Phone script · Doctor's office front desk

Booking your first doctor's appointment

Say you're a new patient, give your plan's name, and ask whether the doctor is in network and taking new patients.

Have this ready

Your insurance card (or the name of a health center if you're uninsured)
Why you want to be seen: a checkup or a specific concern
Your calendar

What to say

Open
“Hi, my name is [your name]. I'd like to make an appointment as a new patient.”
Say why
“I'm looking for a primary care provider, and I'd like a yearly checkup. [Or: I'd like to come in about (your concern).]”
Check your plan
“I have [plan name from your card]. Can you confirm that Dr. [name] is in network for my plan and taking new patients?”
Pick a time
“I'm usually free [days and times].”
Close
“Can you send me any forms ahead of time? Is there anything I should bring? And what's your policy if I need to cancel or reschedule?”

Write down the date, the name of the person you spoke with, and what they said.

Rather text or email?

The same ask, written down. Fill in the brackets, then copy. A written message also gives you a dated record.

Text or portal message

Hi, I'm [your name] and I'd like to book a new-patient appointment for a yearly checkup. I have [plan name]. Is Dr. [name] in network for my plan and taking new patients? I'm usually free [days and times].

Email

Subject: New patient appointment request

Hello,

My name is [your name], and I'd like to make an appointment as a new patient for a yearly checkup [or: about (your concern)].

I have [plan name from your card]. Could you confirm that Dr. [name] is in network for my plan and taking new patients? I'm usually free [days and times].

Please let me know if there are forms to fill out ahead of time, what to bring, and your cancellation policy.

Thank you,
[Your name]
[Phone number]

After the call

Write down the date, time, provider's name, address and anything to bring. On the day, bring your insurance card, photo ID, completed forms and your copay if you have one. Source: CMS¹
Most health plans won't pay late, no-show or late-cancellation fees, so you'd owe them yourself. Source: CMS²
Many plans cover a list of preventive services at no cost in network, even before your deductible; coverage can vary. Source: HealthCare.gov³

The full lesson: Your first appointment

Sources

Centers for Medicare & Medicaid Services From Coverage to Care, Step 5: Make an appointment (PDF)
Centers for Medicare & Medicaid Services From Coverage to Care, Step 6: Be prepared for your visit (PDF)
HealthCare.gov Preventive care benefits for adults

Last checked October 2, 2026 against the sources listed.

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