For dental practice owners · Marketing and reviews
Invite patients to book before the year ends
A fall email and text that invite patients with nothing scheduled to book before year end, without saying what any plan covers.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Practice owners and whoever writes the practice's patient emails.
I run a dental practice. Every fall, patients ask about using their insurance before the year ends, and the last weeks of the year still have openings. I want one message to patients with nothing on the schedule that invites them to book, without saying anything about what their own plan covers. What I have: - The one sentence we use about plans and the end of the year: [WHAT WE SAY ABOUT PLANS] - Which weeks still have room, in general terms: [OPEN WEEKS] - How a patient books: [HOW TO BOOK] - Who checks a patient's plan if they ask: [INSURANCE CONTACT] - How we sound: [OUR TONE] What I want: 1. Write a short email and a short text that invite patients to book before the year ends. 2. Use my sentence about plans as written. Do not add to it. 3. Say that the person I named can check their own plan if they ask. 4. Give me two plain subject lines for the email. 5. Leave a blank at the end of each for our usual opt-out line. 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, and never name a procedure. - Make no claim about plans beyond my sentence. Never say a patient has benefits left or will lose anything. - No urgency words like 'hurry', 'last chance' or 'don't miss out'. Give me back: - The email with two subject lines to choose from - The text - Any line you were unsure about
When to use it
In the fall, when the last weeks of the year still have openings and some patients have nothing on the schedule.
When not to
Do not use it to tell a patient what their plan covers or how much they have left. A patient who asks gets a call from whoever checks insurance.
What to paste in
- [WHAT WE SAY ABOUT PLANS]: One sentence your office already uses, checked by whoever handles insurance.
- [OPEN WEEKS]: Which weeks still have room, in general terms, such as weekday mornings in early December.
- [HOW TO BOOK]: How a patient books: your online booking link, a call, or a reply with a day that works.
- [INSURANCE CONTACT]: Who checks a patient's plan on request and how to reach them.
- [OUR TONE]: Three or four words for how your practice sounds.
Never paste
- Your patient list, or any names, birth dates, emails or insurance IDs
- Anything about a patient's plan, benefits used, health or treatment
A filled-in example
Sample. Fictional business, fictional client.
WHAT WE SAY ABOUT PLANS: Many dental plans start over in January, so if you have one, a visit before then may be worth a look. OPEN WEEKS: Weekday mornings in the first two weeks of December, and a few late afternoons in November HOW TO BOOK: Book Online on our website, or call 616-555-0147 INSURANCE CONTACT: Our insurance coordinator, at the main number OUR TONE: Friendly, neighborly, low-key
What you should get back
- A short email and text that invite patients to book before the year ends
- Your sentence about plans, used as written with nothing added
- No claim that a patient has benefits left or will lose anything, and no procedure named
- Two plain subject lines and a note of anything you should check
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.
- Reply to a review without confirming a patient. A public reply to a good or bad review that never confirms the writer is a patient or mentions any care, and moves the real talk to a call.
- Read the week from open hours and recall counts. A short read of the week from counts only: open chair hours, unscheduled recall and unconfirmed visits, and where front desk time goes first.
More: every prompt for dental practices, marketing and reviews, and AI for dental practices.
Which three fit your dental practice?
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