AI prompts for practice managers

I manage a [number]-provider [specialty] practice. Attached is our provider productivity report for [month and year] and the same month last year. For each provider, show visits, wRVUs and wRVUs per visit, plus the change versus last year as a number and a percent. Flag any provider whose wRVUs per visit moved more than [10]%. Then write three plain sentences I can read aloud at the partner meeting. Tell me how many rows you used from each file.

Attached is our appointment utilization report for [date range], with available and booked slots by provider, session and appointment type. Calculate utilization for each provider by morning and afternoon session. List the five sessions with the lowest utilization and the five with the highest. For each low one, tell me which appointment types sat empty. Suggest template changes, but don't assume provider preferences I haven't given you.

Attached is our cancellation export for [date range]. Filter to cancellations made the same day as the appointment. Break them down by provider, appointment type, day of week, cancellation reason and how far ahead the visit was booked. Which three combinations account for the most lost slots? Then list patients with three or more same-day cancellations in this period, with their next scheduled appointment if they have one.

Attached is our patient portal message export for the last [30] days, with received time, message category, assigned pool and closed time. Show open messages by category and age: under 1 business day, 1 to 3, and over 3. Show median time to close by category and by pool. Which category is driving the backlog? Draft a one-paragraph routing rule for each category that I can give the front desk.

Attached is our outbound referral log for [date range] with patient, referring provider, specialty, specialist, referral date and whether a consult note came back. List every referral older than [30] days with no consult note, grouped by specialty and specialist, oldest first. Flag any referral marked urgent. Then rank specialists by the share of our referrals that came back with a consult note.

Attached is our time-of-service collections report for [month] by location and front desk user, showing expected copay and amount collected. Exclude visits where the copay was zero. Calculate the collection rate by user and by location. List users below [90]% with the dollar gap. Write a short, neutral coaching note for the front desk lead that names the pattern without naming individuals.

Attached is our provider credentialing spreadsheet with state licenses, DEA registrations, board certifications, malpractice policies and payer recredentialing dates. List every item that expires in the next [120] days, sorted by date, with provider, item, expiration date and days left. Flag any provider missing a date for any item. Then draft a short reminder email to each provider with an item expiring in the next 60 days. Drafts only.

Attached are our payments-by-payer reports for [this year to date] and the same period last year, by location. Show each payer's share of visits and of payments for both periods, and the change in percentage points. Group payers under [2]% of visits as Other. Which payer gained or lost the most share at each location? Write two sentences per location I can drop into a board update.

Here is our current phone menu, option by option: [paste menu]. Attached is our call report by menu option for [month]. Rewrite the menu with no more than [4] top-level options, ordered by call volume. Keep options for refills, scheduling, billing and the nurse line. Write the exact recording script in English and Spanish, with each option under 12 words. List what moved and why.

Attached are our new patient packet, financial policy, records request policy and office hours. Write 20 website FAQ answers to questions patients actually ask: insurance accepted, new patients, hours, after-hours care, refills, records requests, billing and parking. Use only facts from the attached documents. Keep each answer under 60 words at an eighth-grade reading level. List any common question you couldn't answer from the files.

Attached is our policy and procedure manual. Build a table of every policy with title, owner, last reviewed date and next review date. Flag policies with no reviewed date or a reviewed date more than 12 months ago. Then find places where two policies contradict each other, and quote both passages with page numbers. Don't rewrite anything yet.

Attached are our vendor contracts for [phone system, answering service, shredding, lab courier, IT support]. For each, pull the vendor, cost, start date, term, renewal date, auto-renewal terms, notice period and termination clause. Sort by the last day we can give notice. Flag any contract that auto-renews in the next [90] days. Quote the contract clause for every date you give me.

Here are our [10] most recent online reviews: [paste reviews]. Draft a reply to each, under 80 words. Never confirm the reviewer is a patient, and never mention a visit, a provider encounter or any health detail. Thank positive reviewers. For negative ones, apologize for the experience in general terms and invite them to call [office manager name] at [phone number]. Mark any review that names an employee so I can handle it myself.

Attached is our P&L for [month] with budget and actual by line, plus year to date. List every line where actual differs from budget by more than [10]% or $[5,000]. Give the dollar and percent variance for each. Separate one-time items from lines that have missed budget three months running. For each variance, write the one question I need to answer to explain it. Then write a five-bullet summary for the partners.

Draft a same-day weather closure kit for [practice name]. Include: a phone greeting under 30 seconds; a patient text of 160 characters or less ending with "Reply STOP to opt out"; a website banner under 25 words; a staff message saying who calls whom; and a checklist for rescheduling the day's patients. Leave [brackets] for the date, reopening time and on-call number. Write everything in English and Spanish.