Free Voicemail Greetings for Orthopedic Clinics

Introduction: Why Smart Communication Matters in Orthopedic Clinics

Orthopedic patients often manage a complex care journey involving pre-surgery, pre-operative imaging, physical therapy, and follow-up care. Therefore, effective and timely communication is important.

Organizations that ignore the impact of outdated voicemail greetings are missing call potential and creating a poor call experience for their patients. We have seen clinics that promote modern voicemail greetings for orthopedic patients while implementing automated SMS workflows that have recovered up to 45% of lost leads.

The right voicemail templates for orthopedic clinics create trust, increase satisfaction, and run an overall smarter clinic.

Voicemail Greetings for Orthopedic Clinic: Your Clinic’s Voice

A professional voicemail greeting will capture telephone messages when you and your staff cannot get to it, and is an important part of expectation management for your clients. 

Why Voicemails Still Matter for Orthopedic Clinics

Off-Hours & High Call Volume Capture: Never miss a patient call when you are closed or just busy.

• Professionalism: A professional voicemail greeting will portray a patient-first provided care clinic that is well-established and organized.
• Clear Communication: Communicate operational details (hours, availability for emergencies, etc) without having to have someone intervene.
• Set Expectations: Tell clients how long it generally takes you to respond to calls so there is less confusion and frustration.

Key Principles for Effective Voicemail Greetings:

• Clarity: Slow down! Speak clearly and directly when stating information.
• Professionalism: Keep your tone warm and authoritative.
• HIPAA-Compliant: A voicemail recording should not ask for PHI. A confidential voicemail greeting should never ask for any personal information, including, but not limited to, date of birth.
• Brevity: Your voicemail greetings should be short enough to convey clear messages, and will also make it more likely that callers listen until the end.

Use Case 1: Standard Business Hours

This voicemail greeting can be programmed and will be played to callers when staff members are too busy to answer calls during normal operating hours. Although it is the standard “office voicemail greeting”, it is a great first impression of your clinic, with a simple, clear voicemail script.

Templates:

“Thank you for calling [Clinic name]. We’re assisting other patients. Please leave your name, number, and message. For emergencies, call 911.”

“Welcome to [Clinic Name] [Specialists of Service]. We’re with other patients. Leave your contact information and the reason for your call.”

“You’ve reached [Clinic Name]. Go to [Website] for general information or to schedule an appointment.

“At [Clinic Name], your care counts. Please leave a detailed message, and we’ll call you back shortly.”

“Scheduling dept at [Clinic Name]. Please leave your name, ID (if applicable), number, and appointment details.”

These are some of the best voicemail greetings for an orthopedic clinic: brief, perfunctory, and setting expectations.

Use Case 2: After-Hours/Closed Greeting

This is a closed greeting for patients that provides details about when the clinic is closed and the appropriate next steps. This template is great for voicemail greetings for orthopedic practices after hours.

Templates:

“You have reached [Clinic]. Our office is closed, by the way. Our office hours are [Days/Times]. Leave a message, or you may call 911 if this is urgent.”

“Happy holidays! This is [Clinic]. We are closed from [Date] to [Date], reopening on [Date]. Please leave your message, or call 911 for your immediate medical needs.”

“Our office is closed. If you are experiencing a medical emergency regarding your orthopedic care, please call 911 or go to the ER. If you have a non-urgent matter, please leave a message.”

“We will be closed for the weekend and resume operations on [Next Business Day]. Please leave a message, or call 911 for your immediate medical needs.”

“Our office is closed. Please check out [Website] for FAQs or portal options. Please leave your message, or call 911 for your immediate medical needs.”

These medical office phone scripts help patients decide and take action to limit unknowns after hours.

Use Case 3. Out-of-Office / Vacation Greeting

The greetings below are created for orthopedic doctors to use when they are temporarily unavailable from their primary clinic; these greetings also direct patients to secondary backup contacts.

Templates:

“This is Dr. [Name] from [Clinic]. I’m out until [Date]. For emergencies, please call [Main Number]. Leave a message otherwise.”

“This is Dr. [Name]. I’m unavailable. If urgent, please reach Dr. [Colleague] at [Number]. I will call you back after [Date].”

Dr. [Name] is out of the office until [Date]. My team at [Clinic] is ready to see any patient. Call [Main Number].”

“Attending a conference until [Date]. For assistance right now, please call our corporate office at [Number].”

“Post-op patients: follow your discharge instructions or dial 911. If patients have any concerns, they can leave a message or call [Clinic Number].

These voicemail message examples can be used for individual doctors on a medical assistant voicemail script to help direct patients to the proper person to contact.

Use Case 4: New Patient Inquiry or Scheduling

Answer new patient calls professionally and have them routed correctly.

Templates:

“Thanks for calling [Clinic Name]. If you are a new patient, please leave your name, phone number, and the reason for your visit, and our team will call you as soon as possible.”

“New to [Clinic Name]? We’re happy to have you! You know the drill: Leave your name and number at the sound of the beep, and one of us will help get you scheduled for your very first visit.”

Use Case 5: Consultation Coordination

Support your patients already in your care community by complementing the 360° experience.

Templates:

“Hello, this is the care team at [Clinic Name]. If you’re calling about follow-up or ongoing care, include your name and details about your concern, and we’ll respond as soon as possible.”

“This is [Clinic Name]. If you are a returning patient who needs to discuss your current treatment plan, then please leave a call back number and a brief message.”

Use Case 6: Billing & Payment

Billing calls can also easily be rerouted through specific voicemail messaging.

Templates:

“You’ve reached the business office at [Clinic Name]. Leave your name, phone number, and a brief message concerning your matter. We will be back to you shortly.”

“Thanks for calling [Clinic Name]. “If you’re calling about an invoice or payment that was made recently, please leave a billing reference or appointment date along with your message.

Enhanced Technologies for Orthopaedic Communications

Beyond simple automated template improvements, orthopedic clinics can build improved workflows that enhance care and improve efficiency.

Personalization & Segmentation:

Every orthopedic patient is different. Categorize by treatment stage, pre-op, post-op, PT, and pull through merge tags like [Patient Name] and [Doctor Name] for targeted messages. This ensures trust and makes patients feel seen, not forgotten.

Two-Directional SMS Message & Live Chat Integration:

Let a patient reply to a message from you or let them confirm an appointment if the message can be one-directional, and they can reply or confirm on the same communication platform. Rather than replicate workflows, have your live chat on the same communication platform to streamline processes and workflows for the front desk while improving your responsiveness to your patients.

Automated Communication vs. Manual Communication:

Automate all of your reminders and any standard/ routine messages, and reserve replies for messages or confirmations required for complex or sensitive patient messages. This model is a hybrid model that supports improvements through the automation and consistency of messaging while having the human touch when required, particularly for an orthopedic care setting.

Multi-Language Support:

Provide options for your medical office voicemail messages and SMS templates in multiple languages. For example, ensure that all of the instructions are made available in a patient’s primary language. It will lead to feeling more trusted and cared for in orthopedic care, given the respective communities.

Onboarding Staff in Digital Communication:

When texting your patients, your medical office staff is responsible for monitoring tone, clarity, and HIPAA compliance. Your onboarding process includes the management of responses along with your best practices and period of review in your medical assistant voicemail scripting and digital communications training.

Technology Can Help: A Look at Emitrr’s Role in Orthopedic Communication

The Challenge for Today’s Orthopedic Clinics:

Orthopedic teams face disruption and fragmentation within communication channels, amongst personal texts, phone calls, voicemails, and other portal setups that don’t interconnect. This approach leads to inefficient workflows, delays in treatment scheduling, poor patient experience, and, ultimately, work to slow overall clinic experience and clinic responsiveness.

What Emitrr Provides as an Integrated Solution:

Emitrr provides a full-feature set of VoIP, SMS, and voicemails tailored to healthcare. Emitrr’s software does not just schedule, it is a comprehensive communication platform and better ecosystem for your clinic that helps organize your workflows, automate provider scheduling, and retain patients with more purposeful and frequent communications.

What Emitrr provides to orthopedic clinics:

• Personalized Greetings for Precision: Configure voicemail greetings by department or provider for the best use of any call directing patients.
• Voicemail-to-Text/Email for Speed: Converts voicemails for reading, follow-up, and scheduling as fast as possible.
• Clear Phone Calls for Ongoing Connection: Enjoy clear call quality without additional noise from your surroundings during the conversation.
• One Collated Dashboard: Consolidate all patient calls, texts & voicemails onto one screen.
• Automated SMS for Continuous Engagement: Schedule reminders, missed call texts, and feedback requests at a time and frequency of your preference to help keep patients engaged.
• HIPAA Compliance: All your messages, SMS, and lurks are secure and protected per strict guidelines and encryption

Watch this tutorial to understand how to use voicemail in Emitrr:

Frequently Asked Questions

Conclusion

Orthopedic care is not just procedures and surgeries; it’s how you communicate and engage with patients! With purpose-designed tools to communicate, voicemail greeting templates for orthopedic clinics, our practice can remain responsive, trusted, and patient-centred in communication.

Do you want to streamline your communication processes and increase your patient retention? Book a free demo today with Emitrr.