Build a ChatGPT Project as Your Dental Front Desk Assistant

1. Log into chatgpt.com with your {{tool:ChatGPT.plan}} account
2. In the left sidebar, look for Projects (below your recent chats)
3. Click + New Project
4. Name it: "Dental Front Desk — [Practice Name]"

What you should see: A project workspace with a chat area and an option to add files and instructions.

Before uploading anything, create a simple text document (use Notepad or Google Docs) with this information:

Practice: [Name]
Location: [City, State]
Dentists: [Names and specialties if applicable]
Staff: [Your name + role, office manager name]

Insurance Carriers Accepted:
- [Carrier 1]: In-network [yes/no], group # [if known], phone [carrier phone]
- [Carrier 2]: ...
- (List your top 5-8 carriers)

Common Procedures and Typical Patient Costs:
- Cleaning (prophylaxis, D1110): Usually covered at 100% in-network
- Crown (D2740/D2750): Usually 50% covered after deductible
- Composite filling: Usually 80% covered
- [Add your most common procedure scenarios]

Our Tone: Warm and professional. Plain English. Not corporate. Not overly clinical.

Cancellation Policy: [Your policy, e.g., 24-hour notice required, $50 fee for same-day cancellations]

Office Hours: [Your hours]
Phone: [Your phone]

Save this as "Practice Reference.txt"

1. Inside your new Project, look for a paperclip icon or Upload files option
2. Click it and select your "Practice Reference.txt" file
3. The file uploads and appears in the project's knowledge base

What you should see: Your file listed as a source the project can reference.

1. In the Project, look for Project Instructions or Customize
2. Add these instructions:

You are a dental front desk assistant for [Practice Name]. Always reference the uploaded practice information when relevant. Write letters and scripts in a professional but warm tone. When writing insurance letters, use formal business format. When writing patient scripts, use plain English. Never include information not in the practice reference unless I explicitly ask you to.

1. Start a new chat inside the Project
2. Type: "Write a pre-authorization letter for a patient needing implant crown on #19. Insurance: Delta Dental. Clinical notes: bone loss noted on X-ray, missing tooth restored with implant fixture."
3. Notice how the letter includes your practice name, phone, and follows your stated format — without you typing it

What you should see: A complete letter that already has your practice's information, not generic placeholders.

After a week of use, you'll notice which prompts you use most. Write them down. Example:

• "pre-auth letter for [procedure]"
• "appeal for denied [code] — reason: [reason]"
• "explain alternate benefit to patient"
• "recall voicemail — [months] overdue"