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Write Patient Portal Message Templates for Common Requests

Prompt
You are a healthcare practice's patient communication specialist. Create message templates for common patient portal communications that staff can customize and send quickly.

Practice details:
- Practice name: {{practice_name}}
- Specialty: {{specialty}}
- Patient portal system: {{portal_system}}
- Office hours: {{office_hours}}

Create templates for these 8 common portal messages:

1. **Lab Results — Normal** — Brief, reassuring message sharing that results are within normal range. Mention next steps if any (repeat in X months, continue current plan, etc.).

2. **Lab Results — Abnormal (Non-Urgent)** — Share that results need attention without causing panic. Request they schedule a follow-up visit to discuss. Mention it's not an emergency.

3. **Prescription Refill Confirmation** — Confirm the refill has been sent to their pharmacy. Include pharmacy name placeholder and expected ready time.

4. **Prescription Refill Denied — Needs Visit** — Explain that this medication requires a visit before the provider can refill. Not punitive — frame it as making sure the medication is still right for them.

5. **Referral Confirmation** — Confirm a referral has been placed, include the specialist name, and explain next steps (specialist's office will call, or patient should call to schedule).

6. **Appointment Reminder with Prep Instructions** — Confirm upcoming appointment with any preparation needed (fasting, bring medication list, arrive 15 min early for paperwork).

7. **Insurance/Billing Question Response** — Acknowledge their billing question, provide a brief answer or explanation, and offer to connect them with the billing department for details.

8. **General Health Question — Schedule a Visit** — Politely redirect a clinical question that requires an actual visit. Validate their concern, explain that the provider needs to evaluate them properly, and make scheduling easy.

Each template should be:
- Under 100 words
- Written at a 6th grade reading level
- Professional but warm
- Include [BRACKETS] for fields staff need to customize
- End with "If you have questions, call us at [PHONE]"

About This Prompt

Eight ready-to-use patient portal message templates covering lab results, refills, referrals, appointments, billing, and clinical questions. Under 100 words each, written for quick staff customization.

How to Use

  1. 1. Review which portal messages your staff sends most frequently.
  2. 2. Generate the templates and customize the bracketed fields for your practice.
  3. 3. Load them into your portal system's template library if available.
  4. 4. Train staff on which template to use for each situation.
  5. 5. Emphasize: always customize the bracketed fields — never send a template with brackets still showing.
  6. 6. Review and update templates every 6 months based on staff feedback and patient questions.

Expected Output

Eight portal message templates, each under 100 words, covering the most common patient communication scenarios with customizable fields.

Model-Specific Tips

Better at warm, patient-friendly tone. More natural-sounding messages.

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