Write front-desk scripts and templates for a therapy practice
Ready-to-use phone scripts, emails, and texts for scheduling, intake, billing, and cancellations that protect client privacy.
The prompt
Write front-desk communication templates for my therapy or counseling practice.
Practice type: [e.g. "solo psychologist", "group counseling practice with 6 clinicians", "telehealth only"]
Location: [COUNTRY / STATE — privacy and consent rules differ]
Services and fees: [session types, lengths, self-pay rates, insurance accepted]
Policies: [cancellation and no-show policy, late arrival, payment timing, sliding scale]
Who handles communication: [admin staff / the clinician / an answering service]
Channels: [phone, email, text, client portal]
Crisis resources to share: [e.g. "988 in the US", local crisis line, nearest emergency department]
Create templates for:
1. New inquiry: phone script and email reply, including how to describe services without giving clinical advice.
2. Intake: welcome email, what to bring, forms to complete, and how telehealth works.
3. Scheduling: confirmation, reminder, reschedule, and waitlist messages.
4. Cancellations and no-shows: a kind but clear policy reminder.
5. Billing and insurance: superbill or claim questions, balance reminders, and fee changes.
6. Out-of-scope or no-availability replies with referral wording.
7. Crisis script: what staff say if a caller or email mentions risk of harm, with immediate signposting to emergency services.
Rules:
- Use the minimum necessary information in voicemails, texts, and email subject lines; never name a diagnosis or the reason for care.
- Staff do not give clinical advice; route clinical questions to the clinician.
- Warm, plain, non-judgmental tone.
Flag any wording that should be checked against my local privacy law (e.g. HIPAA in the US) and my licensing board's rules.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Customer Support prompts
What to fill in
- COUNTRY / STATE — privacy and consent rules differ
- session types, lengths, self-pay rates, insurance accepted
- admin staff / the clinician / an answering service
- phone, email, text, client portal
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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