Voicemail Script For Your Mental Health Or Wellness Private Practice
/As mental health and wellness professionals we are busy people and what busy people need in their lives is highly efficient processes. In this field, on top of efficiency, we also need to be able to exude confidence, competence, organization and professionalism all without seeming fake, rushed, cocky or robotic.
“So…how does this pertain to my voicemail message?”
Having a solid voicemail message that is clear, concise and natural sounding can significantly lower the number of hang-ups you get, wrong number voice messages you receive and help you turn more of your calls into new clients.
Majority of healthcare professionals don’t answer calls unless they know the number, therefore sending the bulk of calls to voicemail. For some, your voicemail message may be the first time a prospective client hears your voice and forms a connection with you. So, you want to make sure you are coming across as welcoming, professional and natural (no pressure). For those of you who write blogs or do videos already, your prospective clients may have some formation of who you are and what you do so your voicemail prompt will just be an added impression to that.
“How is reading off a script going to make me sound more natural?”
By using a script and rehearsing it, you will build confidence and the flow will become more and more natural with time. At first you will just be reading it, but once you get used to how the words string together you will be able to tweak it, add in pauses and your own personality.
Scripts to be altered to fit your practice’s needs:
Solo Wellness Practice:
“Hello. You’ve reached Molly Hill, Licensed Massage Therapist with Healing Touch. I am currently unavailable to take your call, so please state your name, phone number, and a detailed message after the beep and I will get back with you within two business days”
Solo Mental Health Practice:
Those of you coming from an agency or hospital that are used to saying “Hello you have reached the confidential voicemail of …” be aware that agencies and hospitals pay BIG money to have secure phone lines and neither your iPhone or Android is. Be mindful of the wording you use for your private practices voicemail and maybe try something like this:
“Hello. You’ve reached Shannon Gonter, Licensed Professional Clinical Counselor with Therapy by Shannon. I am currently unavailable to take your call, so please state your name, phone number, and a detailed message after the beep and I will get back with you within two business days. If you are wanting to learn more about my services, please visit www.therapybyshannon.com and schedule your free 15-minute phone consultation online. If this is an emergency, hang up and dial 911 or go to your local emergency room. If you’re not in immediate danger, but you would like to speak with someone, you can reach the National Suicide Prevention Lifeline at 1-800-273-8255.”
Group Practice:
It is highly beneficial in a group practice office to get a voicemail system that allows the caller to leave a private voicemail for each clinician. For example, a client calls, listens to general voicemail message, selects a number, listens to their clinicians voicemail prompt, leaves a private voicemail message, then the clinician can sign in to listen to their messages.
“Hello. You’ve reached Therapy Specialist of Louisville. We are currently unable to take your call. If you’d like to leave a message for Brad Morris, press one. For Joanna Smith, press two. For Emily Hopkins, press three. If this is an emergency, hang up and dial 911 or go to your nearest emergency room. If you’re not in immediate danger, but would like someone to speak with, you can reach the National Suicide Prevention Lifeline at 1-800-273-8255.”
Before recording:
Alter the script with your practices name and contact information
Rehearse your message before recording (maybe even audio record yourself first and play it back to make sure you sound how you want to)
Find a quiet place to record, with no echo
Make sure you are holding the phone close to your mouth
Take a deep breath
Record
Be patient with yourself
For some it will take more recordings than others, and that’s okay. It may be helpful to read it out loud to a friend or loved one before recording. Then after recording ask another friend to call as if they were a client and listen, providing you with feedback. If you are having a hard time sounding natural, it may help to record yourself with a friend present. Have them stand in front of you during the recording so you can act as if you are just talking to a friend.
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