For dental practice owners · The owner's desk
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Practice owners and office managers.
I run a dental practice. I want a short, honest read of the coming week from a few numbers, not a report I have to dig through. I will give you counts only, no patient names or records. What I have: - Open hours on the schedule this week, by day, for doctor and hygiene: [OPEN HOURS] - Patients due or past due for recall with nothing scheduled: [UNSCHEDULED RECALL] - This week's appointments not yet confirmed: [UNCONFIRMED] - Patients on our list for an earlier time: [EARLIER TIME LIST] - The same counts from last week, if I have them: [LAST WEEK] - Front desk hours I can put toward calls this week: [DESK HOURS] What I want: 1. Say in three or four plain sentences where the week is thin and where it is fine. 2. Compare with last week only where I gave you last week's numbers. 3. Suggest how to split the front desk hours between filling openings, recall calls and confirmations, with a one-line reason for each. 4. Name the one thing to do first on Monday morning. 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 invent a number, a trend or a goal I did not give you. - Work from counts only. Leave out anything about a patient's health, treatment or history, and do not ask me for names or records. - Suggest, do not decide. Staffing and hours are my call. Give me back: - The short read of the week - The suggested split of desk hours - The first step for Monday
When to use it
Friday afternoon or Monday morning, when you want to see where the coming week is thin before it gets away from you.
When not to
Do not paste a recall list, day sheet or any report with names or treatment. Pull the totals first, and keep staffing decisions with you.
What to paste in
- [OPEN HOURS]: Open hours for each day, split into doctor and hygiene if your schedule does. Totals only.
- [UNSCHEDULED RECALL]: The count from your practice software's recall report, not the list.
- [UNCONFIRMED]: How many of this week's appointments are not confirmed yet.
- [EARLIER TIME LIST]: How many patients asked to hear about an earlier time.
- [LAST WEEK]: Last week's same counts, or the word none.
- [DESK HOURS]: Front desk hours you can put toward calls and messages this week.
Never paste
- Patient names, birth dates, phone numbers or insurance IDs
- Recall lists, schedules or reports that show names
- Anything about a patient's health, treatment or history
A filled-in example
Sample. Fictional business, fictional client.
OPEN HOURS: Mon doctor 2, hygiene 3; Tue doctor 0, hygiene 1; Wed doctor 4, hygiene 5; Thu doctor 1, hygiene 2 UNSCHEDULED RECALL: 212 patients UNCONFIRMED: 31 of 118 EARLIER TIME LIST: 9 patients LAST WEEK: Open hours 14 total, unscheduled recall 198, unconfirmed 22 of 121 DESK HOURS: 6 hours for calls and messages
What you should get back
- A few plain sentences on where the week is thin
- A comparison with last week only where you gave the numbers
- A suggested split of desk hours with a one-line reason for each
- One first step for Monday, with the decisions left to you
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
- Run a short morning huddle from today's counts. A ten-minute standing huddle agenda built from today's schedule counts, with one action and a suggested owner for each.
- 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.
More: every prompt for dental practices, the owner's desk, and AI for dental practices.
Which three fit your dental practice?
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