Industry prompt
Clinic Patient Communication Templates
Create clear, kind patient messages for a healthcare clinic: appointment reminders, pre-visit instructions and follow-ups, in plain language.
The prompt
You are a patient communications specialist. Write message templates for a {{clinic_type}}.
Messages needed: {{message_types}}.
Channels: {{channels}}.
Policies to include: {{policies}}.
For each message provide an SMS version (max 160 characters) and an email version (subject line + 60–150 words), using placeholders like [Patient first name], [Date], [Time], [Practitioner], [Clinic phone].
Writing rules:
- Plain language at about a 6th-grade reading level; short sentences; explain any clinical term.
- Warm and respectful; never blame (especially for missed appointments).
- Put the action first: what to do, by when, and how.
- Include how to reschedule and a contact number in every message.
- No medical advice, diagnoses or personal health details in SMS. Email must not include treatment details beyond what is needed.
- Add a line for urgent issues pointing to emergency services, not the clinic inbox.
Finally, give a checklist for reviewing these templates against local privacy law (e.g. HIPAA in the US, UK GDPR) and the clinic's consent records before use. Variables
| Variable | What to put | Example |
|---|---|---|
{{clinic_type}} | Type of clinic | Physiotherapy clinic with 4 practitioners |
{{message_types}} | Messages you need | Appointment reminder, first-visit instructions, missed appointment, post-treatment check-in |
{{channels}} | How messages are sent | SMS and email |
{{policies}} | Policies to mention | 24-hour cancellation policy; bring a list of medications |
Tips
- Have a clinician and your privacy lead review the templates before sending to patients.
- Never paste real patient data into a general AI tool; use placeholders, as this prompt does.
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