3 Essential Components of a Professional Dental Office Voicemail Greeting

A straightforward dental office voicemail greeting does more than relay information—it sets the stage for how patients perceive your practice. Think of it as a warm welcome when you can't answer the phone yourself.

1. Greeting and Tone

Start with a friendly "Hello, you've reached [Your Name or Practice]." This simple greeting sets a welcoming tone right from the start. Let callers know why you can't pick up, such as "We're currently assisting other patients" or "Our office is closed at the moment." 

This transparency helps manage their expectations and shows respect for their time. It's important to keep your tone friendly and professional. 

Remember that your voicemail greeting is often the first impression a patient has of your practice during off-hours, so it's an opportunity to convey professionalism and warmth. Avoid rushed or monotonous recordings; instead, speak clearly and with a smile, as this can come through in your voice. 

Lastly, tailor your greeting to reflect the personality of your practice while maintaining a level of formality appropriate for healthcare settings.

2. Content Structure

Keep your voicemail greeting concise but informative, ideally around 20–30 seconds. It's important to include elements that guide the caller on what to do next. These elements are:

• Why you're unavailable: Briefly explain the reason you can't answer, such as "I'm currently assisting another patient" or "Our office is closed for the day."

• What you'd like from them: Politely request the caller to leave specific information. For example, "Please leave your name, phone number, and a brief message."

• When you'll get back to them: Provide an estimated timeframe for your response, like "I'll return your call within 24 hours" or "We will get back to you on the next business day." This sets appropriate expectations and can reduce repeat calls.

• Alternative contacts if necessary: If there's an alternative way to get immediate assistance, mention it. For instance, "For urgent matters, please contact [Name] at [Number]" or "In case of emergency, please call our after-hours line at [Number]."

Avoid adding unnecessary details that can prolong the greeting and frustrate the caller. Remember, the goal is to make it easy for patients to understand what steps they should take next.

3. Language and Accessibility

Use everyday language in your voicemail greeting—avoid technical terms or jargon unless absolutely necessary. This makes your message accessible to all callers, regardless of their familiarity with dental terminology. Skip acronyms or abbreviations that might confuse listeners, as this could lead to misunderstandings or frustration.

Consider providing alternative methods of communication, such as a text number, email address, or website. For example, "You can also schedule appointments through our website at [website URL]." This will cater to patients who prefer digital communication channels.

Be mindful of callers who may have hearing impairments or for whom English is a second language. Speaking slowly and enunciating clearly can make your message more accessible. If your practice serves a multilingual community, you might consider recording greetings in multiple languages.

15 Practical Examples of Effective Dental Office Voicemail Greetings

Below are some practical templates that you can customize to fit the unique voice of your dental practice:

1. "Hello, and thanks for calling [Practice Name]. You’ve reached [Your Name]. Please leave your name, number, and a brief message, and I’ll get back to you soon."

2. "You’ve reached [Practice Name]. We’re sorry to have missed your call. Leave your name and number, or email us at [Email]. We’ll reply as soon as we can!"

3. "Thanks for calling [Practice Name]. We’re assisting another patient but will be with you shortly. Please hold or send us a text at this number. We appreciate your patience."

4. "Hello, you’ve reached [Your Company Name]. Our office is closed, and our hours are [Hours]. Leave a message, and we’ll return your call when we’re open."

5. "Thank you for calling [Practice Name]. Due to [weather conditions], we’re experiencing [issues]. Leave a message, and we’ll keep you updated."

6. "Hello, and thank you for calling [Practice Name]. Our office is currently closed, but we look forward to assisting you during our regular business hours: [Hours]. If this is a dental emergency, please call [Emergency Contact Number]. Otherwise, leave a message, and we’ll get back to you as soon as possible."

7. "Hi! You’ve reached [Practice Name]. We are currently helping other patients, but your call is very important to us. Please leave your name, phone number, and a brief message, and we will return your call at our earliest convenience. Have a great day!"

8. "Thank you for calling [Practice Name]. If you are calling to schedule, reschedule, or cancel an appointment, please leave your name, number, and preferred appointment time, and we’ll get back to you as soon as possible. For immediate concerns, please visit our website at [Website]."

9. "You’ve reached the voicemail of [Practice Name]. We are either with another patient or out of the office. Please leave a detailed message, and one of our team members will get back to you as soon as possible."

10. "Hello, and thanks for calling [Practice Name]! If you are an existing patient, please leave your name and reason for your call. If you are a new patient, welcome! Let us know how we can assist you, and we’ll return your call as soon as we can."

11. "Hello, this is [Practice Name]. If you are experiencing a dental emergency, please call [Emergency Number]. Otherwise, leave your name, number, and reason for your call, and we will respond as soon as we can during business hours."

12. "Thank you for calling [Practice Name]. If this is a dental emergency, please go to your nearest urgent care or call [Emergency Number]. Otherwise, leave a message, and we’ll return your call as soon as possible."

13. "Hi! You’ve reached [Practice Name]. Our team is either with a patient or away from the phone. Please leave your name, number, and a brief message, and we will call you back as soon as we can. If you’d like to book an appointment, visit [Website]."

14. "Hello, and thank you for calling [Practice Name]. We’re currently out of the office. Our regular hours are [Hours]. If you need immediate assistance, please email us at [Email]. Otherwise, leave a message, and we’ll get back to you soon."

15. "Hi, you’ve reached [Practice Name]. If you’re calling to confirm your appointment, please note that we send text and email reminders. If you need to cancel or reschedule, leave your details, and we’ll assist you as soon as possible. Thank you!"

If you’re also working on a dental recall script, check out our guide for additional examples.

Tips for Crafting Voicemail Greetings for Your Dental Office

Creating an effective voicemail greeting doesn't have to be complicated. Just stick to the following guidelines:

• Keep it brief: Aim for a greeting that’s concise, ideally between 20–30 seconds. Long or overly detailed messages may cause callers to lose interest or hang up before leaving a message. Focus on the essential information—who you are, why you can't answer, and what they should do next.

• Personalize when it makes sense: Personalize your greeting to reflect special occasions or messages relevant to your patients. For example, during the holidays, you might say, "Happy holidays from all of us at [Practice Name]!"

• Use a script: Writing down your greeting beforehand ensures that you cover all necessary points without stumbling or using filler words like "um" or "uh." Practicing the script a few times before recording can help you sound more natural and confident.

• Update regularly: Regularly update your voicemail greeting to reflect changes in office hours, staff, or services. If your practice will be closed for a holiday or undergoing renovations, include this information.

Boost Your Dental Practice’s Communication

The way you greet patients sets the tone for their entire experience. A clear voicemail greeting can improve your relationship with patients and even help with retention.

But communication doesn’t end at voicemail. Your staff, from the front desk to the hygienists, all need to have excellent soft skills to navigate patient interactions. 

If you’re short-staffed, or just struggling to find the right cultural fit, Teero’s dental staffing platform can connect you with pre-vetted dental hygienists in your area for temporary or free permanent placements. For more information, give Teero a call today!