Do you have all the necessary statements in your voicemail greeting?
In previous blogs, I’ve mentioned the importance of making a good first impression on a potential client. Most of the time, the first contact will be over the telephone. Since we are often in session, it is very likely that the first time a client hears our voice is on our voicemail greeting. This is why a professional greeting is so important.
Voicemail essentials:
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Identify yourself because you need to reassure the client that they have called the correct number. Clients will be a lot less likely to leave a message if they wonder who will get it. Use a warm friendly voice to say something like, “You have reached xxxx, licensed mental health counselor.”
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Tell clients what to do if they are in crisis. Although it seems obvious to us, clients may not realize that it could be several hours until we can return their call. I suggest something like, “If you require immediate assistance, please dial 911 or go to your nearest emergency room.”
- Ask for what information you need. Yes, the obvious name and number, but if it would be helpful to get their insurance information, ask for that, too.
- Give clients an idea about when you’ll return their call. Common business practice is within 24 business hours.
- Any extra messages or information you’d like clients to know. For example, if you are no longer accepting a particular insurance plan, the end of your voicemail greeting is a great place to convey that information.
For example, here is mine:
“Hello, you’ve reached the confidential voicemail of Dr. Barb LoFrisco, CounselorBarb, a licensed mental health counselor, licensed marriage and family therapist and sex therapist. You may press # to bypass the remainder of this message. If you’d like to book an appointment, you can do so by using the “Schedule Appointment” button on the front page of my website, counselorbarb.com. If this is an emergency, please hang up and dial 211 for the crisis center or 911 for medical personnel. I am currently on the phone or in session, so please leave me a message. Your call is very important to me and will be returned within 24 business hours. If you are a current client please remember my 48 hour cancellation policy. Thank you for calling and I look forward to speaking with you.”
Tip: write down what you’d like to say, and then read it when you are recording your greeting. Try not to speak too quickly. Then, play the recording back to make sure you like how it sounds.
Yours in the Joy of Knowledge,
Dr. Barb LoFrisco
