The typical implementation process for Review Wave is designed to be smooth and efficient, allowing healthcare practices to get up and running quickly. Here's a general step-by-step breakdown:

1. Initial Consultation & Demo
   The process begins with a discovery call or demo session where Review Wave’s team learns about your practice’s needs and goals. This helps determine the best plan and features for your setup.

2. Account Setup & Onboarding
   Once you sign up, a dedicated onboarding specialist is assigned to guide you through the setup. This includes configuring your account, integrating with your existing Practice Management System (PMS), and importing patient data if needed.

3. System Integration
   Review Wave integrates with many popular PMS platforms. During this phase, the software is connected to your scheduling system, patient database, and communication tools to ensure seamless automation.

4. Customization & Branding
   Your platform is customized with your practice’s branding—logos, messaging tone, and communication preferences. This includes setting up review request templates, intake forms, and SMS/email campaigns.

5. Training & Walkthrough
   Your team receives training on how to use the dashboard, manage patient communications, and monitor review performance. This ensures everyone is comfortable using the system from day one.

6. Go Live & Monitoring
   Once everything is configured and tested, the system goes live. The Review Wave team monitors performance closely during the first few weeks to ensure everything runs smoothly.

7. Ongoing Support & Optimization
   After launch, you’ll have access to ongoing support and periodic check-ins to optimize your campaigns, update features, and ensure continued success.

Typical Timeline:
The full implementation process usually takes 1 to 2 weeks, depending on the complexity of your setup and how quickly your team can complete onboarding steps.

Review Wave can be customized to fit specific business needs, especially for healthcare practices that want to tailor patient engagement and communication. Here are several ways it supports customization:

• Custom Review Requests: You can personalize the timing, content, and platform (Google, Facebook, etc.) for review requests.

• Branded Digital Forms: Intake forms can be customized with your logo, colors, and specific questions relevant to your practice.

• Flexible Scheduling Rules: The online booking system can be configured to follow your business hours, provider availability, and appointment types.

• Tailored SMS & Email Campaigns: Create custom campaigns for patient reactivation, appointment reminders, and follow-ups.

• AI Answering Customization: The AI-powered after-hours answering service can be trained to respond in a tone and style that matches your brand.

• Integration with PMS: Deep integrations with various Practice Management Systems allow for syncing of patient data, appointment types, and recall modules.

• Local Listings Management: Customize how your business appears across directories to maintain consistent branding and SEO.

These customization options make Review Wave adaptable for solo practitioners, multi-location clinics, and specialty practices alike.

Review Wave has a transparent pricing structure, but there are a few additional costs to be aware of beyond the monthly subscription:

• One-Time Setup Fee: A $299 setup fee is required for all plans. This covers onboarding, configuration, and initial training.

• Monthly Subscription Plans:

  • Premium Plan: $299/month
  • Pro Plan: $399/month
  • Elite Plan: $499/month

• Add-On Services:

  • CharlieAI Receptionist: $299/month
  • Website Services: $99/month
  • Local SEO Services: Custom pricing (requires direct inquiry)

There are no separate maintenance or support charges—ongoing support is included in the subscription.

Review Wave provides a comprehensive onboarding and support experience:

• Dedicated Onboarding Specialist: Guides you through setup, integration, and customization.

• Live Training Sessions: Walkthroughs for your team to learn how to use the dashboard, manage reviews, and communicate with patients.

• Help Center & Knowledge Base: Access to articles, FAQs, and tutorials.

• Ongoing Support: Available via email and chat for troubleshooting and optimization.

• Periodic Check-ins: To ensure the platform continues to meet your evolving needs.

This hands-on approach ensures that even non-technical users can get up and running quickly and confidently.

• HIPAA Compliance: As a healthcare-focused platform, Review Wave is designed to meet HIPAA standards, ensuring the protection of patient health information.

• Secure Data Transmission: Likely uses SSL encryption for all data in transit to protect against interception.

• Access Controls: Role-based access ensures that only authorized users can view or manage sensitive data.

• Data Hosting: Presumably hosted on secure, compliant cloud infrastructure (though specifics like AWS or Azure are not disclosed).

• Audit Trails: Tracks user activity to monitor access and changes to patient data.

For practices handling sensitive patient information, these measures are critical to maintaining trust and regulatory compliance.

Review Wave’s Terms of Service clearly state that:

“As between you and Review Wave, your data and any similar data provided to Review Wave… is and shall remain your property.”

This means:

• You retain full ownership of your data, including patient information and communications.
• You can request access to your data at any time.
• The platform is designed to respect data portability, although the exact export formats or procedures are not detailed publicly.

Review Wave offers flexibility for practices to scale their subscription based on changing needs.

• Plan Upgrades: You can move from a lower-tier plan (e.g., Premium) to a higher-tier plan (e.g., Pro or Elite) to access more features like AI answering or increased messaging limits.

• Add-Ons: Services like CharlieAI Receptionist or website management can be added as needed.

• Scaling Down: Downgrading may be possible, but could be subject to the terms of your subscription agreement or renewal cycle.

To make changes, users typically need to contact Review Wave’s support or account management team. The platform is designed to accommodate solo practitioners as well as multi-location practices, making it scalable both in features and pricing.

According to Review Wave’s Terms of Service, here are the key points regarding contract renewal and cancellation:

• Subscription Term: The duration of your subscription is defined in your signed Order Form. This term automatically renews unless either party provides notice of non-renewal.

• Automatic Renewal: Subscriptions typically renew automatically for successive terms unless canceled in accordance with the agreement.

• Cancellation Policy: To cancel, you must provide written notice before the renewal date. The specific notice period (e.g., 30 days) is usually outlined in your Order Form.

• No Refunds: Review Wave generally does not offer refunds for early termination or unused time within a subscription period.

• Termination for Cause: Either party may terminate the agreement if the other party breaches the terms and fails to remedy the breach within a specified period (typically 30 days).

• Data Access Post-Termination: Upon termination, you may request access to your data, but Review Wave is not obligated to retain it indefinitely unless required by law.

Review Wave is built with healthcare compliance in mind and adheres to several key standards:

• HIPAA Compliance: Review Wave is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA). This includes safeguards for the privacy, security, and breach notification of Protected Health Information (PHI).

• HITECH Act: The platform also complies with the Health Information Technology for Economic and Clinical Health (HITECH) Act, which strengthens HIPAA rules and mandates stricter data breach notifications.

• Business Associate Agreement (BAA): Review Wave provides a HIPAA Business Associate Agreement (BAA) for covered entities, outlining its responsibilities in handling PHI securely.

• Data Use Restrictions: Review Wave explicitly states it will not use or disclose PHI for marketing or fundraising purposes without consent.

• Security Measures: While not all technical details are disclosed, the platform is expected to use industry-standard encryption, access controls, and audit trails to protect sensitive data.

These compliance measures make Review Wave a trusted solution for healthcare providers who must meet strict regulatory requirements.