For dental practice owners · Bookings and no-shows
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Office managers and whoever works the recall list.
I run a dental practice. Our recall list keeps growing: patients who are due or past due for their regular visit and have nothing on the schedule. I want a short set of reminders the front desk can send that get people to book, and that never say what the visit is for. What I have: - The neutral words we use for the visit: [WHAT WE CALL THE VISIT] - How a patient books: [HOW TO BOOK] - When each reminder goes out: [REMINDER TIMING] - How a patient asks us to stop: [HOW TO OPT OUT] - How we sound: [OUR TONE] What I want: 1. Write a text and a short email for each reminder in my timing, going from friendly to a little more direct. 2. In each one, say the patient is due for their visit, give the booking step and end with one clear ask. 3. Keep every text short enough to read on a locked phone screen. 4. Add the opt-out step to each, in my words. 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, a finding or a reason for the visit, since someone else may see the patient's phone. - Do not warn about what could happen if they wait. No health claims of any kind. Give me back: - The reminders in order, with when each one goes out - A one-line reply for the front desk when a patient answers 'I'll call later'
When to use it
Your practice software shows patients due or past due for their regular visit with nothing scheduled, and nobody has had time to work the list.
When not to
Do not use it for a patient waiting on treatment the dentist recommended, a patient with a billing dispute, or anyone who asked not to be contacted. Those go to a person.
What to paste in
- [WHAT WE CALL THE VISIT]: The plain words you use with patients, such as 'your regular visit', with no procedure in them.
- [HOW TO BOOK]: How a patient books: reply with a day, call the front desk, or your online booking link.
- [REMINDER TIMING]: When each reminder goes out, for example the week they are due, a month later and three months later.
- [HOW TO OPT OUT]: The word a patient replies with, or the step they take, to stop reminders.
- [OUR TONE]: Three or four words for how your practice sounds.
Never paste
- Your recall list, or any patient names, birth dates, phone numbers or insurance IDs
- Anything about a patient's health, treatment or what they are due for
A filled-in example
Sample. Fictional business, fictional client.
WHAT WE CALL THE VISIT: your regular visit HOW TO BOOK: Reply with a day that works, call 616-555-0147, or use Book Online on our website REMINDER TIMING: The week they are due, one month after, three months after HOW TO OPT OUT: Reply STOP to stop texts OUR TONE: Warm, plain, a little upbeat
What you should get back
- A text and a short email for each reminder in your timing
- Wording that says only that the patient is due, with no procedure or reason named
- The booking step and the opt-out in every message
- A short reply for patients who say they will call later
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
- 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.
- 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.
- 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, bookings and no-shows, and AI for dental practices.
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