For dental practice owners · Front desk and inquiries
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Practice owners and whoever sets up the practice's text messages.
I run a dental practice. Calls ring out at lunch, during check-in and after we close, and some of those callers never try again. I want one short text we send back to each missed call that gets them a callback or a booking, without inviting them to put anything private in a text. What I have: - When someone answers the phone: [PHONE HOURS] - How a caller can book without calling: [BOOKING STEP] - Our after-hours wording for an urgent problem, as it is on our voicemail: [AFTER HOURS LINE] - How we sound: [OUR TONE] What I want: 1. Write a daytime text of no more than three short sentences: sorry we missed you, a callback during phone hours, and the booking step. 2. Ask them to reply with a good time to call, and nothing more. 3. Write a separate after-hours version that adds our urgent-problem wording, word for word. 4. Leave a blank at the start of each for our office name. 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. Do not ask why they called or invite them to describe a problem by text. - Do not add advice about what counts as an emergency. Use my after-hours wording as it is. Give me back: - The daytime text - The after-hours text - Anything you needed from me and did not have
When to use it
Calls ring out at lunch, during a busy check-in or after close, and you want one approved text to send back to each missed caller.
When not to
Do not use it for a caller who left a voicemail about pain, swelling or an injury, or about a bill. A person calls those back.
What to paste in
- [PHONE HOURS]: The hours someone answers the phone, including when you close for lunch.
- [BOOKING STEP]: Your online booking link, or the step a caller takes to book without calling.
- [AFTER HOURS LINE]: Your exact after-hours wording for urgent problems, as it is on your voicemail now.
- [OUR TONE]: Three or four words for how your front desk sounds.
Never paste
- Caller names or phone numbers from your call log
- Patient names, birth dates or insurance IDs
- Any voicemail that mentions health, pain, treatment or a bill
A filled-in example
Sample. Fictional business, fictional client.
PHONE HOURS: Monday to Thursday 8 to 5, Friday 8 to 1, closed 12 to 1 for lunch BOOKING STEP: The Book Online button at the top of our website AFTER HOURS LINE: If you have a dental emergency after hours, call our main number and press 2 for the doctor on call. OUR TONE: Friendly, short, no exclamation points
What you should get back
- A daytime text of three short sentences or fewer with a callback and a booking step
- An after-hours version that carries your urgent-problem wording word for word
- No question about why they called and no request for health details by text
- A note of anything you still need to fill in
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
- Answer a new patient inquiry with how to book. A reply to a new patient's message with how to book and what to bring, while insurance and health questions wait for a person.
- Turn a cost question into a booked visit. A short phone script for the 'how much will this cost' call that explains how fees are set and offers a first visit, without quoting a number.
- Turn office policies into a phone answer sheet. A one-page phone sheet built from your own policies, with spoken answers to routine questions and a clear list of what goes to a person.
More: every prompt for dental practices, front desk and inquiries, and AI for dental practices.
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