⚠️ This is a sample. "Harbor Lane Dental" is a made-up business. The tools, settings and findings are invented to show what your report looks like. Your report is based only on the screenshots you send.

AI Tools Safety Check — Report

Business: Harbor Lane Dental (sample) · 9 staff · Report date: [date] · Based on 14 screenshots

The short version

Overall: 🟡 A few things to tighten. Nothing is on fire. Two settings let AI tools act without a person checking, and one old connection still has access to your patient email inbox.

Do these 3 things today (about 25 minutes total):

Turn off auto-send in the email assistant so it drafts replies and a person sends them. (5 min)
Disconnect the old "appointment summary" automation from the front-desk inbox. Nobody uses it and it can read every email. (5 min)
Stop the website chatbot from confirming appointment changes. Have it say "our team will confirm by phone or email." (15 min)

Your AI tools at a glance

Tool	What it can see	Can it act on its own?	Rating	Fix
Email assistant (front desk)	Whole front-desk inbox	Yes: auto-replies on	🔴	#1
Automation: "appointment summary" (2025, unused)	Whole front-desk inbox	Yes: posts to team chat	🔴	#2
Website chatbot	FAQ + booking calendar	Yes: can move appointments	🟡	#3
AI phone receptionist	Booking calendar	Creates bookings only	🟢	—
Staff AI chat (3 personal accounts)	Whatever staff paste in	No	🟡	#4

What we found

1. The email assistant can reply to anyone without a person seeing it 🔴

What's going onAuto-reply is switched on for "routine questions." The assistant decides what counts as routine.

Why it mattersAn email worded the right way can get a reply containing information you wouldn't want sent, such as appointment details. Nobody sees it before it goes.

How to fix itIn the assistant's settings, change "Auto-reply" to "Draft only." Keep the time-saving drafts and add one click. 5 minutes

2. An unused automation still reads every front-desk email 🔴

What's going onAn automation built last year sends an AI summary of new emails to team chat. Your answers say nobody uses it now, but it's still connected.

Why it mattersPatient emails are being copied into a summary in a chat tool with a different set of people and settings. Unused connections are also the ones nobody notices if something changes.

How to fix itTurn the automation off, then remove its connection to the inbox in your email account's "connected apps" page. 5 minutes

3. The chatbot can move appointments 🟡

What's going onThe chatbot is connected to the booking calendar with permission to reschedule.

Why it mattersAnyone chatting on your website can move a booking, including someone else's if they know the details.

How to fix itSet calendar access to "view availability only" and add the reply "Our team will confirm changes." 15 minutes

4. Staff use personal AI chat accounts 🟡

What's going onThree staff use personal ChatGPT-style accounts for drafting.

Why it mattersAnything pasted is outside your control, and there's no written rule about patient information.

How to fix itUse the attached Staff AI Rules sheet, which is already filled in for a dental office. Consider company accounts later. 10 minutes

Good things you're already doing

Two-step login is on for the main email account.
The phone receptionist can only create bookings, not cancel them. That's a sensible limit.

When to check again

When you add a new AI tool or connect a new account, or in 6 months.