Voicemail is an essential part of your patient experience, especially during busy periods when your team may not be able to answer every call. While missed calls are sometimes unavoidable, how you handle them can have a direct impact on your booking rates.

Based on insights from analyzing over a million patient calls, one thing is clear: a well-structured voicemail can significantly improve the likelihood of a caller leaving a message, and ultimately booking an appointment.

The goal of your voicemail is simple: encourage the caller to leave a message. It is not the place to provide detailed information or create distractions. The more concise and focused your message is, the more effective it will be.

The longer the message, the less likely a caller is to stay on the line. Aim for 30-40 seconds.

Missed calls aren’t the issue, delayed follow-ups are. There is a short window to return calls before interest drops, so timely responses are critical.

Use a shorter, more direct message during the day, and a slightly more detailed version after hours.

Ensure your voicemail system allows you to efficiently manage messages and return calls without delay.

If your team experiences predictable busy periods, consider implementing a call-back option to reduce hold times and prevent missed opportunities.

Thank you for calling [Practice Name]. All of our team members are currently assisting other patients.

Please leave your name, phone number, and a brief message, and we’ll return your call as soon as possible.

Thank you for calling [Practice Name]. Our office is currently closed. Our hours of operation are [Days and Times]. Please leave your name, phone number, and a brief message, and we’ll return your call on the next business day.

If you’re experiencing a dental emergency, please seek immediate care or contact your nearest emergency provider.

Thank you, and have a wonderful evening.

Did you know we’re currently hosting a [Whitening / Invisalign / Implant] event? Ask us about it when we return your call.