# 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.

- Topic: Customer Support
- Framework: Few-Shot
- Level: Standard
- Tags: Writing, Health & Wellness, Email, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-front-desk-scripts-and-templates-for-a-therapy-practice

## Prompt

```text
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.
```

## 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

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.