practice’s internal review response process.

Before You Start: Roles, Permissions, and Practice Settings

Who can access website reviews depends on your DigitalPatientChart role, practice settings, and any feature permissions enabled for your account. In most practices, access is limited to administrators, office managers, owners, or staff assigned to manage online presence tasks.

Before managing reviews, confirm the following:

Sign in to DigitalPatientChart with your own user account.
Confirm your account has access to Website Reviews, Online Presence, or Requests.
Check that your practice has website review or online presence features enabled.
Confirm notification settings are enabled for the staff members responsible for review follow-up.
Make sure your team has a written privacy policy for public review responses.

If you cannot see the review area, ask a practice administrator to review your permissions before contacting support.

How to Find Website Reviews and Online Presence Requests

To find website reviews in DigitalPatientChart, start from the main dashboard and open the review or online presence section available in your left navigation.

Log in to DigitalPatientChart.
From the left menu, select Online Presence.
Select Website Reviews to view review activity.
If your account uses the Requests menu, select Requests, then choose Online Presence.
Use filters such as New, Open, Assigned, Closed, date range, patient name, or location, if available.
Select a review or request to open the detail view.

Menu labels may vary slightly by practice configuration. If you manage multiple locations, confirm that you are viewing the correct practice location before assuming a request is missing.

How to Review Request Details and Patient Communication History

The request detail view helps your team understand what was submitted, who has worked on the item, and what communication has already occurred. This is where you can review request history in DigitalPatientChart before taking action.

Open Online Presence or Website Reviews.
Select the review or request you want to inspect.
Review the submitted information, including date, source, rating or comment, patient contact details, and current status.
Open the History, Activity, or Communication tab, depending on your configuration.
Check for prior staff notes, sent messages, assignment changes, status changes, and any previous review request communication.
Add an internal note if your team needs context for follow-up.

Use internal notes for operational context only. Do not enter unnecessary sensitive health details in review notes unless your practice policy requires documentation and the field is appropriate for that information.

How to Assign, Update, or Close an Online Presence Request

If you are learning how to manage review requests, the most important steps are to assign the item, document the action taken, and close it only when no further follow-up is needed.

Assign a request

Open the review or online presence request.
Select Assign or Owner.
Choose the staff member responsible for follow-up.
Add a brief internal note, such as “Office manager to review for response.”
Select Save.

Update a request

Open the request detail page.
Change the status to the appropriate option, such as In Progress, Waiting, or Reviewed.
Add a short note describing the action taken.
Save the update.

How to close an online presence request

Confirm the request has been reviewed by the correct staff member.
Confirm any patient communication, internal follow-up, or public response decision is complete.
Open the request status field.
Select Closed or Resolved.
Add a final internal note summarizing the resolution without including unnecessary patient-specific health information.
Select Save.

Do not close a request simply because it is difficult or sensitive. Escalate privacy concerns, negative feedback, or unclear patient identity to the appropriate manager.

How to Send Review Requests Appropriately

If your practice uses DigitalPatientChart to request patient reviews, keep the process respectful and neutral. Review requests should invite honest feedback; they should not pressure patients or suggest that only positive reviews are welcome.

Open the patient’s record or communication area.
Select the available option for Send Review Request, Request Feedback, or your practice’s configured review workflow.
Confirm the patient’s preferred contact method and contact information.
Use the approved template provided by your practice.
Review the message for accuracy and tone.
Send the request.
Check the patient communication history to confirm the request was logged.

When staff ask how to send patient review requests, remind them to avoid incentives, pressure, or selective sending based only on expected positive feedback. Review platform rules and healthcare privacy requirements may apply.

Privacy Guidelines for Public Review Responses

Public review response privacy guidelines are especially important for healthcare practices. A patient may choose to share personal information in a public review, but your practice should not confirm the person is a patient or disclose health details in a public reply.

Use these rules for public-facing responses:

Do not confirm that the reviewer is or was a patient.
Do not mention a diagnosis, treatment plan, appointment date, insurance issue, injury, or outcome.
Do not debate clinical details in public.
Keep responses brief, professional, and general.
Invite the person to contact the office directly through a private channel.
Route serious privacy, legal, or safety concerns to practice leadership before responding.

Example of a privacy-conscious response: “Thank you for sharing your feedback. Our office takes concerns seriously and welcomes the opportunity to speak with you directly. Please contact our office so we can review your concerns through the appropriate private channel.”

This language does not confirm patient status and does not disclose protected health information.

How Review Activity Connects to Your Practice’s Online Presence

Website reviews and online presence requests can affect how prospective patients understand your practice online. Consistent review workflows may help your team keep profiles accurate, respond professionally, and identify recurring service issues.

Review management is one part of a broader online presence strategy. Your team may also want to monitor website performance, profile accuracy, and content quality. Helpful MedXimity resources include How to Conduct a SEO Audit for Website, Learn How to Use Google Analytics to Monitor Website Activity, and What is the online experience for your business and how to get prepared for what's to come.

For patient review strategy, see Helpful Tips to Get Google Reviews for Chiropractic Clinic. Apply all tips in a privacy-conscious and platform-compliant way.

Recommended Internal Workflow for Your Team

The best workflow for review requests is simple, consistent, and role-based. Use a process your front desk, office manager, and providers can follow without confusion.

Check daily: Assign one staff member to check Website Reviews or Online Presence requests each business day.
Triage: Mark requests as routine, urgent, privacy-sensitive, or leadership review needed.
Assign: Send each item to the correct staff member, such as front desk, billing, office manager, or provider leadership.
Review history: Check prior communication before sending any follow-up.
Respond privately when needed: Use secure or approved communication channels for patient-specific issues.
Prepare public responses carefully: Use privacy-conscious templates and avoid patient-specific details.
Document action: Add internal notes that explain what was done.
Close: Close only after all required action is complete.
Audit monthly: Review request volume, unresolved items, and notification settings.

For practices building stronger patient communication workflows, accurate patient records are also important. See How to Add a New Patient Record Manually in DigitalPatientChart.

Troubleshooting Missing Requests, Notifications, and Access Issues

If you are searching for missing online presence requests DigitalPatientChart, start with filters, permissions, and notification settings before assuming the request was not submitted.

Request is missing

Clear active filters, including status, date range, staff member, and location.
Switch between Open, New, Assigned, and Closed views.
Search by patient name, email, phone number, or request date, if available.
Confirm the request was submitted to the correct practice location.
Ask an administrator to confirm the feature is enabled.

Review notifications are missing

If your team asks why are review notifications missing, check both user and practice-level settings.

Confirm the assigned staff member has notifications enabled.
Check email spelling and user account status.
Review spam, quarantine, or email filtering rules.
Confirm the request status is not already closed.
Ask an administrator to confirm notification routing for Website Reviews or Online Presence.

Staff member cannot access reviews

Confirm the staff member is logging in with the correct account.
Check whether the user role includes Website Reviews, Online Presence, or Requests access.
Confirm the staff member is assigned to the correct location.
Sign out and back in after permission changes.
If access still does not appear, contact support with the user name, practice location, and affected menu item.

Submission appears incomplete

Open the request detail view and review all tabs.
Check whether the patient stopped before completing the form.
Confirm required fields in your request form configuration.
Use approved private communication channels if your team needs clarification.

FAQ: Website Reviews and Online Presence Requests

What are online presence requests?

They are review, website visibility, or reputation-related tasks connected to your practice’s online presence. They may require staff review, assignment, response, or closure.

How do I find website reviews in DigitalPatientChart?

Go to Online Presence in the left menu, then select Website Reviews. If your practice uses the Requests menu, go to Requests and select Online Presence.

Who can access website reviews?

Access usually depends on your user role and practice permissions. Administrators, owners, office managers, or assigned online presence staff commonly have access.

How do I close an online presence request?

Open the request, confirm all follow-up is complete, change the status to Closed or Resolved, add a short internal note, and save.

Can we respond to public reviews with patient details?

No. Keep public responses general. Do not confirm patient status or mention treatment, diagnosis, appointment details, or other protected information.

Why are review notifications missing?

Common causes include disabled user notifications, incorrect email addresses, spam filtering, closed request status, location mismatch, or missing permissions.

Where can I see review request history in DigitalPatientChart?

Open the request detail page and select the History, Activity, or Communication tab, depending on your account configuration.

Still Need Help?

If you still cannot find, assign, respond to, or close a Website Review or Online Presence request, contact MedXimity support. Include your practice name, location, user email, the request date, and a brief description of the issue. Do not send protected health information unless support specifically instructs you to use an approved secure channel.