Messaging tips on Promptd

When a clinic joins Promptd, we create a clinic page and a dedicated listing for each team member with their own specialties, availability, accepted programs, and bio. Clients discover your providers as individuals first, while all inquiries flow back to your organization.

Because clients are connecting with individual providers first, the dynamic is different from a traditional intake workflow, and your messaging should reflect that.

How Promptd leads are different

Clients who reach out through Promptd have already done much of the intake work on their own. Before sending a message, they have typically browsed provider profiles, reviewed specialties and availability, checked insurance details, and selected a specific provider they feel is a good fit.

Promptd inquiries are not cold or general leads. They are pre-qualified, warm leads from clients who have already made an intentional choice.

What this means for you

In a traditional workflow, an admin receives a general inquiry, then gathers information to determine the best provider match. On Promptd, the matching has largely already been done. The client is not asking to be assigned. They are reaching out to someone specific.

This can significantly reduce time spent per lead, back-and-forth emails, and the need for screening calls or lengthy intake forms.

How to convert Promptd leads

1. Acknowledge the provider they selected

The client chose a specific person. Confirm that provider and respond directly about them.

2. Offer clear next steps

If the provider is available, explain how to move forward. Keep it simple. Avoid restarting the intake process or re-gathering information they already provided.

3. Keep additional requests minimal

If you need more information, ask only for what is necessary. Request their contact info, share a booking link, or ask one clarifying question rather than sending a full intake form. Do the coordination work on your end rather than placing it back on the client.

4. Don't redirect the client off-platform

Avoid asking clients to email your clinic's general address. This creates friction, forces them to repeat themselves, and increases the chance they disengage. If you prefer to continue by email, ask for their contact info and reach out yourself.

5. Keep it short

A short, concise response is less overwhelming for the client.

6. If the provider isn't available, suggest an alternative

Use the in-platform referral feature to recommend another clinician at your clinic. With one click, you can generate a personalized referral message and edit it before sending.