{"id":13956,"date":"2025-09-25T06:20:44","date_gmt":"2025-09-25T04:20:44","guid":{"rendered":"https:\/\/info.1doc.ch\/creer-des-messages-de-repondeur-efficaces-pour-les-cabinets-medicaux\/"},"modified":"2025-10-09T14:25:22","modified_gmt":"2025-10-09T12:25:22","slug":"answering-messages-medical-practice","status":"publish","type":"post","link":"https:\/\/info.onedoc.ch\/en\/blog\/all-specialties\/answering-messages-medical-practice\/","title":{"rendered":"Crafting effective answering machine messages for medical practices"},"content":{"rendered":"

[vc_row gap=”10″ kd_background_image_position=”vc_row-bg-position-top”][vc_column][vc_column_text css=””]A well-thought-out voicemail message<\/strong> immediately improves the experience of your patients when they contact your medical practice<\/a>. The goal: be clear, reassuring, useful, and provide solutions<\/strong>… in less than 30 seconds! Here are 6 proven tips, followed by 4 examples you can use for your practice.[\/vc_column_text][vc_column_text css=”.vc_custom_1758293951758{margin-top: 50px !important;margin-bottom: 50px !important;}”]<\/p>\n

\ud83d\udc49 Find out how to effectively reduce incoming calls to the practice<\/a><\/p>\n

[\/vc_column_text]

Our 6 tips for an effective voicemail message<\/h2><\/header>

1. Smile, you\u2019re recording!<\/h3><\/header>[vc_column_text css=”.vc_custom_1758618816125{margin-bottom: 50px !important;}”]When recording your voicemail message, we recommend keeping a calm and friendly tone<\/strong> (yes, even on voicemail, it\u2019s noticeable!). This helps create a positive and professional image of your practice.[\/vc_column_text]

2. Start by mentioning the name of your practice<\/h3><\/header>[vc_column_text css=”.vc_custom_1758542843154{margin-bottom: 50px !important;}” el_class=”btf-a”]Start by stating the name of your practice or clinic<\/strong> so the caller knows right away that they\u2019ve dialed the correct number.<\/p>\n

\u201cHello, you\u2019ve reached Dr. Dupont\u2019s practice.\u201d<\/em><\/p>\n

Keep this part short![\/vc_column_text]

3. Follow up with emergency instructions<\/h3><\/header>[vc_column_text css=”.vc_custom_1758542770971{margin-bottom: 50px !important;}” el_class=”btf-a”]After briefly mentioning the name of your practice, we recommend always following up with clear instructions in case of a medical emergency<\/strong>. For example, you could say:<\/p>\n

\u201cIf you are facing a medical emergency, hang up and dial 144 immediately.\u201d<\/em><\/p>\n

This way you prioritize patient safety<\/strong> and reduce stress for the caller.[\/vc_column_text]

4. Offer an alternative way to contact you, such as online booking<\/h3><\/header>[vc_column_text css=”.vc_custom_1758617929921{margin-bottom: 50px !important;}”]Redirect simple requests to online booking<\/strong> to reduce call waiting times:<\/p>\n

\u201cWe are currently closed. To book an appointment, search for \u2018Cabinet Dupont\u2019 on OneDoc or visit our website.\u201d<\/em><\/p>\n

We recommend adapting your messages depending on opening\/closing hours<\/strong> and specific periods (holidays, leave).<\/p>\n

This helps avoid patient frustration, as you immediately provide an easy alternative<\/strong> for booking! Plus, it saves you time since you\u2019ll only need to answer cases that truly require a call![\/vc_column_text]

5. Set clear expectations about response times<\/h3><\/header>[vc_column_text css=”.vc_custom_1758542955007{margin-bottom: 50px !important;}” el_class=”btf-a”]Indicate how long it takes you to respond<\/strong> to non-urgent messages. Example:<\/p>\n

\u201cWe respond to all non-urgent messages within one business day.\u201d<\/em><\/p>\n

This way, if your patients need to be called back, they know how long to expect.[\/vc_column_text]

6. Say what information to leave (to avoid back-and-forth)<\/h3><\/header>[vc_column_text css=”.vc_custom_1758543043457{margin-bottom: 50px !important;}” el_class=”btf-a”]Specify the information needed<\/strong> to handle the request effectively:<\/p>\n

\u201cPlease provide your name, your phone number, and a brief summary of the reason for your call.\u201d<\/em><\/p>\n

This avoids unnecessary back-and-forth and saves everyone time![\/vc_column_text][vc_row_inner equal_height=”yes” content_placement=”middle” kd_background_image_position=”vc_row-bg-position-top” kd_background_overlay=”true” css=”.vc_custom_1757663803556{margin-top: 50px !important;margin-bottom: 50px !important;padding-top: 30px !important;padding-bottom: 30px !important;border-radius: 10px !important;}”][vc_column_inner width=”1\/3″ offset=”vc_hidden-xs”][vc_single_image image=”16047″ img_size=”” alignment=”center” css=””][\/vc_column_inner][vc_column_inner width=”2\/3″]

Our solutions to reduce administrative time<\/h4><\/header>[vc_column_text css=””]<\/p>\n\n\n\n\n
\u2705 Online booking<\/a><\/td>\n\u2705 Reminder SMS<\/a><\/td>\n<\/tr>\n
\u2705 Confirmation email<\/a><\/td>\n\u2705 Integrations with your software<\/a><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

[\/vc_column_text]Request a demo<\/span><\/a>[\/vc_column_inner][\/vc_row_inner]

Bonus: 4 voicemail message examples you can use right away<\/h2><\/header>

Example 1: During office hours (in consultation)<\/h3><\/header>[vc_column_text css=”.vc_custom_1758296956169{margin-bottom: 50px !important;}”]\u201cHello, you\u2019ve reached Dr. Jean Dupont\u2019s practice. If you are facing a medical emergency, hang up and dial 144.<\/strong>
\nWe are currently in consultation. To book an appointment, you can search for \u2018Cabinet Jean Dupont\u2019 on OneDoc or visit our website: www.cabinetdrjeandupont.ch.
\nFor any other request, please leave your name, your phone number, and a brief message. We will call you back as soon as possible<\/strong>. Thank you!\u201d[\/vc_column_text]

Example 2: Outside office hours (evening)<\/h3><\/header>[vc_column_text css=”.vc_custom_1758296979769{margin-bottom: 50px !important;}”]\u201cHello, thank you for calling Dr. Jean Dupont\u2019s practice. We are currently closed<\/strong> and will reopen tomorrow at 9 a.m. In case of emergency, dial 144<\/strong> or go to the nearest emergency room.
\nTo 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<\/strong>. Thank you.\u201d[\/vc_column_text]

Example 3: Weekend or public holidays<\/h3><\/header>[vc_column_text css=”.vc_custom_1758297032234{margin-bottom: 50px !important;}”]\u201cHello, you\u2019ve reached Dr. Jean Dupont\u2019s practice. The practice is closed for the weekend<\/strong> and will reopen on Monday at 9 a.m. In case of emergency, dial 144<\/strong> or go to the nearest emergency room.
\nAppointments 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<\/strong>.\u201d[\/vc_column_text]

Example 4: Vacation message<\/h3><\/header>[vc_column_text css=”.vc_custom_1758297096686{margin-bottom: 50px !important;}”]\u201cHello, this is Dr. Jean Dupont\u2019s practice. We are on vacation until July 28<\/strong>. In case of emergency, dial 144<\/strong> or go to the nearest emergency room.
\nFor an appointment starting July 29<\/strong>, 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.\u201d[\/vc_column_text]

Reduce calls to the practice today!<\/h3><\/header>[vc_column_text css=”.vc_custom_1758619264105{margin-bottom: 50px !important;}”]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.<\/strong>
\nBy applying these best practices or using these examples, you provide communication that is clear, reassuring, and helpful<\/strong>, even in the absence of staff to answer. Result: a better patient experience and lighter call management<\/strong> for your team![\/vc_column_text][vc_column_text css=”.vc_custom_1760012718991{margin-top: 50px !important;margin-bottom: 50px !important;}” el_class=”popmake-18722″]<\/p>\n

\ud83d\udc49 Talk to our experts and discover how OneDoc helps you reduce incoming calls.<\/a><\/p>\n

[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

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