ChatGPT and Claude prompts for allied health practice owners: fourteen that work, and the rules that keep you out of trouble

In short

• ChatGPT and Claude are useful in a practice for the writing that is not about a patient: letters from templates, policies, web copy, job ads, review replies, scripts for the front desk.
• Patient information does not go into a consumer AI tool. Not names, not clinical detail, not “de-identified” notes. The OAIC says so, Ahpra puts the responsibility on you, and your indemnity insurer agrees.
• Set it up once: a paid plan with training off, one project per job, your voice rules and templates loaded. Then the prompts below take minutes each.

What can you safely put into ChatGPT or Claude?

Your own words, your own templates and your own numbers. Nothing that identifies a patient, a staff member or an applicant.

The Office of the Australian Information Commissioner’s guidance is plain: it recommends that organisations do not enter personal information, and particularly sensitive information, into publicly available generative AI tools. Health information is sensitive information. (OAIC, Guidance on privacy and the use of commercially available AI products, updated January 2025) Avant, the medical indemnity insurer, goes further: never input patient information into a general-purpose AI tool, regardless of whether you consider it de-identified, because the servers are typically overseas and outside Australian privacy protection. (Avant, ChatGPT for clinical notes: why not?, June 2025) Ahpra’s AI guidance keeps the practitioner responsible for safe care whatever tool they use, asks for transparency with patients, and treats informed consent as important wherever patient data goes into an AI system. (Ahpra, Meeting your professional obligations when using AI in healthcare, reviewed August 2024)

That draws the line clearly. On one side: your fee schedule, your cancellation policy, your website copy, a report template with no patient in it, a job ad, the clinician’s own dot points about how the practice works, a Google review that is already public. On the other: anything from a patient file, a session note, a report about a person, a resume, a screenshot of the diary. The prompts in this guide all sit on the first side. For clinical documentation, use a scribe that hosts in Australia and does not train on your data, and read our map of those tools.

The plan you are on matters

On ChatGPT Free, Plus and Pro, OpenAI may use your content to train its models unless you turn it off under Data controls; ChatGPT Business, Enterprise and the API do not train on your data by default. (OpenAI, How your data is used to improve model performance) On Claude Free, Pro and Max, Anthropic asked users to choose in 2025 whether chats may be used for training; leaving it off keeps the 30-day retention, and Claude for Work and the API do not train on your inputs by default. (Anthropic, Is my data used for model training?, March 2026; Anthropic commercial products, August 2026) Neither consumer product offers Australian data residency; that exists for enterprise and API customers only. (Anthropic regional compliance; OpenAI data residency) So: pay for a plan, turn training off, and keep patients out of it anyway.

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How do you set up Claude for a practice?

One paid plan, one project per job, your rules in the project instructions, your templates in the project files.

We use Claude for this work because Projects let you load the practice’s voice, templates and policies once and have every chat in that project use them. Projects are available on the free plan (up to five), and on Pro, Max and Team; sharing them across staff needs Team. (Anthropic, How can I create and manage projects?) Team is US$20 a seat a month on annual billing. (Anthropic pricing, fetched September 2026) ChatGPT Business does the same job at US$20 to US$25 a seat with its own projects feature; pick whichever your team will open.

1. Make three projects: Letters and admin, Marketing, Hiring. Keep them separate so the job ad never sees the fee schedule and the marketing chat never sees a referral template.
2. Write the project instructions once. “You write for [practice name], an allied health practice in Australia. Plain Australian English. Short sentences. No exclamation marks. Never invent a fee, a wait time or an outcome. Never use these words: [your banned list]. If I paste anything that looks like a patient’s details, stop and tell me.”
3. Load the files that carry no patient. Your fee schedule, funding pathways, cancellation policy, letter templates with placeholders, three pieces of your own writing you are proud of so it learns the voice, and your profession’s advertising rules.
4. Use placeholders, always. [PATIENT], [GP NAME], [DATE]. The clinician fills them in inside the practice software, never in the chat.

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Fourteen prompts that work

Each one takes your own material in and hands a draft back. You edit. Nothing here touches a patient record.

Letters and admin

1. GP letter template. Paste your current letter, warts and all. “Here is the letter template we send GPs after an initial assessment. Rewrite it in plain Australian English at a grade 8 reading level, keep every placeholder in square brackets, cut it to under 200 words, and keep the three things a GP needs first: what we found, what we are doing, when we will report back.”

2. Support coordinator update from dot points. The clinician writes five dot points with no identifiers. “Turn these dot points into a 120-word update for an NDIS support coordinator. Use [PARTICIPANT] and [GOAL] as placeholders. No jargon, no outcome claims we have not stated, end with the next review date.”

3. Service agreement cover note. “Write a 100-word plain-language note to go on top of our NDIS service agreement explaining what the agreement is for, the cancellation rule (two clear business days), and how to ask a question. Warm, not legal.”

4. Cancellation policy rewrite. Paste the policy. “Rewrite this so a patient reading it on a phone understands it in 30 seconds. Keep the fee and the notice period exactly as stated. Add one sentence explaining why the rule exists.”

5. Front desk script for a full diary. “Write a 60-word phone script for reception when a new patient calls and the next available appointment is two weeks away. Offer the waitlist, offer telehealth for a first conversation, and take their details. Sound like a person, not a call centre.”

Reports and rules

6. Turn a report template into a checklist. Paste the blank template. “List every section of this report as a checklist item with a one-line description of what belongs in it and the two most common things clinicians leave out. Do not write any content for the sections.”

7. Plain-language summary of a rule change. Paste the text from the NDIA or Medicare page. “Summarise what changed, from when, and what a practice has to do differently, in under 150 words. Quote the exact figures. Flag anything you are unsure of rather than guessing.”

Marketing

8. Condition page outline. “Outline a web page for [condition] treated by a [profession] practice. Use H2 headings phrased as the questions a patient would type into Google or ask ChatGPT. Include a section on funding (private, health fund, NDIS, Medicare plan) and a booking call to action after the second section. Draft the opening 80-word answer in plain English. No clinical claims.” Then send the outline to whoever writes the page, or to us.

9. Google Business Profile description. “Write a 700-character Google Business Profile description for a [profession] practice that treats [three conditions], accepts [funding streams], and books online. Australian spelling, no superlatives, no testimonials.”

10. Five captions from one story. Paste 100 words from the owner about why the practice exists. “Write five Instagram captions from this, each under 60 words, each taking one idea, in my voice. No hashtags, no emojis, no calls to book. End each with a question a patient might answer.”

11. Reactivation text, three ways. “Write three versions of a 40-word SMS from a clinician named [CLINICIAN] to a patient who has not visited in four months, offering a check-in on [DAY] at [TIME]. No discount, no diagnosis, no guilt, one clear way to reply. Include the unsubscribe line.” The rules behind that are in rebooking rate and patient reactivation.

12. Google review reply inside Ahpra rules. Paste the public review text only. “Draft a two-sentence reply to this Google review. Thank them, do not confirm they were a patient, do not mention any condition or treatment, and do not repeat any clinical claim in the review. If it is negative, invite them to call the practice manager.” Ahpra treats a positive statement about clinical outcomes as a testimonial you cannot reuse, so the reply never repeats one. (Ahpra, Advertising guidelines, December 2020)

Hiring

13. Job ad from the numbers. “Write a job ad for a [profession], [level], pay band $[X] to $[Y] plus super, [N] billable hours a day, [notes time] built in, fortnightly supervision with [who], [flexibility]. Lead with those facts in the first five lines. No adjectives about the team. 250 words. Australian English.” The rest of the hiring process is in how to recruit clinicians for your practice.

14. Interview questions by role. “Write eight interview questions for a new-graduate [profession] joining a practice where the caseload is [mix]. Four on clinical reasoning using scenarios, not real patients; two on how they handle a plan-of-care conversation; two on what they need from supervision. Add what a strong answer sounds like for each.”

If you want the projects, instructions and templates set up for your practice, with your voice rules and your profession’s advertising standard loaded, tell us what you need. It is a half-day job and it is part of the staff and AI training we run.

Tell us what you need

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What must never go in?

Patient files, session notes, reports about a person, resumes, diary screenshots, and anything a patient told a clinician.

Three parts of the law sit behind that list. Australian Privacy Principle 6 limits how you use and disclose personal information beyond the purpose you collected it for; APP 8 makes you responsible for what happens to it once it goes overseas; APP 11 requires reasonable steps to protect it. (OAIC, Australian Privacy Principles quick reference) Since 10 June 2025 there is a statutory tort for serious invasions of privacy, so a patient can sue directly. (Astris Law, Privacy tort in Australia) From 10 December 2026, a practice that uses personal information in automated decisions that affect people must say so in its privacy policy. (OAIC, Transparency in automated decision-making)

“De-identified” is where owners get caught. A note that says “7-year-old, autism diagnosis, attends [suburb] state school, mother is a nurse” identifies a child to anyone who knows the area. Removing the name does not remove the person. If a clinician wants help with a clinical document, the tool is a scribe or a practice management system with AI built in, hosted in Australia, with consent recorded; the tool is not a chat window.

Removing the name does not remove the person.

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How do you tell patients and staff?

A paragraph in the privacy policy, a line at intake for any AI scribe, and a one-page rule for staff that says what goes in and what does not.

Ahpra asks practitioners to inform patients about their use of AI. The RACGP’s scribe guidance says GPs must obtain consent before using one and should review every note as soon as possible, and allied health has no reason to hold a lower bar. (RACGP, AI scribes, updated October 2025) The OAIC also expects your privacy policy to say that you use AI and for what. Three sentences do it: what tools the practice uses, that no patient information goes into general AI tools, and that clinical AI tools are hosted in Australia and every output is reviewed by the treating clinician.

For staff, one page on the wall: the three projects, the placeholder rule, the never list, and who to ask. Most breaches are a receptionist trying to be helpful with a chat window open. The page prevents that.

If you want the policy paragraph, the staff page and the training done in an afternoon, that is the staff and AI training we offer. Tell us what you need.

Tell us what you need

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