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[Blog](https://info.onedoc.ch/en/blog/ "Go to Blog.") [All specialties](https://info.onedoc.ch/en/blog/all-specialties/ "Go to the All specialties Category archives.") Crafting effective answering machine messages for medical practices # Crafting effective answering machine messages for medical practices Last updated on 09/10/2025 [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ![Examples of effective messages on your doctor's surgery answering machine](https://info.onedoc.ch/wp-content/uploads/2025/06/message-repondeur-cabinet-medical-1024x731.jpg) A __well-thought-out voicemail message__ immediately improves the experience of your patients when they contact [your medical practice](https://info.onedoc.ch/en/specialty/medical-center/). The goal: __be clear, reassuring, useful, and provide solutions__… in less than 30 seconds! Here are 6 proven tips, followed by 4 examples you can use for your practice. ![👉](https://s.w.org/images/core/emoji/17.0.2/svg/1f449.svg) [Find out how to effectively reduce incoming calls to the practice](https://info.onedoc.ch/en/needs/receive-qualified-referrals/) ## Our 6 tips for an effective voicemail message ### 1. Smile, you’re recording! When recording your voicemail message, we recommend keeping a __calm and friendly tone__ (yes, even on voicemail, it’s noticeable!). This helps create a positive and professional image of your practice. ### 2. Start by mentioning the name of your practice Start by stating the __name of your practice or clinic__ so the caller knows right away that they’ve dialed the correct number. *“Hello, you’ve reached Dr. Dupont’s practice.”* Keep this part short! ### 3. Follow up with emergency instructions After briefly mentioning the name of your practice, we recommend always following up __with clear instructions in case of a medical emergency__. For example, you could say: *“If you are facing a medical emergency, hang up and dial 144 immediately.”* This way you __prioritize patient safety__ and reduce stress for the caller. ### 4. Offer an alternative way to contact you, such as online booking Redirect simple requests to __online booking__ to reduce call waiting times: *“We are currently closed. To book an appointment, search for ‘Cabinet Dupont’ on OneDoc or visit our website.”* We recommend __adapting your messages depending on opening/closing hours__ and specific periods (holidays, leave). This helps avoid patient frustration, as you __immediately provide an easy alternative__ for booking! Plus, it saves you time since you’ll only need to answer cases that truly require a call! ### 5. Set clear expectations about response times Indicate __how long it takes you to respond__ to non-urgent messages. Example: *“We respond to all non-urgent messages within one business day.”* This way, if your patients need to be called back, they know how long to expect. ### 6. Say what information to leave (to avoid back-and-forth) Specify the __information needed__ to handle the request effectively: *“Please provide your name, your phone number, and a brief summary of the reason for your call.”* This avoids unnecessary back-and-forth and saves everyone time! ![combine sms reminders and confirmation emails for clear patient communication](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20300%20178'%3E%3C/svg%3E "sms-reminder-email-confirmation") #### Our solutions to reduce administrative time | | | |-------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------| | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Online booking](https://info.onedoc.ch/en/hub/online-booking/) | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Reminder SMS](https://info.onedoc.ch/en/hub/sms-reminders/) | | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Confirmation email](https://info.onedoc.ch/en/hub/confirmation-email/) | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Integrations with your software](https://info.onedoc.ch/en/connectors/) | [Request a demo](https://info.onedoc.ch) ## Bonus: 4 voicemail message examples you can use right away ### Example 1: During office hours (in consultation) “Hello, you’ve reached Dr. Jean Dupont’s practice. __If you are facing a medical emergency, hang up and dial 144.__ We are currently in consultation. To book an appointment, you can search for ‘Cabinet Jean Dupont’ on OneDoc or visit our website: www.cabinetdrjeandupont.ch. For any other request, please leave your name, your phone number, and a brief message. __We will call you back as soon as possible__. Thank you!” ### Example 2: Outside office hours (evening) “Hello, thank you for calling Dr. Jean Dupont’s practice. __We are currently closed__ and will reopen tomorrow at 9 a.m. __In case of emergency, dial 144__ or go to the nearest emergency room. To book an appointment, you can use OneDoc or our website. For any other question, please leave your name, your phone number, and the reason for your call. __We will call you back as soon as possible__. Thank you.” ### Example 3: Weekend or public holidays “Hello, you’ve reached Dr. Jean Dupont’s practice. __The practice is closed for the weekend__ and will reopen on Monday at 9 a.m. __In case of emergency, dial 144__ or go to the nearest emergency room. Appointments can be booked anytime via OneDoc or on www.cabinetdrjeandupont.ch. Leave your name, your phone number, and your request, __we will call you back on Monday morning__.” ### Example 4: Vacation message “Hello, this is Dr. Jean Dupont’s practice. __We are on vacation until July 28__. __In case of emergency, dial 144__ or go to the nearest emergency room. __For an appointment starting July 29__, go to OneDoc and search for our practice or directly visit our website. For non-urgent requests, please leave your name, your phone number, and the reason for your call. We will get back to you as soon as the practice reopens.” ### Reduce calls to the practice today! You are now ready to record your voicemail message. We recommend __testing the length of your message so that it lasts about 20 to 30 seconds.__ By applying these best practices or using these examples, you provide communication that is __clear, reassuring, and helpful__, even in the absence of staff to answer. Result: a better patient experience and __lighter call management__ for your team! ![👉](https://s.w.org/images/core/emoji/17.0.2/svg/1f449.svg) [Talk to our experts and discover how OneDoc helps you reduce incoming calls.](#) [](https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fanswering-messages-medical-practice%2F "Share on Facebook")[](https://x.com/intent/post?url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fanswering-messages-medical-practice%2F "Share on X")[](https://www.linkedin.com/shareArticle?mini=true&url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fanswering-messages-medical-practice%2F "Share on LinkedIn") ### On the same topic [![Find out how to successfully relocate your practice while maintaining your profitability and your patient base.](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Ensure a smooth transition when relocating your medical practice](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/) [![Benefit from close support of OneDoc](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/ "We’re here for you: Get comprehensive support with OneDoc!") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [We’re here for you: Get comprehensive support with OneDoc!](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/ "We’re here for you: Get comprehensive support with OneDoc!") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/) [![how to manage stress in everyday life as a doctor](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/ "Stress in the day-to-day running of a practice? Here’s how to combat it effectively") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Stress in the day-to-day running of a practice? Here’s how to combat it effectively](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/ "Stress in the day-to-day running of a practice? Here’s how to combat it effectively") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/) [![How to prioritize tasks in your medical pratice](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [3 methods to effectively prioritize tasks in your medical practice](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/) [![Optimise the organisation of your medical practice with step-by-step appointments for GPs and medical assistants](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/ "[Use case] Effective coordination between doctors and medical assistants with OneDoc Pro") - [General practitioners](https://info.onedoc.ch/en/blog/doctors/) ##### [\[Use case\] Effective coordination between doctors and medical assistants with OneDoc Pro](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/ "[Use case] Effective coordination between doctors and medical assistants with OneDoc Pro") [Read the article](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/) [![Find out how to successfully relocate your practice while maintaining your profitability and your patient base.](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Ensure a smooth transition when relocating your medical practice](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/) [![Benefit from close support of OneDoc](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/ "We’re here for you: Get comprehensive support with OneDoc!") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [We’re here for you: Get comprehensive support with OneDoc!](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/ "We’re here for you: Get comprehensive support with OneDoc!") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/onedoc-comprehensive-support/) [![how to manage stress in everyday life as a doctor](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/ "Stress in the day-to-day running of a practice? Here’s how to combat it effectively") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Stress in the day-to-day running of a practice? Here’s how to combat it effectively](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/ "Stress in the day-to-day running of a practice? Here’s how to combat it effectively") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/stress-in-the-day-to-day-running-of-a-practice-heres-how-to-combat-it-effectively/) [![How to prioritize tasks in your medical pratice](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [3 methods to effectively prioritize tasks in your medical practice](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/) [![Optimise the organisation of your medical practice with step-by-step appointments for GPs and medical assistants](data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20400%20250'%3E%3C/svg%3E)](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/ "[Use case] Effective coordination between doctors and medical assistants with OneDoc Pro") - 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