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Draft practice letters, policies and SOPs with ChatGPT, then edit them yourself

who Karin Wille, practice administrator at Your Eyecare Team in Kiel, Wisconsin, in an INVISION magazine roundup of eyecare practices

The problem

As practice administrator she writes letters, policies, standard operating procedures and emails, and editing them takes up her time.

What happened

Self-reported: "It cuts my editing time in half." To show the difference, she timed herself on an email for INVISION: her own draft took 14 minutes and the ChatGPT reply took four. She adds: "It doesn’t replace the human touch."

Quoted in the source: Karin Wille, practice administrator, Your Eyecare Team. Source: INVISION: These 7 Practices Use AI to Save Time, Improve Hiring, and Boost Creativity (2025-08-14) · Added 2026-10-16.

How to set it up yourself

1. What Your Eyecare Team's practice administrator did: wrote prompts in ChatGPT for letters, policies, SOPs and emails, then chose from its tone options and edited the draft.
2. DIY path: write down the facts the document must include (who it is for, what changes, dates, who to contact). Leave out patient names and health details.
3. Paste the prompt below into the ChatGPT free plan with your facts filled in. Ask for two tones and pick one.
4. Have a person read the draft against your actual policies before it goes out. The owner or doctor signs off on any new policy.
5. Suggestion: save the prompt and one or two of your past letters in a ChatGPT project so new drafts match your practice's voice.

Copy-paste prompt

Act as the practice administrator at {PRACTICE NAME}, an eyecare practice in {TOWN}. Write a {DOCUMENT TYPE, e.g. letter, policy, SOP or email} for {AUDIENCE, e.g. staff or patients}. Facts to include: {FACTS, DATES, CONTACT}. Give me two versions, one {TONE 1, e.g. warm} and one {TONE 2, e.g. formal}, each under {WORD LIMIT} words, in plain language. Do not add facts I did not give you. Do not include any patient names or health details. After the drafts, list three suggestions to improve them and anything I should confirm before sending.

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14)

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