Clinic and practice admin templates
Front-desk messages for clinics, dentists, therapists and salons: appointments, reminders, forms and billing. Admin only, never clinical advice. 38 free templates, 5 of them longer notes. Open one to fill in the blanks and copy it.
Appointments
Book, remind, reschedule.
- Appointment confirmation Snippet Confirms a booking. Hi [Name], Your appointment with [Practitioner] is confirmed for [today] at [time now] at [Location]. Please…
- Appointment reminder Snippet Day-before reminder. Hi [Name], a reminder of your appointment tomorrow at [time now] with [Practitioner]. Reply C to confirm or…
- Reschedule offer Snippet Offers new times. Hi [Name], We need to move your appointment on [today]. Would any of these work? - Sorry for the change.
- Cancellation confirmation Snippet Confirms a cancellation. Hi [Name], Your appointment on [today] is cancelled. Whenever you are ready, book again at [Booking link] or…
- Missed appointment Snippet No-show follow-up. Hi [Name], We missed you at your appointment today. Please call [Phone] to rebook.
- Waitlist opening Snippet Earlier slot available. Hi [Name], an earlier slot opened on [today] at [time now]. Reply YES within 2 hours to take it.
- Recall reminder Snippet Time for a check-up. Hi [Name], It is time for your [Visit type]. Book online at [Booking link] or call us on [Phone].
- New patient welcome Snippet Before first visit. Hi [Name], Welcome to [Practice]! Before your first visit on [today], please complete your forms: [Form…
- Running late at clinic Snippet Tells patients about delays. Hi [Name], [Practitioner] is running about [Minutes] minutes behind today. Sorry for the wait; feel free to…
- Holiday closure Snippet Clinic closed. [Practice] is closed from [From] to [To]. For urgent needs, contact [Urgent contact].
Forms and records
Paperwork without the hassle.
- Forms reminder Snippet Incomplete forms. Hi [Name], Please complete your intake forms before your appointment on [today]: [Form link]. It takes about…
- Records request received Snippet Acknowledges a request. Hi [Name], We have received your request for your records. We will send them within [Days] days to…
- Insurance details request Snippet Asks for insurance info. Hi [Name], Could you send a photo of the front and back of your insurance card before your visit? Reply to…
- Consent form sent Snippet Sends a consent form. Hi [Name], Please review and sign the attached consent form before your appointment on [today].
- Contact details update Snippet Confirms changes. Hi [Name], We have updated your contact details as requested. Please let us know if anything else changes.
Billing
Payments and statements.
- Statement Snippet Sends a balance. Hi [Name], Your statement for [Period] is attached. Balance due: [Amount]. Pay online at [Pay link].
- Payment reminder Snippet Outstanding balance. Hi [Name], A friendly reminder of an outstanding balance of [Amount] from your visit on [today]. Pay here:…
- Payment received Snippet Receipt. Thank you, [Name]. We received your payment of [Amount].
- Price list Snippet Shares fees. Our fees: [Service 1]: [Price 1] [Service 2]: [Price 2] [Service 3]: [Price 3] Prices may vary; we will…
- Payment plan Snippet Offers instalments. Hi [Name], We can split your balance of [Amount] into [Instalments] monthly payments. Would that help?
Salon and wellness
Beauty, spa and fitness studios.
- Booking confirmation salon Snippet Service booked. Hi [Name]! You are booked for [Service] with [Stylist] on [today] at [time now]. See you soon ✨
- Aftercare note Snippet After a treatment. Thanks for visiting, [Name]! Aftercare for your [Service]: [Aftercare]. Book your next visit: [Booking link]
- Rebook reminder Snippet Time to come back. Hi [Name], it has been [Weeks] weeks since your last [Service]. Ready to book your next one? [Booking link]
- Birthday offer Snippet Customer birthday. Happy birthday, [Name]! 🎂 Enjoy [Offer] this month.
- Class booking Snippet Studio class confirmation. You are booked into [Class] on [today] at [time now]. Bring [Bring]. Cancel up to 12 hours before to keep…
- Review request salon Snippet Asks for a review. Loved your visit, [Name]? A quick review would mean the world to us: [Review link]
Practice notes
Admin notes for the practice.
- Daily front desk checklist Note Open and close. Opening - [ ] Check messages - [ ] Confirm today's appointments - [ ] Prepare forms Closing - [ ] Tomorrow's…
- Staff rota Note Weekly schedule. | Day | Morning | Afternoon | Evening | | | | | | | Mon | | | | | Tue | | | | | Wed | | | | | Thu | | | | |…
- Supplier order Note Restock supplies. | Item | Quantity | Supplier | Ordered | | | | | | | | | | [ ] |
- Complaint log Note Track complaints. Date: [today] From: [Name] Complaint Response Resolved
- Practice meeting Note Staff meeting notes. Date: [today] Updates - Issues Actions - [ ]
Practice communications
Notices and announcements.
- New practitioner announcement Snippet Welcome a clinician. We are pleased to welcome [Name], [Role], to [Practice]. [Name] has [Background] and is now taking bookings.
- Online booking launch Snippet New booking system. You can now book appointments online at [Link], any time of day.
- Price change notice clinic Snippet New fees. From [today], our fees for [Service] change to [Price]. Appointments booked before then keep the current…
- Patient survey Snippet Feedback request. How was your visit to [Practice]? A two-minute survey helps us improve: [Link]
- Late cancellation policy Snippet Policy notice. Please give at least 24 hours notice to cancel or change an appointment. Late cancellations may be charged…
- Referral received clinic Snippet Referral acknowledgement. Hi [Name], we have received your referral from [Referrer]. We will call you within [Days] working days to…
- Reception phone script Snippet Answering the phone. Good morning, [Practice], [Your name] speaking. How can I help?