Flu vaccine invitations that fill your vaccination sessions
The problem
Every autumn the practice has to invite patients to the flu vaccine, then remind the ones who don’t reply. Done by phone it takes days, and vaccination sessions end up half empty.
Pain point we researched: GOV.WALES: national influenza immunisation programme 2026 to 2027 (invite every eligible patient, at least three reminders)
How it gets solved
One personal invitation and two friendly reminders tell patients when the flu vaccine sessions are, how long it takes and how to book in one tap.
Example: in October you open three short vaccination sessions, one of them on a Saturday morning. Patients get a personal invitation with the dates and a booking link; those who haven’t booked get a reminder after one week and after three weeks. The slots fill without anyone phoning down a list.
- Time saved
- about 3 to 5 hours per season
Based on replacing phone invitations and reminder calls with three messages. Rough estimate; your results will vary.
How to switch it on
- 1
Decide the sessions (dates, times, any early-morning or Saturday slot) and create a short “flu vaccine” appointment type in your booking system.
- 2
Paste the prompt below into the AI you already use (ChatGPT, Claude, Gemini…) and fill in the brackets. Have the doctor check the text: logistics only, no medical claims.
- 3
Send the invitation from your booking or messaging system to the patients the doctor has selected.
- 4
After 1 week and after 3 weeks, send the reminders to those who haven’t booked yet.
- 5
Keep a few walk-in or last-minute slots for people who reply late.
Template and prompt
Works with the AI you already use: ChatGPT, Claude, Gemini or others.
Privacy & compliance: Never paste patient names, health details or records into general AI tools like ChatGPT or Gemini; use them only to draft generic templates. Send real patient messages through a GDPR-compliant system, with a data processing agreement where needed. AI here is for admin and wording only, never for diagnosis or clinical advice. Check your professional body’s rules on consent and marketing.
AI prompt (copy and paste):
Write the flu vaccine invitations for [practice name], a private medical practice.
Facts: sessions on [dates and times], [price or “included in your plan”], it takes about [10] minutes, book here: [link] or call [phone].
Write 3 short messages (each under 320 characters, no emojis):
1. The personal invitation, signed by [doctor or nurse name].
2. A friendly reminder after 1 week, for those who haven’t booked.
3. A last reminder after 3 weeks, mentioning the last session date.
Rules: logistics only (when, where, how long, how to book). No medical claims, no statistics, no fear. Plain and warm.Ready invitation (replace the words in curly brackets):
Hi {first_name}, this is {doctor} from {practice}. Our flu vaccine sessions are on {dates}. It takes about 10 minutes. Book a time that suits you here: {link} or call {phone}.Reminder:
Hi {first_name}, a quick reminder: there are still places at our flu vaccine sessions on {dates}. Book in one tap: {link}Tools you can use
- ChatGPTVisit site (opens in new tab)
AI assistant for drafting the text. Claude, Gemini or any other AI you already use works the same way.
- GeminiVisit site (opens in new tab)
Google’s AI assistant, handy if you already use Gmail and Google Docs.
- WhatsApp BusinessVisit site (opens in new tab)
Free business app with saved quick replies and labels for your messages.
Tool links are plain links for now. Some may later become affiliate links, which will always be labelled. Check each tool’s current pricing on its site.
Questions
Do I need new software?
No. You use the AI you already have and the tools listed above.