It may seem a little like an afterthought, but the voicemail greeting your clients hear when you are not available speaks volumes about you as a therapist.  It's imperative to make sure your greeting is concise, professional, and has all the details you need to build professional trust.  Read on for 3 quick ways to improve your voicemail script.

1. Actually Write a Script!

Whether you are a solo therapist recording a voicemail greeting, or you have a whole office and need a system message, don't just wing it!  Take the time to actually write out a script.  Read it aloud to colleagues to make sure it says what you need it to say.  Make sure to identify what your service is, to ward off any callers who aren't sure they've reached the correct person.

Here's an example script for a solo therapist:

Hello, you've reached Dr. Samantha Smith, specializing in family counseling services.  I'm unable to take your call right now.  Please state your name, phone number and message after the beep, and I will return your call as soon as possible.

And here is a similar script for a group practice:

Hello, you've reached The Lakeshore Health Clinic.  We are not currently available to take your call.  Our office hours are from Monday through Friday, 10 to 6.  If this is a medical emergency, hang up and call 911.  Otherwise, please leave your message at the tone along with your name and phone number, and we will return your call as soon as possible.

2. Use A Professional Voice Actor (from Fiverr)

If your answering system lets you supply your own mp3 or wav audio files for the greetings, consider hiring a pro to record it for you.

Hiring a professional voice actor can be much cheaper than you think, if you use the service Fiverr.  A quick search for "voicemail" found dozens of actors who will professionally record your script for anywhere from $10 to $50 or more. 

Remember to take your time and listen to the various samples each actor has to offer-- this recording will be the "voice" of your business!

3. Use a VOIP Business Phone Solution

When someone calls your business number, you don't really want it to go to your personal cellphone voicemail.  Likewise, you don't want non-business calls to hear your entire professional greeting.

The most professional approach would be to avoid using your personal cellphone, and go for a modern "business phone" solution.  Luckily these days the options can be very diverse and inexpensive.

It works this way:  Your computer (or special external phone) connects to the Internet using an app.  When someone calls your business number, the computer or special phone rings.  You can have voicemail, multiple lines, etc.

And best of all-- you can usually set it to forward the call to your cell phone when you are away from the office, thus preventing the need to ever give out your personal cellphone number.

There are several companies out there to chose from: Vontage, Dialpad, Grasshopper, etc.  This article is just one of many which compares them.