How Orthodontic Offices Can Use AI for Patient Letters
Writing new-patient and follow-up letters is one of the tasks that slows many orthodontic offices down. Your treatment coordinator leaves a consult, the notes are scattered, the letter is written hours later — maybe even days. And at the end of the day, a family receives a letter that’s hard to understand or misses the personal touch.
But what if you could generate those letters in minutes instead of hours? What if you could deliver clear, personalized communication right away, without sacrificing quality? That’s where AI comes in — and it’s a game-changer for ortho teams like yours.
Why Traditional Letters Fall Short
For too long, patient-letters have been a manual drag. They require juggling consult notes, formatting sentences, explaining orthodontic terms, making sure the doctor is mentioned just right, editing for tone. And by the time it’s sent, the momentum from the consult may be gone. Plus every staff member writes slightly differently, creating inconsistency.
How AI Changes the Game
AI lets you standardize, personalize, and speed up the process. With smart prompts you can:
Ask the AI to “Explain every orthodontic term in brackets”, so families understand their “overjet (front-to-back teeth gap)” or “crossbite (misaligned back bite)” without feeling lost.
Generate a detailed version for families who want every detail — and a short version for quick skim.
Customize the tone and format to match your office’s voice. It’s not about robots writing letters — it’s about you delivering clear, meaningful communication with less effort.
Step-by-Step Guide
Use the master prompt we’ve developed (for example: “Hi ChatGPT, can you please create a patient-friendly letter based on the information below? …”)
Fill in the placeholder details: Parent Name, Patient Name, Date of Consultation, Main Concerns, Clinical Findings, Treatment Recommendation, Estimated Duration, Additional Notes.
Run the prompt → get two versions: detailed + summary.
Review and personalize — add your sign-off (“Kind regards, [Your Treatment Coordinator] at [Your Orthodontic Office]”).
Copy the letter into the patient chart so every team member can access it.
Send to the family — ideally soon after the consult, while their excitement and engagement are high.
Best Practices & Tips
Always avoid including identifiable patient health-info when submitting to AI tools. Use placeholders to stay HIPAA compliant.
Set a workflow: who triggers the letter, when (e.g., right after doctor review), and where it’s stored.
Keep a library of prompt templates: new consult letter, treatment-update letter, finance reminder letter.
Ask families if they found the letter helpful — use feedback to refine tone and clarity.
Why This Matters for Ortho Offices
Better communication means better experience. When a family understands their treatment, they’re more likely to say yes, follow your plan, and refer others. Your team spends less time on repetitive tasks. Your office runs smoother. And you gain an edge in a competitive market.
How Few Clicks Helps
At Few Clicks, we designed our software specifically for orthodontic teams. It’s not a generic CRM — it’s built around your needs. That includes storing AI-generated letters directly in the patient’s chart, tracking who sent them, automating follow-ups, and letting your team stay aligned. Because great systems build great practices.
Ready to streamline your patient-communication and reclaim time? Download our Master Prompt Template Below.
“This is the exact AI prompt our team uses to generate professional patient letters in under 2 minutes.”
