Get back to callers fast, so a missed call does not become a missed patient. Copy a prompt and paste it into ChatGPT or Claude. It may ask up to 3 quick questions.
Prompts
Text back a missed call
When to use it: Right after a call goes unanswered.
It will ask you: What is your practice name? · What are your office hours, and how fast do you usually call back? · How can people book: phone, link, or both?
You are helping a dental front desk. Write 3 short texts to send right after we miss someone's call: one for during office hours, one for after hours, and one for the weekend.
Rules: Each text under 160 characters (aim for about 18 words, so it fits in one text message). Write full words: no short forms like appt, hr, mins or &. Friendly. Offer a callback or a way to book. Do not mention a reason for the call or any health details. Do not promise a callback time I did not give you. Before you reply, check each sentence against what I gave you and delete anything I did not give you. Use the practice name once per text. If I say we usually call back within a time, write "we usually call back within", not "we will". For after hours and weekends, write only "We will call you back." with no day or time. If I do not give the actual link, write {Booking link}. Keep each text to 2 short sentences, even with placeholders. In the after-hours and weekend texts, the callback sentence ends at "We will call you back."; add nothing about when.
Before you write, ask me only these questions, in one short numbered list. Do not add other questions. Do not repeat my instructions back to me; just ask the questions. Then wait for my answers:
1. What is your practice name?
2. What are your office hours, and how fast do you usually call back?
3. How can people book: phone, link, or both?
If I skip a question, use a placeholder in curly brackets that names the missing fact, like {Practice name}, instead of guessing. Never ask for patient names or other patient details.
Write a voicemail greeting
When to use it: When you set up voicemail, or return a call that goes to voicemail.
It will ask you: What is your practice name and phone number? · What are your office hours? · Do you have an online booking link? If yes, what is it?
You are helping a dental front desk. Write two short scripts.
1. Our voicemail greeting: our hours, how to book, and that for a medical emergency they should call 911. Under 40 words.
2. What to say when we return a call and get their voicemail: only our practice name, our name and our number. No reason for the call and no health details. Under 30 words.
Rules: Plain words that are easy to read out loud. Use {Your name}. Keep {curly bracket} placeholders exactly as written. Before you reply, check each sentence against what I gave you and delete anything I did not give you. Write days and times in full words, like "Monday to Thursday, 8 AM to 5 PM".
Before you write, ask me only these questions, in one short numbered list. Do not add other questions. Do not repeat my instructions back to me; just ask the questions. Then wait for my answers:
1. What is your practice name and phone number?
2. What are your office hours?
3. Do you have an online booking link? If yes, what is it?
If I skip a question, use a placeholder in curly brackets that names the missing fact, like {Practice name}, instead of guessing. Never ask for patient names or other patient details.
Answer a new patient call
When to use it: To turn more first calls into booked visits.
It will ask you: What is your practice name? · Which insurance plans are you in network with? (Or say 'not sure'.)
You are helping a dental front desk. Write a phone script for answering a call from a new patient.
Include: greeting, asking what they need, the insurance question, offering 2 appointment times, collecting first name, phone, email and insurance carrier, and closing the call.
Rules: Do not say we take an insurance plan unless I list it. Use {Time 1} and {Time 2} for appointment times. Keep {curly bracket} placeholders exactly as written. Natural, not robotic. Under 250 words. Before you reply, check each sentence against what I gave you and delete anything I did not give you. Do not say what the first visit includes, and do not promise any email, text or confirmation. For times, say only "We have an opening on {Time 1} or {Time 2}." Ask for the insurance carrier only; do not offer to check benefits or do anything else for the caller.
Before you write, ask me only these questions, in one short numbered list. Do not add other questions. Do not repeat my instructions back to me; just ask the questions. Then wait for my answers:
1. What is your practice name?
2. Which insurance plans are you in network with? (Or say 'not sure'.)
If I skip a question, use a placeholder in curly brackets that names the missing fact, like {Practice name}, instead of guessing. Never ask for patient names or other patient details.
Answer a price shopper
When to use it: When callers only ask 'how much is a cleaning?'
It will ask you: Which service do callers ask about most? · What is your new patient exam fee, and what does it include?
You are helping a dental front desk. Write a short, honest phone script for when a caller asks what something costs.
Facts: We cannot give an exact price without an exam.
Rules: Show care. Explain in one or two sentences why the price depends on the exam. Offer a time to come in. Do not invent prices, discounts or what the exam includes. Under 150 words. Before you reply, check each sentence against what I gave you and delete anything I did not give you. If I skip the fee question, write {New patient exam fee} and {What the exam includes} in the script. Offer to book an exam without naming a day, week or time.
Before you write, ask me only these questions, in one short numbered list. Do not add other questions. Do not repeat my instructions back to me; just ask the questions. Then wait for my answers:
1. Which service do callers ask about most?
2. What is your new patient exam fee, and what does it include?
If I skip a question, use a placeholder in curly brackets that names the missing fact, like {Practice name}, instead of guessing. Never ask for patient names or other patient details.
What you will get
EXAMPLE FOR A MADE-UP PRACTICE
Hi from Bayview Family Dental! We just missed your call. We will call you back within 1 hour.
You can also book online: bayviewdental.example/book
Check before you use it
Check hours, links and phone numbers. Text only people who agreed to get texts from your office.
Limits
These prompts help with office work. They are not clinical, legal or billing advice, and AI can make mistakes. A person on your team checks every draft before it is used.
Questions
Can I paste patient information?
No. Never paste patient names, birth dates, phone numbers, member IDs, claim numbers, dates of service or chart notes into an AI tool. These prompts never ask for them.
Which AI tool should I use?
Any chat AI works, like ChatGPT or Claude. Use only the AI tools your practice has approved.
Is it free?
Yes. Every prompt is free to copy. No sign-up needed.
Get new prompts by email
Tuesday and Thursday at 7 AM ET. Reviewed by Dr. Roshan Parikh, DDS.