Guides · Updated 2026-10-16

ChatGPT prompts for therapists and clinics (UK)

These prompts help with admin writing around a therapy or counselling practice: appointment confirmations, waiting-list updates, cancellation policies and website copy. Fill in the [brackets], paste into ChatGPT, Claude or Gemini, and check before you send. Never paste clinical notes, diagnoses, session content or identifiable health details into a consumer AI tool. Rules below were checked on 16 October 2026.

Appointments and waiting lists

1. Appointment confirmation

Write a short appointment confirmation for [client first name only] on [day, date] at [time], [in person at practice / online]. Include how to join or find us ([details]), the session length ([minutes]), and the fee ([£amount]) if unpaid. Warm, professional, British spelling, under 120 words. No clinical content.

2. Waiting-list update

Write a brief email to someone on my waiting list: current wait is about [weeks/months], I will contact them when a slot opens, they can reply STOP WAITING to be removed. No promises of a date. British spelling, under 100 words.

3. Reminder text the day before

Write a short SMS reminder for a session tomorrow at [time]. Include cancellation notice: [hours] hours. British spelling, under 40 words. No clinical details.

Policies and fees

4. Cancellation and late-notice policy

Write a clear cancellation policy for my practice. Rules: cancel or move with [hours] notice for a full credit / no charge; less notice means [fee rule]; emergencies [policy]. Plain English, British spelling, under 150 words. Don't invent regulator wording.

A term requiring a consumer who cancels to pay a disproportionately high sum for services not supplied may be unfair under the Consumer Rights Act 2015 (Schedule 2, paragraph 5).

5. Fee increase letter

Write a short letter to existing clients: session fee rises from [£old] to [£new] from [date], because [honest reason]. Sessions already booked and paid keep the old fee. British spelling, under 120 words.

6. Website "what to expect" page

Write a "what to expect in a first session" page for [therapy type] in [area]. Cover length, fee range [£x–£y], confidentiality in plain English without inventing legal exceptions, and how to book. No outcome guarantees. British spelling, 150 to 250 words.

Data care (health is special category data)

7. Privacy notice snippet for the website

Write a short privacy note for my therapy website: what I keep (name, contact, appointment times, invoices; clinical notes stored separately in [system]), why (to deliver care and meet legal duties), that I don't use client details for marketing without consent, and how to ask questions. British spelling, under 180 words. Don't invent a registration number.

The ICO treats data concerning health as special category data with extra protection. That includes information about physical or mental health and provision of health care that reveals health status (ICO: what is special category data?). Using special category data needs a lawful basis and an Article 9 condition (often explicit consent in private practice — check your own compliance, not an AI summary).

8. Note to clients about AI tools

Write a short statement for clients: I don't paste session notes or health details into public AI tools; admin messages may be drafted with AI then checked by me; clinical records stay in [system]. British spelling, under 100 words.

Enquiries and boundaries

9. Reply to an enquiry that isn't a fit

Write a polite reply to someone asking for help with [general topic they named]. Explain I don't offer that service / I'm not taking new clients for it, and suggest they contact [NHS 111 / local NHS talking therapies / a professional body directory — edit to what I can honestly recommend]. No diagnosis. British spelling, under 120 words.

10. Out-of-hours boundary message

Write an out-of-office style message: I read messages on [days/times], this channel isn't monitored for emergencies, for urgent risk contact [999 / Samaritans / local crisis line — edit]. British spelling, under 80 words.

Before you use anything

• Keep clinical work out of ChatGPT, Claude and similar consumer tools.
• Check advertising and title rules with your own professional body (for example HCPC, BACP, UKCP) — AI tools invent letters after people's names.
• For booking tools, see AI tools for therapists and clinics.

FAQ

Is a therapy appointment list health data?

Appointment details can reveal health status in context. The ICO's health-data examples include appointment reminders and invoices that tell you something about someone's health. Treat booking data carefully.

Can I use AI to write clinical notes?

Not with a consumer tool that trains on or stores your prompts unless you have a proper clinical-grade arrangement and professional advice. This page is for admin copy only.

Do I need consent to email clients about appointments?

Service messages about a booked session are different from marketing. Marketing emails to individuals usually need PECR consent or soft opt-in — see the ICO's electronic mail marketing guidance.