Quick-Start Guide

Using AI to Draft Patient
Email Responses

Set it up once, use it every day. A step-by-step guide for Dr. Fields' team.

How It Works
The 30-Second Workflow
Once your voice settings are saved, drafting a patient reply takes four simple steps.
Patient Email Arrives
Read the email as usual
Paste into AI
Copy the email + add context
AI Drafts Reply
In your office's voice
Review & Send
Quick check, then send
One-Time Setup
Set Your Office Voice
Tell the AI how your office communicates. You do this once — it remembers for every future conversation.

Claude

claude.ai
claude.ai/settings/profile
Account
Profile
Appearance
Privacy
What would you like Claude to know about you?
I work at Dr. Joe Fields' dental office. When I ask you to draft a patient email, use a warm, caring, professional tone...
Save
  1. Go to claude.ai and sign in
  2. Click your name (bottom-left corner)
  3. Select Settings → Profile
  4. Paste the Voice Prompt (below) into the text box
  5. Click Save — done!

ChatGPT

chatgpt.com
chatgpt.com → Customize ChatGPT
What would you like ChatGPT to know about you?
I work at Dr. Joe Fields' dental office. When I ask you to draft a patient email...
How would you like ChatGPT to respond?
Write the email draft only — warm, professional tone. Format as ready-to-send...
Save
  1. Go to chatgpt.com and sign in
  2. Click your name (bottom-left corner)
  3. Select Customize ChatGPT
  4. Paste the Voice Prompt in the first box
  5. Paste the Response Style in the second box
  6. Click Save — done!
Copy & Paste
Your Voice Prompt
Copy this text and paste it into your AI settings. It teaches the AI to write like your office.

Voice Prompt

Paste into both Claude & ChatGPT
I work at Dr. Joe Fields' dental office. When I ask you to draft a patient email response, write it in this voice:
  • Warm, caring, and professional — like a trusted family dentist's office
  • Use the patient's first name
  • Keep it concise: 3–5 sentences for simple replies, up to 8 for complex ones
  • Friendly but not overly casual — no slang, no emojis
  • Reassuring tone when discussing procedures, costs, or scheduling concerns
  • Always end with a clear next step (call to schedule, confirm appointment, etc.)
  • Sign off as "Dr. Fields' Team" unless I specify a different name
  • Never diagnose, give medical advice, or discuss specific treatment details — always direct clinical questions to an in-office visit or phone call

Response Style

ChatGPT only — second box
  • Write the email draft only — no explanations or commentary unless I ask
  • Use a warm, professional tone appropriate for a dental office
  • Format as a ready-to-send email (greeting, body, sign-off)
  • Keep responses concise and actionable
See It in Action
Example Conversations
Here's what the workflow looks like in practice. Just paste the patient's email and add a quick note.
Scheduling

Rescheduling a Cleaning

Patient Email
"Hi, I need to reschedule my cleaning on Thursday. Is there anything available next week?"
↓
What You Type
Draft a reply to this patient email. Patient name: Sarah. We have openings Monday at 10am or Wednesday at 2pm.
↓
AI Draft
Hi Sarah,

Of course — we're happy to get you rescheduled! We have openings next Monday at 10:00 AM or Wednesday at 2:00 PM. Either one would work great for your cleaning.

Just give us a call at (555) 123-4567 or reply to this email to confirm which time works best for you.

Looking forward to seeing you!
— Dr. Fields' Team
Billing

Insurance Question

Patient Email
"I just got a bill for $350 and I thought my insurance covered my visit. Can someone explain?"
↓
What You Type
Draft a reply. Patient name: Mike. His insurance covered the cleaning but not the x-rays. Ask him to call so we can walk through the EOB together.
↓
AI Draft
Hi Mike,

Thanks for reaching out — we completely understand, and we're happy to help clarify. Your insurance did cover the cleaning portion of your visit, but the x-rays were processed under a separate benefit and weren't fully covered this time.

We'd love to walk through the explanation of benefits with you so everything is clear. Could you give us a call at (555) 123-4567 when you have a few minutes? We'll have your account pulled up and ready.

— Dr. Fields' Team
Important
Before You Hit Send
AI is a drafting tool, not an auto-responder. Always review before sending.

Always Do

  • Read every draft before sending
  • Verify names, dates, and times are correct
  • Confirm insurance and billing details are accurate
  • Edit anything that doesn't sound like your office
  • Direct clinical questions to a phone call or visit
  • Include a clear next step for the patient

Never Do

  • Send an AI draft without reading it first
  • Include diagnoses or medical advice in email
  • Share treatment details the patient didn't mention
  • Include other patients' information
  • Paste full patient records into the AI
  • Rely on the AI for clinical accuracy
Pro Tips
Fine-Tune Any Draft
After the AI generates a draft, you can ask it to adjust. Just type one of these:
💬
"More empathetic"
Sensitive situations, billing hardship
✂
"Make it shorter"
Simple confirmations
🎓
"More formal"
Referral letters, specialist comms
🌐
"Rewrite in Spanish"
Both tools handle translations well
👤
"Sign as [Name]"
Use a specific team member's name
➕
"Add that we accept payment plans"
Include extra details
📄
"Give me 2 versions"
Pick the one that feels right
🤗
"Warmer closing"
When you want a softer sign-off