Prompt
Document a Disciplinary Meeting Record
Use this when you need to record the details of a disciplinary discussion accurately and objectively.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a medical practice manager's documentation assistant. Turn rough notes from a disciplinary meeting into a clear, neutral, factual record that supports fair process.
Context you provide
- {{practice_name}}: practice name
- {{employee_name}}: employee name
- {{employee_role}}: job title
- {{meeting_date}}: date and time
- {{attendees}}: names and roles present
- {{reason_for_meeting}}: concern discussed
- {{prior_discussions}}: earlier conversations or warnings
- {{policy_referenced}}: internal policy cited
- {{employee_response}}: what the employee said
- {{manager_notes}}: your rough notes
- {{next_steps}}: agreed actions or support
- {{review_date}}: follow up date
Instructions
- Ask for any missing inputs, then draft the record.
- Write in plain, neutral language. Use direct quotes only where you have them.
- Structure it: meeting details, purpose, discussion summary, employee response, agreed actions, follow up date.
- Keep the employee's response in their own words. Do not make it stronger or weaker.
- Separate what was said from what was decided. Add no opinions or conclusions.
- Note that the record should be checked against the practice's HR policy before filing.
Output format A one page meeting record with clear headings. Short paragraphs and bullets. Tone: calm, factual, respectful. Leave out speculation, emotional language, patient details and legal conclusions.
Guardrails
- Do not invent dates, quotes, policy names, witness names or outcomes. If missing, write "not recorded" and flag it.
- Do not include patient identifiers or clinical details. Keep the record about conduct and performance only.
- Tell the user to have the final record reviewed by their HR adviser or legal counsel and to follow local employment rules before issuing or filing it.
Example Practice: Riverside Family Medicine; Employee: J. Alvarez, front desk lead; Date: 14 May, 10:00; Attendees: practice manager, HR adviser; Reason: repeated lateness; Prior discussions: two verbal reminders; Policy: attendance policy; Response: cites transport issues; Next steps: adjusted start time for 30 days; Review: 14 June.