AI for Dental and medical front office
The front desk is on the phone all day. Help with the paperwork and stay out of the care.
Rewrite office policies and new-patient instructions in plain language
Cancellation policies, first-visit checklists, insurance-check steps and after-hours instructions are often written once and never fixed. The AI rewrites them so patients can follow them, and none of it needs patient information.
Time back: Turns the policy rewrite the office keeps putting off into a one-sitting job.
Prompt to copy:
You are helping the front office at [PRACTICE NAME], a [DENTAL / MEDICAL SPECIALTY] practice. Rewrite the document below in plain language a patient can follow at a sixth-grade reading level. Document: [PASTE POLICY OR INSTRUCTIONS; NO PATIENT INFORMATION] Where it will be used: [WEBSITE / NEW-PATIENT PACKET / FRONT DESK SIGN] Rules: Keep every rule, fee, time and deadline exactly as written. Do not invent, add, soften or remove any policy. Do not add medical or dental advice. If something in the original is unclear, missing or seems to contradict itself, ask me about it instead of guessing.
Watch out: The office manager compares the rewrite against the original line by line so no fee, notice period or rule changed.
Build reply templates for routine, non-clinical questions
Insurance questions, new-patient availability, what to bring and how to reschedule come in every day. The AI drafts reusable templates with blanks, and staff fill in the real details inside the practice software.
Time back: Gives the front desk a ready answer for the questions it types out by hand every day.
Prompt to copy:
Write reply templates for the front office at [PRACTICE NAME] for these routine questions: [LIST QUESTIONS, E.G., 'DO YOU TAKE MY INSURANCE', 'ARE YOU TAKING NEW PATIENTS', 'WHAT SHOULD I BRING']. Our published answers: [PASTE YOUR business.md OR YOUR PUBLISHED POLICIES] Rules: Use [PATIENT FIRST NAME] and [DATE] as blanks; never fill them in. Keep every reply non-clinical: explain next steps, not medicine. If a question touches symptoms, the template says to call the office at [PHONE], and for anything urgent, to call 911 or go to the ER. Use only the facts I gave you and do not invent coverage, prices or wait times. If you need a fact I did not give you, ask me. Warm, short and calm.
Watch out: A person checks each template against current policy, and the real patient details are filled in only inside the practice system.
Summarize a payer bulletin or policy update for the front desk
Insurance carriers send long bulletins about coverage, forms and billing changes. The AI turns a bulletin, which is not patient information, into a short list of what changes for the front desk and when.
Time back: Shortens the read-and-figure-it-out time on every long payer notice.
Prompt to copy:
Summarize the insurance payer document below for the front desk at [PRACTICE NAME]. Document: [PASTE THE PAYER BULLETIN OR POLICY TEXT; NO PATIENT INFORMATION] Give me: 1) what changes, 2) the effective date, 3) what the front desk has to do differently, 4) anything that looks like it needs the billing lead or the doctor to decide. Quote the exact wording for any date, dollar amount or code. Use only what is in the document and do not invent coverage, codes, dates or amounts. If the document does not say something, write 'not stated' instead of guessing. If the document is incomplete or you need something else from me, ask me, and list any questions I should ask the payer.
Watch out: The billing lead checks every date, code and dollar amount against the original bulletin before anyone tells a patient what is covered.
First step
Build your staff AI rules at /tools/staff-rules this week and write down, in one line, which tools the practice has a signed BAA for, even if the answer is none. Clinical judgment stays with the licensed clinician; these uses are office work only.