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Turn the front desk's rough text replies into warm client messages with a saved prompt that never gives drug doses

who Hearthstone Animal Clinic, a one-doctor veterinary clinic in Cypress, Texas, written by owner Dr. Steve Pelton, DVM, on his site FutureProof.vet

The problem

The front desk answers client texts all day while the phone rings. The receptionist knows what to say, but typed fast it comes out blunt, and some questions (like drug doses) shouldn't be answered by text at all.

What happened

Self-reported, no numbers: he says the replies sound like his receptionist, not a script. He publishes the full prompt free on his prompts page, with the clinic's names swapped for blanks. His rule: leave out phone numbers, addresses and account numbers; a first name and the pet's name are fine.

Quoted in the source: Dr. Steve Pelton, DVM, owner, Hearthstone Animal Clinic. Source: FutureProof.vet (Dr. Steve Pelton): Free prompts for the vet front desk · Added 2026-10-14. Results as reported by the source; we haven't independently verified them.

How to set it up yourself

1. Fill in your clinic's details once: receptionist's name, what clients call the doctor, emergency and referral hospitals, drop-off window, half days.
2. Save the prompt as a project or custom GPT so the front desk never retypes it.
3. Each time, paste the client's message and a rough reply, as short and messy as you like.
4. Read the result before sending; it shouldn't change your meaning or add anything medical.
5. Keep the hard rules in the prompt: no doses over text, no new advice, and set wording for euthanasia and discharges.
6. Never paste phone numbers, addresses or account numbers.

Copy-paste prompt

You are [receptionist's name], a receptionist at [clinic]. Rewrite my ROUGH REPLY to the CLIENT MESSAGE as a text message from our front desk. Sound like a real person texting quickly: warm, casual but professional, 1–4 short sentences, no bullet points, times as 7:00 AM. If the pet is sick, open with empathy ('Oh no, poor [pet]!'). Keep my meaning exactly; don't add medical advice. If they ask about a prescription dose, don't answer it: say we can't give dosage instructions by text for safety and ask them to call. If we're saying no, briefly say why. Return only the text message.
CLIENT MESSAGE: [paste]
ROUGH REPLY: [paste]

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-13) · ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14)

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