How to Write a Therapist Voicemail Script for Any Private Practice

Wondering how to write a therapist voicemail script? One you can use as an outgoing confidential voicemail greeting for your private practice or clinic?

You’re asking the right questions. In this article, we’ll go over how to write a therapist voicemail script.

Every solo practitioner and group practice should have a HIPAA-compliant voicemail script. 

Why you need a therapist voicemail script 

When it comes to communicating with clients and patients by phone, the 1996 Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule permits mental health providers to communicate with clients in voicemail messages. 

The tone and messaging you use in connections with clients and potential clients—on your therapy practice website, in phone conversations, in voicemails, and email messages, as well as during sessions—communicates your unique personality, expertise, and the authentic brand of therapy you provide.

All of this can impact clients’ level of comfort with you and your practice.

Since therapists are often in session, if you don’t use an answering service, most clients and potential clients will reach your outgoing voicemail greeting when they call your practice.

As a result, your voicemail message may be one of prospective clients’ first touch points with your practice.

If it’s been a while since you updated your voicemail script, a HIPAA-compliant voicemail script can be a great tool to make sure you cover all the important information in one succinct and clear message. 

In order to help simplify this process, here are the steps of how to write a therapist voicemail script, along with examples and templates for “Confidential Voicemail Greeting: Therapist Solo Practice” and “Clinic Voicemail Script for Group Practices.”

What to include in a HIPAA-compliant voicemail script 

The first step in how to write a therapist voicemail script is writing or printing out your sample script to ensure you cover all the important information when you are recording the message. (Below we provide a template you can use.)

Most importantly, be sure to identify yourself and/or your practice, so your caller knows they’ve reached the right number. 

In addition to offering a personal connection right off the bat, this will also help reduce the number of messages from people who may have a wrong number or are looking to connect with someone else. 

Next, it’s a best practice to include instructions and resources for what a caller can do if they’re experiencing a crisis or emergency. Be sure to include the direction for them to call 911 if they are experiencing an emergency and 988 if they need immediate support.

After that, make sure to ask for all the contact information you need from the caller, so that you’re able to learn a little more about them and adequately return their call. 

It’s also a good idea to provide and commit to a timeline in which you’ll return calls. If it takes you two to three business days to return calls, this is the place to state that, so your callers know what to expect. 

If you largely connect and communicate with clients through your practice website or a searchable therapist directory and clients don’t call you that often, this may be enough for your outgoing message. However, if your clients do primarily call you on the phone, it can be helpful to include a little more detail. 

For instance, if you work from an office and keep regular office hours, you’d want to include the times you’re there and available by phone. 

Confidential voicemail greeting: Therapist solo practice

Here’s a template for how to write a therapist voicemail script that includes all of the key information. 

As mentioned earlier, you might want to write out or print out this script, replacing the bolded bracketed text with your practice’s information to be prepared before you record your outgoing voicemail message.

Hello. You’ve reached the confidential voicemail of [your name] and/or [your practice’s name]. 

If this is an emergency, please hang up and dial 911. 

Please leave your name, phone number, and a detailed message after the beep. 

Our regular business hours are [days of the week], from [your opening time to your closing time]. 

We will return all calls within [your return timeframe]. 

If you’re not in immediate danger but would still like someone to talk to, you can dial 988 [and/or an option hotline number, or any other organization you trust that may be able to offer support].

Group practice HIPAA-compliant voicemail script considerations

If you run or work in a group practice with multiple clinicians, it may be worth investing in a voicemail system that allows callers to leave private messages for each specific practitioner. 

This enables callers’ privacy, and it reduces the amount of administrative work in relaying messages. 

Clinic voicemail script for group practices

When it comes to how to write a therapist voicemail script for a group practice, you can use this template and simply add in the bolded bracketed areas to personalize and adjust it to fit the needs of your group. 

Hello. You’ve reached  [your group practice’s name]. We can’t come to the phone right now. 

If this is an emergency, please hang up and dial 911. 

To leave a message for [name of first practitioner], press 1. For [name of second practitioner], press 2. For [name of third practitioner], press 3. 

For billing or scheduling questions, press 4. 

For all other questions, press 9. 

If you’re not in immediate danger, but you would still like someone to talk to, you can dial 988 [and/or an option hotline number, or any other organization you trust that may be able to offer support].

Tips for recording your outgoing voicemail

While your outgoing voicemail message is an important vehicle for conveying logistical details to clients, it’s also a way for you to convey your authentic personality so that prospective clients can get to know you.

Your tone, word choices, as well as outgoing message greeting and sign-off all contribute toward how clients view you. What’s more, for new prospective clients, your voicemail message and voice may help them decide if they want to work with you. No pressure!

 The tone should be professional, but not overly stuffy.

4 key tips to keep in mind when recording your therapist voicemail message

1. Rehearse your message aloud a few times before recording it. This will help it sound more natural when you record and help you feel more confident.

2. Record your message in a quiet place with no background noise. 

3. Speak slowly and clearly. There’s no need to rush this information—your clients may need to take notes or write down some of the details.

4. If you’re not satisfied with how your first recording attempt turned out, take the time to start over and try again until you’re satisfied with the result.

Finally, be patient with yourself. It can be strange to listen to your voice on a recording. You may want to record a few different options to ensure it conveys the tone you’re seeking. Then, you can ask a trusted friend, mentor, or colleague to listen to your voicemail options to provide feedback and constructive criticism.

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