19 Voicemail Greetings for Medical Office + Best Practices

Introduction to Voicemail for Medical Offices

Voicemail still plays an important role, especially when a patient calls outside office hours or no one is available to answer. A thoughtful voicemail greeting helps callers feel heard. It tells them what to do next, reassures them that their message matters, and offers direction, even when no one picks up.

But here’s the catch: around 80% of people don’t leave a message if they don’t hear something helpful or inviting. That makes your voicemail greeting a valuable tool. It can help you earn trust, reduce frustration, and keep communication flowing. When used correctly, voicemail does more than fill the silence, it becomes a smart, patient-friendly part of your office’s voice.

Voicemail Greetings for Medical Offices

When a patient calls and no one answers, your voicemail is what they hear. It becomes your voice. For many, it’s their first impression of your clinic. So, your message needs to be clear, calm, and caring.

Now, let’s walk through how to create a voicemail that makes patients feel informed and supported.

Best Practices for Voicemail Greetings

Here are some easy ways to make sure your voicemail works well for every caller:

• Say who you are: Start with your clinic name. You can add the doctor’s name or department too. For example, “Hi, you’ve reached Dr. Patel’s office at Greenview Medical.”
• Explain why you can’t answer: If it’s during business hours, say you’re helping other patients. If it’s after hours, let them know the office is closed and share your regular timings.
• Ask them not to share private details: Voicemail isn’t secure. A quick line like “Please don’t include sensitive medical information in your message” keeps things safe and compliant.
• Tell them what to leave: Ask for their name, phone number, and why they’re calling. This helps your team call back quickly with the right info.
• Share emergency steps: Always include what to do in a true emergency. Something like “If this is a medical emergency, please hang up and dial 911” is direct and clear.
• Let them know when they’ll hear back: Set expectations. Say something like “We’ll return your call within one business day.” It prevents repeat calls and keeps things smooth.
• Keep it short and warm: Aim for about 20 to 30 seconds. Speak clearly and kindly. A long or robotic message can feel cold. You want callers to feel looked after.

Types of Voicemail Messages You Might Need

Your clinic may need different voicemails for different times or departments. Here are a few common ones:

• Main office hours greeting: Used when your office is open but no one can answer, like during lunch or a busy hour.
• After-hours message: For evenings, weekends, or any time your clinic is closed.
• Department-specific greeting: If you have different numbers for billing, appointments, or the nurse’s line.
• Holiday or emergency closure: For public holidays or unexpected closures like bad weather.

Ready-to-Use Voicemail Scripts

You can use these scripts as they are or tweak them to fit your clinic’s style. Just make sure the info is current and clear.

Office Hours Voicemail Greeting

Voicemail greeting 1: 

Hi, and thanks for calling [Your Clinic Name]. We’re sorry we missed your call, our team is helping other patients right now. Please leave your name, phone number, and a short message. We’ll call you back as soon as we can, usually the same day. If this is a medical emergency, please hang up and call 911. Thanks for calling!

Voicemail greeting 2:

“Hello, you’ve reached the office of Dr. [Last Name] at [Medical Practice Name]. Our office hours are Monday through Friday, 8 AM to 5 PM. We are currently assisting other patients or away from the phone. Please leave your name, phone number, and a brief message, and we will return your call as soon as possible. If this is a medical emergency, please hang up and dial 911.”

Voicemail greeting 3:

“Thank you for calling [Medical Practice Name]. We’re sorry we can’t take your call right now. Our team is either with other patients or momentarily unavailable. Our office hours are Monday through Friday from 8 AM to 5 PM. Please leave your name, number, and a detailed message, and we’ll return your call promptly. If you’re experiencing a medical emergency, please hang up and dial 911 immediately.”

After-Hours Voicemail Greeting

Voicemail greeting 4:

Thanks for reaching out to [Your Clinic Name]. Our office is currently closed. Our hours are [Monday to Friday, 9 AM to 5 PM]. If you need urgent medical care, please dial 911 or visit your nearest emergency center. For non-urgent matters, leave your name, number, and message. We’ll get back to you on the next business day. Take care!

Voicemail greeting 5:

“Hello, you’ve reached the office of Dr. [Last Name] at [Medical Practice Name]. Our office is currently closed. Our regular hours are Monday through Friday from 8 AM to 5 PM. If you are calling about a non-urgent matter, please leave your name, phone number, and a brief message, and we will return your call on the next business day.”

Voicemail greeting 6:

“Thank you for calling [Medical Practice Name]. Our office is currently closed. We are open Monday through Friday from 8 AM to 5 PM. If you’re calling outside these hours, please leave your name, contact information, and the reason for your call, and we’ll get back to you on the next business day. If you need immediate medical attention, please call 911 or go to your nearest emergency facility.”

Department-Specific Greeting (Billing)

Voicemail greeting 7:

Hi, you’ve reached the billing department at [Your Clinic Name]. We can’t take your call right now. Please leave your name, account number, and a number we can call you back on. We’ll respond as soon as we can. If your call isn’t about billing or is urgent, please reach out to our main office line. Thanks for your patience!

Holiday Closure Voicemail Greeting

Voicemail greeting 8:

Happy Holidays from all of us at [Your Clinic Name]! Our office is closed for [Holiday Name] from [Start Date] to [End Date]. We’ll reopen on [Date] at [Time]. If you need urgent medical care while we’re away, contact [On-Call Provider/Alternate Number]. Feel free to leave a message, and we’ll return your call when we’re back. Wishing you a safe and happy holiday!

Voicemail greeting 9:

“Hello, you’ve reached the office of Dr. [Last Name] at [Medical Practice Name]. Our office is currently closed in observance of the holiday. We will reopen on [Date] with regular business hours. If you are calling about a non-urgent matter, please leave your name, number, and a brief message, and we will return your call when we return. If this is a medical emergency, please hang up and dial 911 immediately. Thank you, and have a safe and healthy holiday.”

Voicemail greeting 10:

“Hi, and thank you for calling [Medical Practice Name]. Our office is closed for the holiday and will reopen on [Date]. We appreciate your patience during this time. Please leave your name, phone number, and message, and we’ll get back to you as soon as we return. Wishing you and your loved ones a safe and joyful holiday season!”

Call Transfer or Routing Voicemail

Voicemail greeting11: 

“You’ve reached [Medical Practice Name]. For appointments, press 1. For prescription refills, press 2. For billing inquiries, press 3. To leave a message for our clinical team, press 4 or stay on the line. For emergencies, hang up and call 911.”

Voicemail greeting 12:

“Welcome to [Medical Practice Name]. To better assist you, please choose from the following options: Press 1 to schedule an appointment, Press 2 for prescription refills, Press 3 for billing, and Press 4 to speak with a nurse. If this is a medical emergency, hang up and call 911.”

Voicemail greeting 13:

“Thank you for calling [Medical Practice Name]. If you know your party’s extension, you may dial it at any time. For new appointments, press 1. For existing appointment changes, press 2. For clinical questions, press 3. To leave a message, stay on the line and someone will return your call during regular business hours. For emergencies, please dial 911.”

Telehealth Services Voicemail

Voicemail greeting 14: 

“Hi, you’ve reached [Medical Practice Name] offering telehealth services. If you’re calling to schedule or connect to a virtual visit, please leave your name, date of birth, and a callback number. We’ll get back to you shortly. If this is an emergency, hang up and dial 911.”

Voicemail greeting 15:

“Thank you for calling [Medical Practice Name]’s Telehealth Services. If you’re calling to schedule or connect to a virtual appointment, please leave your name, date of birth, the reason for your visit, and a callback number. We’ll return your call as soon as possible. For urgent medical needs, please dial 911.”

Voicemail greeting 16:

“You’ve reached the virtual care line at [Medical Practice Name]. If you’re having trouble accessing your telehealth visit, or need to schedule one, please leave your full name, date of birth, a brief description of your issue, and your best contact number. If this is a medical emergency, hang up and call 911 immediately.”

Appointment Reminder/Rescheduling Voicemail

Voicemail greeting 17:

“Hello, this is [Medical Practice Name]. If you’re calling to confirm, cancel, or reschedule an appointment, please leave your full name, date of birth, and the date and time of your appointment. We’ll return your call as soon as possible. For urgent matters or emergencies, hang up and dial 911.”

Voicemail greeting 18: 

“Hi, you’ve reached [Medical Practice Name]. If you’re calling to confirm, cancel, or change your appointment, please leave your full name, date of birth, and the date and time of the appointment in question. A member of our team will get back to you shortly. If this is urgent, please call us directly during office hours. Thank you!”

Voicemail greeting 19:

“Hello, this is the appointment line for [Medical Practice Name]. To reschedule or cancel your upcoming appointment, please leave your full name, date of birth, the appointment date, and a phone number where we can reach you. We’ll follow up within one business day. Thank you for calling.”

One Last Tip: Always double-check your voicemail after you update it. Make sure dates, times, and emergency info are correct. And don’t forget to switch back to your regular message after a holiday or closure.

Everyday Use Cases for Voicemail in Medical Offices

You can update your clinic’s HIPAA-compliant voicemail greeting. Anyone who calls will hear the new message about the closure. 

It can say something like: “You’ve reached [Clinic Name]. Due to severe weather, we are closed today, [Date]. We’ll reopen tomorrow at 9 AM. For urgent issues, please contact your nearest emergency center. Thank you.” This helps patients who didn’t see the SMS or prefer calling the clinic.

The text delivers speed. The voicemail adds a personal touch. Together, they keep communication smooth, even on a snow day!

Common Mistakes Businesses Make with Voicemail Greetings

While you may be confident in your voicemail greeting strategy, avoiding common mistakes is essential to enhance the customer experience. Since your voicemail often serves as the first impression of you or your business, it’s vital to get it right.

1. Overly Long Messages

Long greetings frustrate busy callers and can lead to abandoned calls. Aim for brevity to respect their time.  

Solution: Keep your message under 30 seconds.

2. Lack of Clarity

An unclear greeting can confuse callers, reducing communication effectiveness.  

Solution: Use simple, direct language, and ensure your message is easy to understand.

3. Inconsistent Tone

A mismatched tone can undermine your brand’s professional image.  

Solution: Maintain a professional tone that reflects your brand identity consistently.

4. Neglecting Updates

Outdated greetings with incorrect information can frustrate callers.  

Solution: Regularly update your greeting to reflect current information and offerings.

5. Ignoring Call-to-Actions

Without clear guidance, callers may not know what to do next.  

Solution: Include specific calls to action to prompt desired responses.

6. Using Jargon or Technical Terms

Industry-specific language can alienate callers.  

Solution: Use everyday language that everyone understands.

7. Not Providing Alternative Contact Options

Limiting contact to voicemail may frustrate callers needing immediate help.  

Solution: Offer alternative contact methods like email or direct lines for accessibility.

8. Forgetting to Mention Business Hours

Omitting business hours leads to calls outside operating times, causing frustration.  

Solution: Clearly state your business hours to manage caller expectations.

9. Not Testing the Greeting

Failing to test your greeting can result in unnoticed errors.  

Solution: Regularly test your greeting for audio quality and clarity.

10. Not Personalizing Your Message

Using a default greeting can seem impersonal and inattentive.  

Solution: Personalize your message to connect with callers.

By addressing these common mistakes, you can ensure a positive and effective caller experience.

How Emittr Elevates Your Customer Engagement as a Leading VOIP Communication Provider

Having a great voicemail greeting is key to winning over customers, but getting it right can be tough. Mess up your voicemail, and you risk losing potential customers. They might get annoyed, feel ignored, and take their business somewhere else. Plus, if your phone system is unreliable, with issues like bad sound or dropped calls, it can ruin the customer’s experience, no matter how good your voicemail message is.

That’s where Emitrr shines. As a top VoIP for healthcare, we know that every interaction counts. Emitrr provides a complete set of phone solutions to make sure your communication is smooth and effective. Our system includes features that help businesses manage voicemail greetings easily, such as:

• Custom Greetings: Quickly record and upload professional voicemail greetings for different teams, times, or customers.
• Clear Sound: Make sure every greeting sounds perfect, with no static or distortion, to impress your callers.
• Email Voicemail: Get voicemail messages sent to your email inbox as text, so you can quickly read and respond.
• Easy-to-Use System: Manage and update your voicemail greetings without any hassle, thanks to our simple and clear platform.
• Convert voicemail-to-texts: Save time by converting voicemail-to-texts instead of listening to the entire call. 

Check this short video to see how to set up Voicemail on Emitrr:

By choosing Emitrr, you can make your customer communication better and keep them happy. Our solutions not only ensure your voicemail greetings are professional and engaging but also give you a dependable phone system. With Emitrr, you can turn missed calls into chances to connect, build stronger relationships with patients, and boost your medical office’s image.

FAQs

Conclusion

Voicemails may feel simple, but they do big things. They help your patients feel seen, reduce no-shows, and keep your front desk from being overwhelmed. And when you combine them? Even better! 

Emitrr brings both together in one easy-to-use platform. From automated texts to voicemail drops and reminders, it helps you stay connected without extra work. So, want to see it in action? Book a free demo with Emitrr today and explore ready-to-use voicemail templates tailored for your medical office!