Ready replies to “how much is a session?” that turn enquiries into first visits
The problem
People who ask for a price often write to several clinics and book with whoever answers first and most clearly. Writing the same answer by hand, between patients, means slow and different replies every time.
Pain point we researched: SpideyChat: the lost revenue in unanswered clinic enquiries
How it gets solved
Saved answers for the questions people ask before booking: price of the first visit, how many sessions, insurance, next free slot, with one clear way to book.
Example: at 9pm someone writes on WhatsApp “how much is physio for a bad back?”. Next morning, in 20 seconds, your receptionist sends a ready reply with the first-visit price, what happens in it, the next free slot and the booking link. The person books before trying the next clinic.
- Time saved
- about 1 hour a week
- Estimated money saved
- about €80–90 a month
Rough estimate based on about €19/hour
Based on writing 15–20 enquiry replies a week by hand. Rough estimate; your results will vary.
How to switch it on
- 1
Write down your real answers: price of the first visit and of follow-ups, what the first visit includes, insurance or receipts, how soon you can see someone.
- 2
Paste the prompt below into the AI you already use (ChatGPT, Claude, Gemini…) and fill in the brackets.
- 3
Save the replies as quick replies in WhatsApp Business and as email templates in your mailbox.
- 4
Reply to every enquiry within a few hours, adding the next real free slot by hand.
- 5
If the person doesn’t answer, send one short reminder after 2 days, then stop.
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 ready replies for [clinic name], a physiotherapy clinic, to the questions people ask before booking.
Our facts: first visit [price, length, what happens], follow-up sessions [price], [insurance / receipts info], we usually see new patients within [time], book here: [link] or call [phone].
Write short, friendly replies (under 500 characters each) for:
1. “How much does it cost?”
2. “How many sessions will I need?” (explain that the physio decides after the first assessment; no promises)
3. “Do you accept my insurance?” / “Can I get a receipt?”
4. “Can you see me this week?”
5. A gentle reminder for someone who asked but didn’t book, after 2 days.
Rules: no clinical advice and no diagnosis by message, always end with one clear way to book, warm and plain.Ready reply (replace the words in curly brackets):
Hi {first_name}, thanks for your message! The first visit at {clinic} costs {price} and lasts about {minutes} minutes: we listen, assess and agree a plan with you. The next free slot is {slot}. Book here: {link} or reply and we’ll book it for you.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.
- WhatsApp BusinessVisit site (opens in new tab)
Free business app with saved quick replies and labels for your messages.
- GeminiVisit site (opens in new tab)
Google’s AI assistant, handy if you already use Gmail and Google Docs.
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.