Smarter Week

How to automate it

How to automate “answer patient questions and post-op check-in calls”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

20 min
typically, every day
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Answer routine questions and post-op check-ins by two-way text

Patient texting tools send post-op check-ins and aftercare automatically and let patients text questions to the office, so staff reply in seconds between patients instead of playing phone tag.

Typically saves about 40% of the time1 h to set up
  1. 1Turn on two-way texting in your patient communication tool (Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach).
  2. 2Set automatic post-op messages for extractions, implants and root canals with aftercare and a "reply if worried" line.
  3. 3Save text templates for the questions you answer most.
  4. 4Keep anything clinical or urgent for a call from the clinician.
  5. 5Only use tools your practice has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach

Fix 2 of 2

AI

Have AI write plain-language explanations of common treatments

Write once, reuse forever: AI drafts short, friendly explanations of crowns, root canals, scaling and root planing and so on, plus aftercare, that you check and save as handouts or text templates. Keep patient details out.

Typically saves about 40% of the time10 min to set up
  1. 1List the treatments you explain most often.
  2. 2Use the prompt below in an approved AI tool, with no patient names or details.
  3. 3Check every clinical fact and adjust to how your practice does things.
  4. 4Save the final versions as handouts or text templates in your patient messaging tool.
Prompt to copy
Write a patient explanation of [TREATMENT, e.g. a crown after a large filling] for a dental practice. Reading level: 6th grade. Cover: what it is in one sentence, why it is recommended, what happens at the appointment, how long it takes, what to expect afterwards, and what happens if they wait. Under 200 words, warm and plain, no scare tactics. Then write a 40-word text-message version. Do not give prices or invent clinical claims; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (no patient details)

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

DentistDental hygienist / assistant

HourLeak · the 8-minute work audit

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Other common tasks for Dentists