Your dental office works hard to make every patient visit a positive experience. From a welcoming reception area to helpful information about dental health, you want patients to feel comfortable and well cared for.
But what about the experience patients have when they call your office?
When your reception team is busy helping patients, answering questions or booking appointments, callers may need to wait. Professional message-on-hold recordings give your dental office an opportunity to make that time more useful by sharing helpful information, highlighting your services and keeping patients informed.
Whether you operate a general dental practice, orthodontic clinic or cosmetic dentistry office, thoughtful on-hold messaging can help create a more welcoming experience.
What Should Your Dental Office Include in Its Messages on Hold?
Think of your message on hold as an extension of the information you provide in your waiting room. Instead of leaving callers listening to silence or repetitive music, share details that answer common questions and help patients prepare for their visits.
Here are some ideas to consider.
1. Office Hours and Appointment Information
Make it easy for patients to find basic information about your practice. You could include:
- Regular office hours and holiday closures.
- Appointment booking and cancellation procedures.
- Availability for new patients.
- Information about walk-in or emergency appointments, if offered.
- Instructions for contacting your office outside regular hours.
Keep these details current so callers always receive accurate information.
2. Dental Services and Treatments
Your on-hold messages are a great place to introduce patients to the services your practice offers.
Depending on your areas of focus, you might highlight:
- General and preventive dentistry.
- Cosmetic dentistry and teeth whitening.
- Orthodontics and clear aligner treatments.
- Dental implants and restorative procedures.
- Children’s dental care.
- Other specialized treatments offered by your practice.
Brief explanations can help patients learn about services they may not realize are available.
3. Insurance and Dental Benefit Information
Questions about dental coverage and payment are common. Your messages can direct patients to your website or let them know how to contact your office for information about accepted insurance plans, dental benefits and payment procedures.
If coverage varies depending on the treatment or provider, keep the wording general rather than making promises about what a patient’s plan will cover.
4. Helpful Tips for a Better Dental Visit
Give callers useful reminders that can help them prepare for their appointments.
For example, you could share information about:
- What new patients should bring to their first visit.
- How to prepare for a scheduled procedure.
- The importance of regular dental checkups.
- Children’s oral health and preventive care.
- Your practice’s approach to patient education.
Keep health-related information straightforward and consistent with the guidance provided by your dental professionals.
5. Location, Parking and Website Information
Sometimes the most helpful information is also the simplest. Remind patients where your office is located, where to park and how to find directions on your website.
You can also direct callers to online resources for appointment requests, patient forms or other services your practice offers.
Make Every Call Count with Professional On-Hold Messaging
Your patients may not always be able to speak with someone immediately, but their experience doesn’t have to stop when they are placed on hold.
Well-written, professionally recorded messages can help your dental office communicate clearly, answer common questions and introduce patients to services they may find valuable.
At On Air Audio Services, we help businesses create professional message-on-hold recordings tailored to their audience. From developing the script to selecting the right voice and producing the finished audio, we can help your dental practice make a positive impression over the phone.
Is your phone system working as hard as your dental team? Contact On Air Audio Services to discuss your message-on-hold project.
