From the AI playbook for physiotherapists

New to AI? You don't need to learn anything first. Follow the steps below: open the tool, paste the prompt, fill in the [brackets], then check the result before you use or send it. See also how to use AI at work, for beginners.

Job 5 of 16ChatGPTGeminiClaude

Write kind, firm missed-appointment messages

Did-not-attends cost clinics money. A clear, kind message and policy reduces repeats without upsetting patients.

Time: 15 minutes onceTool cost: you can start with a free AI tool

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude), then your booking system

Steps

Write down your actual cancellation and DNA policy.
Run the prompt for reminder, first-miss and repeat-miss messages.
Load them as templates in your booking system.

The exact prompt

Copy, paste, then fill in the [brackets]

Write three short messages for [clinic name]: (1) a 24-hour appointment reminder, (2) a first missed appointment message, (3) a repeat missed appointment message.
Our policy: [cancellation notice, fee].
Kind, non-judgemental, [British] English, under 60 words each. Placeholders for [name], [date], [time].

✓ Check before you send

Fees match the policy patients agreed to.
Nothing clinical in a text message.
Reminder timings work in your system.

UK notes extra

Cancellation fees must be fair and clearly agreed upfront. CMA: unfair contract terms guidance.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

More AI jobs for physiotherapists

Reach out to patients who stop coming
Turn your exercise plan into a plain-English home sheet
Write a clinic FAQ page (subscribers)
Draft a GP or referrer letter from your own notes (subscribers)
Write a blog post from a question patients keep asking (subscribers)
Explain a booking deposit policy (subscribers)
Check in with patients between sessions (subscribers)

See all 16 jobs in the physiotherapists playbook →

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