Use ChatGPT to streamline your emails

Want to make light work of your email load? Here are some options, thanks to ChatGPT.

#1 The simple approach

Here’s a relatively simple way to harness ChatGPT for this purpose.

Step 1: Prepare the email

Copy the email you want to respond to and paste it into a private document.

Step 2: Remove identifying details

Replace any identifiers in the email with pseudonyms to protect patient privacy. For example, change the patient’s name to a pseudonym (such as from ‘Mary’ to ‘Patient A’) or replace an organisation’s name with a generic term like ‘ABC Company’.

Step 3: Log in to ChatGPT

Access ChatGPT and log into your account, or set up an account.  To recap on what ChatGPT is, catch up on the July and August STRIDE articles in this three-part series.

Step 4: Input your request

Enter clear instructions for ChatGPT. For instance, type, “Please draft a conversational reply to the following email, within 300 words, using British/Australian spelling.”

Step 5: Paste the email content

Immediately beneath this instruction, paste the de-identified email into ChatGPT.

Step 6: Generate the draft

Press enter. ChatGPT will automatically compose a suggested reply based on your instructions.

Step 7: Review and revise

If you’re not happy with anything in the suggested response, ask ChatGPT to adjust it and try again.

Just type your request in and press enter, much like you’re having a typed conversation with ChatGPT. Perhaps ask ChatGPT to make your email reply sound more friendly or informal, or more detailed, for example.

Step 8: Transfer to email platform

Once you’re happy with the reply, copy and paste it back to your private document and reintroduce any identifiers removed earlier.

Step 9: Proofread and send

Review the response for accuracy and tone. When you’re ready, copy and paste this response into your email platform and press send!

…Is this effort really worth it?

Frankly, yes. The real magic kicks in when you need to craft similar emails over and over again. The above process enables you to build an email template library which will save you significant time in the long run. More on that later in this article.

#2 The advanced approach

If you’re after a more advanced solution, consider integrating Excel spreadsheets (and email plugins) with ChatGPT to amplify this automation. Here’s how.

Step 1: Organise your excel spreadsheet

Break your spreadsheet up into the following columns.

• Add recipient details: Create columns for recipient names, email addresses, and any other relevant data you wish to include in your emails.
• Add content variables: Design columns for dynamic content, such as appointment dates, service details, or patient-specific information (be careful to enter de-personalised patient information for now).
• Customise these data fields: Now you have these columns in place, populate the spreadsheet with data that is specific to each recipient.
• Paste in the email body: Now add the email body into a column next to each recipient row. Copy, paste and adapt this text needed, given the recipients on this spreadsheet are all receiving similar emails.

Step 2: Connect Excel to ChatGPT

• Export Data: Export this data from your Excel spreadsheet into a format that’s compatible with ChatGPT. This could be a plain text file or a structured format like a CSV file. Stuck? Head to Step 3 and ask ChatGPT how to do this.

Step 3: Head to ChatGPT

• Login to ChatGPT: Visit ChatGPT and log in to your account.
• Compose instructions: Type clear instructions for ChatGPT, such as “Please generate a list of individual emails that are based on the recipient’s de-personalised name, appointment date, and service details. Remember to de-personalise each name in a way that will help you apply the real name when you send the actual email (such as simply adding ‘Mary’ into the name field for now, instead of their full name).
• Paste the data: Now paste the relevant data from your exported Excel spreadsheet into ChatGPT’s interface. Press enter.

Step 4: Review and refine

• Generate the email: ChatGPT will respond with a list of email drafts that incorporates each recipient’s de-personalised name, appointment date, or other unique details. Each draft will be personalised for each recipient and listed, one after the other.
• Adjust as needed: Review the generated emails and make any necessary adjustments to the content, tone, or formatting to ensure it aligns with your brand and preferred style.

Step 5: Transfer to your email or PMS platform

• Copy each email: Once you’re happy with the generated emails, copy each email across into your email platform or Practice Management Software (PMS) platform.
• Paste into your email platform: Paste the relevant email into your email or PMS platform.
• Add final touches: Reinsert any identifiers, greetings, or additional information that you want to include in the email.

Step 6: Proofread and send

• Review the email: Proofread the email one last time.
• Hit send: Sent! Done.
• Repeat: Repeat this process as a relatively fast way to send multiple similar emails to different recipients.

#3 Template time – bring it all together

Whether you choose the simple or advanced above approaches, these can lay the foundation for a valuable resource – an email template library.

This repository saves time by creating a series of templates for common scenarios like new patient enquiries, summaries of services and costs, or social media feedback requests.

While this process may at first appear fiddly, once the initial setup is complete, you can quickly generate emails for various recipients. And don’t forget to save these emails into your growing content library! If you really want to zone in on building a template library via ChatGPT, here are some tips to fast-forward this process even more.

1. Chat to ChatGPT:

Collaborate with ChatGPT to outline possible template structures. Treat ChatGPT as though it were a friend you were typing questions to, though always keep personal information of any kind out of these exchanges.

For example, start by asking it to help you come up with some likely email templates that suit the needs of your role as a podiatrist. Or maybe you already know which stock-standard    emails you want ChatGPT to template for you? If so, go ahead and ask it.

You may type something like:

“I am an Australian-based podiatrist who wants you to go to my website (insert URL if you are comfortable sharing this) and   draft an email template that I can use for all potential patient enquiries which address common questions such as:

• how much I charge
• how long a consultation goes for
• whether I bulk bill any services.

Please make this email friendly yet professional in tone and make it no more than 300 words long, using British spelling. My brand values are friendly, authentic and honest, so please ensure the content reflects these values in its tone and style.”

Now press enter and let ChatGPT work its magic.

2. Customise your templates:

After ChatGPT responds, go back and forth with ChatGPT, much like a conversation, to ask it to edit the email as needed (such as rewriting its length, style, or information).

Repeat this process across a series of likely email scenarios that you want to automate into templates for future use. Then save these draft templates somewhere safe, ready to adapt and use as needed. 

…A final word: Synergy with Practice Management Software (PMS)

It’s important to note that ChatGPT’s email automation complements Practice Management Software (PMS) rather than competes with it.  This is because PMS focuses on broader practice management tasks such as appointment scheduling, patient records, and billing. Whereas ChatGPT enhances communication by streamlining email responses, saving time, and enhancing patient engagement.

There is unprecedented scope between these two platforms to become more efficient than ever (so you can get back to spending more time with your patients).