Answering every phone call your office receives can be challenging if your staff manages a busy schedule. Setting up a professional voicemail greeting is a convenient way to communicate your services to potential customers and provide quality service even when you can’t answer the phone.

Knowing what to include in your message is essential for keeping your patients happy and promoting customer retention.

How Can an Effective Dental Office Voicemail Improve Patient Relationships?

Prospective patients expect you to pick up the phone when they call. Busy or unanswered phone calls discourage them from reaching out a second time.

Your dental office voicemail greeting should assure your callers that you care about their concerns and will get back to them at your earliest convenience. It should also encourage them to leave a message with contact information and the reason for their call.

Offering these basic courtesies ensures that your patients don’t feel ignored and helps your practice retain a professional image. Sometimes, a friendly voicemail greeting could mean the difference between a good and bad review on your practice’s Google listing.

Outbound voicemail messages could also be useful for your patient outreach strategy. Voicemail Drops enable you to leave messages for patients with appointment reminders or follow-ups without their phones ringing. This convenient tool prevents disruptions during their day and lets them listen whenever they please.

What Should You Consider When Building a Voicemail Script?

Creating your own voicemail greeting provides a touch of authenticity, but there are some common mistakes to avoid. Write your greeting on paper and rehearse it several times out loud before recording. This method helps you avoid wordiness or awkward pauses that may confuse your caller.

Record your greeting in a room with minimal background noise. Interference from crowds, indoor appliances, or electronics can make it hard for patients to hear your message.

You can avoid the hassle of creating a DIY greeting by investing in professional recordings from a reliable third-party service. This strategy may be practical if you have a sizable multilingual clientele. Professional voice actors can record the same greeting in another language, promoting a more inclusive experience for your patients. 

What Are Some Examples of Dental Office Voicemails Your Practice Could Use?

Explore some of the most common dental office voicemail greeting examples:

“Hello, thank you for calling the dental office of X. Due to a high call volume, we cannot answer the phone at this time. After the beep, please leave a message with your name, number, and email address. We will call you back at our earliest convenience. Thank you.”

The above message is straightforward, giving your patients clear instructions on what to do next.

“Hi, thanks for calling the dental office of X. We are assisting other patients at this time and cannot pick up the phone. Leave a message with your name and number. Our staff will return your call as soon as possible.”

A casual greeting may improve patient relationships if you own a small practice.

“You have reached the dental office of X. We operate between the hours of Y and Z. We value your call but are unable to respond at this time. Please leave a message after the tone or use the keypad for more options: If you have questions about your billing, press one. If you would like to schedule an appointment, press two. Para español oprima tres.”

Formal greetings with a phone tree feature and multiple language options are best if you manage a larger practice.

How Can a Dental Practice Optimize Its Voicemail Features?

Managed dental office communication technology — such as Voice Over Internet Protocol (VoIP) — lets you set custom voicemails, redirect callers to relevant digital extensions, and store incoming messages. 

Consider rewriting your script if you notice patients aren’t leaving messages. It may also be worth asking a non-employee to test your voicemail and give feedback. This method offers you an outside perspective.

Dental Office Phone Solutions That Benefit You

Communication is key to your dental practice’s success. A professional dental office voicemail greeting demonstrates to your patients that you care about their time and encourages them to stay in touch.

Check out our blog to learn more about why your practice should be using Voicemail Drops. Schedule a demo today to learn about our suite of digital tools that improve phone communication and patient care at your practice.