A provider raises a concern. Who reads it, who can act, and when will the provider hear back? Use this five-field record to agree the follow-up and keep unresolved work visible.
Reusable five-field follow-up record
Select the template below and use your device’s Copy command if the copy button is unavailable. The download contains the same blank template text, not the complete guide.
Who can see it: use only the authorized case and practice scope. Raw-survey review, case handling and internal-note access are separate permissions; a job title or invitation link does not grant all three. A provider sees their own linked support conversation and replies, not unrestricted staff records. Confirm the actual accounts before collecting feedback.
Named versus unnamed: named responses retain a provider link. Unnamed responses omit the direct provider link but retain practice context. Invitation, delivery and participation records remain separate; participation does not prove who authored a particular unnamed response. Comments and small groups may still identify a person. Do not promise complete anonymity.
After a check-in invitation brings in a response, someone needs to review it and follow through. The record should make that next step clear.
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Use a clear starting date
Post-hire checkpoints need an agreed date to work from. Confirm the provider’s joining date and the contact details used for the invitation. DentalXpand supports a check-in cadence at two weeks and at one, three, six and twelve months when the relevant survey email setup is enabled.
The timing gives the team opportunities to discuss different parts of the experience. Early conversations can identify onboarding barriers. Later conversations can revisit expectations, support and unresolved concerns. A scheduled invitation creates an opportunity to listen; it does not guarantee a response or retention outcome.
Make the question useful
Ask about the provider’s experience in terms that a leader can act on. “Do you have what you need to manage your daily schedule?” creates a more focused follow-up than a general request for comments alone.
Look at written feedback alongside available scores. The same score may reflect different concerns, and a positive average can conceal an issue that matters to one provider. Limit access to the people permitted to review the response; do not promise anonymity if the workflow links feedback to a provider record.
About this guide: a DentalXpand product-team operational template, not an independently reviewed clinical or professional guideline.
Turn one concern into an owned action
Use the five-field record above to keep the concern, action and provider reply together.
Close the loop with evidence
A case marked complete should explain what happened. “Discussed schedule and agreed the next step” is more useful than an unexplained completion mark. If the issue remains open, keep the next action visible instead of closing the case to improve a dashboard count.
Review new survey responses alongside outstanding follow-ups. Check which feedback still needs to be read, which conversations are underway and which actions need another owner.
Use the record in the next leadership conversation
In the leadership review, look at current concerns, assigned owners and actions that are due. Use the record to identify where help is needed. A survey score does not predict whether a specific provider will leave.
DentalXpand brings the check-in response and staff-assigned follow-up into the provider retention workflow. The provider check-in guide explains the process, and the retention solution page shows a practical concern-to-owner example.