Using ChatGPT Scheduled Tasks to Improve Productivity in Your Private Practice
Managing a private practice comes with a never-ending to-do list—client sessions, notes, marketing, and admin work can quickly pile up. But what if AI could help you automate some of those tasks? Using ChatGPT scheduled tasks can streamline your workflow, automate reminders, and help you stay organized without the stress of juggling everything on your own.
In this episode of Run Your Private Practice with AI, I’m sharing how using ChatGPT scheduled tasks can transform the way you manage your private practice. Whether you need to set client follow-up reminders, automate content planning, or organize daily business tasks, this new AI-powered tool can help you save time and focus on what matters most—your clients and your well-being.
AI Tips You Don’t Want to Miss:
- What ChatGPT scheduled tasks are and how they work.
- How AI task scheduling can help with client follow-ups, note-taking, and admin tasks.
- Using AI automation for content planning—from social media posts to email campaigns.
- Ways to integrate ChatGPT scheduled tasks into your workflow for maximum efficiency.
- How AI-powered reminders can help you reduce stress and improve organization.
Connect with me:
- Instagram: @thetravelingtherapist_kym
- Join the Clinical AI Club: www.clinicalaiclub.com
Sponsored by Alma: www.helloalma.com/kym
Sponsored by Berries: www.berries.icu/therapists
Transcript:
[00:00:00] What I wanted to do today is chat. GPT just released a new feature. I haven’t even played with it yet, but I thought why not do it here? If you’re listening to this on the podcast, the video will also be playing on my YouTube channel. So you can go back over there and watch it.
[00:00:14] I want to share my screen and show you this new feature. Chat GPT just released this feature. We go into the main screen. I don’t know if you guys have even seen it yet, but if you go in here, normally you can pick like what model you want to use. So chat GPT 01 is the one I’m defaulting to right now for, Oh, is for great questions, that sort of thing.
[00:00:36] And then it’d be good down here to where it says more models. Click on this and Oh, no, it’s right here. Sorry, Chachapiti hyphen 40 with scheduled tasks. So I’m going to do this real time with you. I saw it was in here and I was like, I’m just going to learn it while I’m in here. So now it’s enabled Chachapiti tasks.
[00:00:54] There’s lots of ways that you can use this. I’ve just kind of been thinking about it this morning. Like what are some different things you can do? And this is what came to mind for me, reoccurring office tasks. So you can set a reoccurring schedule for submitting.
[00:01:07] Insurance claims or organizing your files or reviewing notes or whatever you need to do. You can come in here now to chat GPT and you can tell it to remind you when a task is due to help you with your scheduling and that sort of thing. And of course you can always interact with chat GPT and like have it help you think of reminders and things to schedule.
[00:01:26] Also, if you want to do that, if you want to wake up at the beginning of the day and say, this is what I have to do today. I’ve got these three things I don’t want to forget. I need you to help me set a schedule to do that. So, reoccurring office tasks is one thing I thought of team meetings. That’s another one.
[00:01:40] If you’ve got meetings coming up, if you’ve got your calendar. What you could do a chat to BT is you could take a screenshot of your calendar. you don’t want to do it with client PHI or anything like that, but calendar maybe where you have a bunch of things scheduled, take a screenshot of it.
[00:01:52] You could upload it over here to chat to BT and say, here’s my calendar for the day, help me identify which things I need to schedule today or that I need reminders for that kind of thing is going to give you a list based on the screenshot you put in there. And then you can go through and set these reminders, which I’m going to show you how to do.
[00:02:09] team meetings. If you’ve got meetings coming up, you want a reminder for, so you don’t forget administrative deadlines, create reminders for like your licensure renewal or continuing education deadlines, or if you want to break things into tasks, like, okay, I’ve got 30 CEUs do, June 28th or whatever. Help me set tasks throughout the year, you know, so I can remember to stay up to date with my CES or something like that
[00:02:34] personal development, set time for professional readings, online training courses, or working on new skills. If you want to set time aside. I like to do to play with just new AI tools that have come out that week or whatever you can set time aside to just really devote time to learning something that you’re trying to work on in your personal life.
[00:02:52] Breaks and wellness activities you could set schedules for that you can say okay work for, what is it? 20, take 15 minutes off, something like that. I don’t know the numbers, but there is a Pomodoro method.
[00:03:01] You could even put that into chat GPT and say, I want to have reminders for the Pomodoro method. It’s going to like give you some information about that. And then you could set the scheduling up for it.
[00:03:10] Marketing outreach if you need reminders like, Hey, I haven’t marketed my practice in, a month, you know, every month. I want you to remind me to reach out to one new potential referral source and ask them if they want to get a lunch or ask for a virtual coffee date on zoom or something like that.
[00:03:26] Project deadlines. If you’re working on a big project, you can set milestones to track your progress and Keep track of it. And then events or webinars, remember to prepare materials and rehearse before hosting any online or in person events, that sort of thing.
[00:03:39] So those are just some ideas. I thought that we could use this for, but let me show you how this works. So I’ve got this enabled here. So I’m going to come here and say, I need you to remind me to call, my dad today.
[00:03:53] And check on him, something like that. I’m just trying to think of something personal we could put now. I haven’t done this yet. So this is like real time. I’m trying to experiment with this. Let’s see. Okay. So I did see somebody say that you have to turn on your desktop notifications first.
[00:04:07] So I’m going to allow desktop notifications. So that’s how it’s going to remind me. Oh, you need to visit your browser preferences to allow them. Okay.
[00:04:15] so see how it says this reminder right here, call dad. So I’m going to click these three dots right here and I’m going to edit.
[00:04:22] And then you get into the screen where it’s called dad, you could change the name if you want to. And then tell me to call my dad and check on him, but you could put instructions here, whatever you want it to remind you about. You can have it. So it doesn’t repeat. So it repeats daily, weekly, monthly, annually, or make it a custom repeat, however you want.
[00:04:38] So let’s say I want it to remind me every week to call my dad. Okay. So, when’s a good time. Usually, we’ll say Thursday afternoon at 2 p. m. or something. Yeah. So, pause, delete, or save. So, I’m going to save it.
[00:04:53] Okay. That’s how it works. So, you know, every time chat to BT releases something new, it’s like super glitchy in the beginning and then it works perfectly so You can go in and schedule all these different tasks. You can go right here to view all tasks. Let’s see what happens. So the only one I have right now is called dad.
[00:05:06] But it’s task data right here. So I’m assuming if I have a ton of stuff in here, I’ll be able to go in and see a chronological list of everything I need to do. And then I’m going to have to set up actual notifications on my computer. I was watching somebody demo this earlier today, and they basically said a little notification pops up here on the screen and that you can also set these up on the app. On your phone.
[00:05:29] But That’s pretty cool. This is the new scheduled task. Let me see if I can do another one of what happens.
[00:05:35] So if I Come back over here, chat to BP, and then say, remind me to get coffee at the grocery store and hit enter. It’s going to bring up the task again. Of course it said task scheduling failed. Let’s try it again. I’m going to refresh.
[00:05:52] Yeah. It’s super beta. Cause normally they would have like where you could edit that right there and like have it do it again, but it’s not even letting me do that. So let me hit the prompt again and see what happens. Now I did it. So it’s just glitchy. I guess today is probably a lot of people playing with it.
[00:06:05] Get coffee, January 16th at 9am. So I could come in here. I can edit it and change all of that. So I assume if I play with this a little bit more, I could really interact with it and say, help me decide. What else I need at the grocery store
[00:06:21] and turn, let’s see what I could do is I could upload a picture of my refrigerator or the inside of my refrigerator and say, look in here and tell me what I can make for dinner and what ingredients might be missing and give me a list. And then I could hit this reminder and say, appear at it.
[00:06:37] I could say, okay, great. I also want coffee. Eggs and creamer or something like that. Save it again. Let’s see what happens if it malfunctions. Tasks saved. So now if we come over here and we look at all tasks, let’s see. Yep. So it saved my dad, call my dad and also get coffee and it’s, saving to the local time on my computer.
[00:06:58] So I’m assuming when this time comes, it’s going to send me an alert. And also when I go to the store, let’s say tomorrow at 9am is what I set it for. It’s going to remind me to get coffee, eggs, milk, that sort of thing. So very cool. I can go into it on my phone if I’m at the store and say, well, what was it I was supposed to get? And I can look at the list again. So that’s really neat.
[00:07:17] Let me know if you guys try this and what you come up with and how you use it. I’d love to hear. Obviously, like I said, it’s brand new. And of course, these things are always glitchy. But yeah. Very cool. new chat GPT tool. Give it a try. Let me know what you schedule with chat to BT. I’m excited to hear.