For dental practice owners · Bookings and no-shows
Confirm appointments without naming the visit
A confirmation text, email and morning-of reminder with the time, what to bring and your policy, and nothing about what the visit is for.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Office managers and whoever sets up the practice's reminders.
I run a dental practice. Our appointment confirmations are a mix of old wording and whatever the front desk typed that day. I want one set that patients answer, that tells them what they need to know, and that never says what the visit is for. What I have: - When confirmations go out and how patients confirm: [WHEN AND HOW TO CONFIRM] - Our cancellation and late arrival policy, in our words: [OUR POLICY] - What a patient brings or does before arriving: [WHAT TO BRING] - Parking and how to find us: [ARRIVAL NOTES] - How we sound: [OUR TONE] What I want: 1. Write a confirmation text with blanks for the day and time, the confirm step, and nothing else. 2. Write a short email version that adds what to bring, the arrival notes and our policy in one or two plain sentences. 3. Write a short reminder for the morning of the visit. 4. Write a reply for a patient who answers that they need a different time, saying the front desk will call them. Rules: - Write a draft for me to read. Do not send anything. - Use only what I gave you. If something is missing, ask me instead of guessing. - Never quote a price, promise an opening or claim anything I did not give you. - Leave out anything about a patient's health, treatment or history. Never name a procedure or the reason for the visit. - State the policy plainly and kindly. Do not add a fee or penalty I did not give you. Give me back: - The confirmation text - The email version - The morning-of reminder - The reply for a patient who needs a different time
When to use it
You are rewriting the confirmations your practice software sends, or the front desk keeps typing them by hand in different words.
When not to
Do not use it for anything a patient must do for their care before a visit, such as taking medicine or not eating. Those instructions come from the dentist.
What to paste in
- [WHEN AND HOW TO CONFIRM]: When confirmations go out and what a patient does to confirm, for example reply C two days before.
- [OUR POLICY]: Your cancellation and late arrival policy as you already tell patients, in a sentence or two.
- [WHAT TO BRING]: Photo ID, insurance card if it changed, forms to fill in ahead, how early to arrive.
- [ARRIVAL NOTES]: Parking, the entrance, the floor or suite, anything a first-time patient gets wrong.
- [OUR TONE]: Three or four words for how your practice sounds.
Never paste
- Patient names, birth dates, phone numbers or insurance IDs
- Appointment types, procedures or anything about a patient's health or treatment
- An export of your schedule
A filled-in example
Sample. Fictional business, fictional client.
WHEN AND HOW TO CONFIRM: Two business days before, by text. The patient replies C to confirm. OUR POLICY: Please give us one business day's notice to change a visit, so we can offer the time to someone waiting. If you are more than 15 minutes late, we may need to move you. WHAT TO BRING: Photo ID, and your insurance card if anything changed. New patients fill in forms from the link 24 hours ahead. ARRIVAL NOTES: Free lot behind the building. Use the side door marked Suite B. OUR TONE: Friendly and brief
What you should get back
- A short confirmation text with blanks for the day and time and one confirm step
- An email version with what to bring, parking and your policy in plain words
- A morning-of reminder and a reply that hands time changes to the front desk
- No procedure or reason for the visit named anywhere
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a patient until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- Write recall reminders that get visits booked. A set of recall reminders, from due to overdue, that ask the patient to book and never name a procedure or the reason for the visit.
- Fill a short-notice opening from the ASAP list. A text to patients who asked for an earlier time that offers the opening fairly, plus the replies once someone takes it.
- Text back a call the front desk missed. A short text back to a missed call that offers a callback or a booking step and never asks the caller to text health details.
More: every prompt for dental practices, bookings and no-shows, and AI for dental practices.
Which three fit your dental practice?
The free quiz scores your dental practice on sixteen things and picks the three prompts aimed at your three lowest. It takes about three minutes.