Voicemail greeting script for therapists
A professional voicemail greeting script can help set the foundations for one of the first interactions a practice may have with a potential client. A client will view your website, look at what your practice offers, and when they call, they will hear your voice, which carries a lot of weight.
Summary
- A voicemail greeting script sets the tone for professionalism, safety, and boundaries from the very first client interaction.
- Clear callback timelines, availability, and crisis instructions reduce confusion, anxiety, and administrative burden.
- Voicemail should include identification, response expectations, and a privacy disclaimer because voicemail is not secure. Therapists using a secure client portal can communicate with clients in a HIPAA-compliant environment.
- Regularly updating your voicemail script helps protect confidentiality, reinforce boundaries, and improve client satisfaction.
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A voicemail note sets the formality and tone of your practice. It also conveys safety and clarity, helping potential clients feel safe and guided during a time of need.
Why a voicemail greeting script matters for your practice
When a potential client calls, they are most likely in a state of overwhelm, anxiety, or uncertain about many circumstances, or have many questions. A clear and calm voicemail message can reduce uncertainty, set expectations about response times, protect client confidentiality, community professionalism, and filter inquiries efficiently.
In private practice, boundaries start at the first appointment. A voicemail that says “Hi, leave a message” can create some confusion about whether the person reached the right office or person, whether you’re accepting new clients, or when they can expect a call-back.
“Effective communication is a cornerstone of quality healthcare. Communication helps providers bond with patients, forming therapeutic relationships that benefit patient-centred outcomes," according to a study published in BMC Health Serv Res.
A strong voicemail greeting script accomplishes 3 things
- Reassures the caller that they reached the correct practice
- Clarifies availability so expectations are managed
- Guides next steps clearly and ethically
Having these small details in place can significantly reduce the administrative burden and prevent frustration on both ends. “By communicating better with their patients, health-care professionals will not only improve patient satisfaction but also improve their own job satisfaction as well," authors of one article concluded.
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Basic structure of a voicemail greeting script
Every professional therapy voicemail should include three essential components.
Greeting and identification
- Your name with credentials
- Practice name
- A brief welcome
Availability and response time
- Include office hours or general hours of availability
- Typical response time (24-48 business hours)
- Any days you do not check voicemail
Callback instructions and privacy notice
- Provide clear instructions about what information to leave. Also, include a brief confidentiality disclaimer.
- Include name, phone number, reason for calling, and a brief emergency guide
- Remember: Voicemail is not secure, and it is important to clearly state this without being alarming.
Sample voicemail greeting script
Solo private practice voicemail script
Hello, you’ve reached (your name), credentials, and owner of (practice name). Thank you for calling. I am currently unable to answer the phone, but I return calls within 24-48 business hours, Monday through Thursday (offer working days)
Please leave your name, your phone number, and a brief message about what you are seeking support with. If you are a current client, please include a preferred callback time.
If this is a mental health emergency, please hang up and call 911, contact your local emergency room, or dial 988 for the Suicide and Crisis Lifeline.
Please note that voicemail is not a confidential form of communication. I look forward to connecting with you soon.
This works because it has clear identification, a defined callback window, a crisis guideline, a privacy disclaimer, and a warm but professional tone.
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Group practice voicemail greeting script
Thank you for calling (practice name). We are a group of licensed therapists providing services to children, adolescents, and adults.
Our administrative team returns calls within 1-2 business days, Monday through Friday.
Please leave your name, phone number, and whether you are calling to schedule an appointment or are an existing client. If you are inquiring about services, feel free to share the age of the client and your insurance provider, if applicable.
If you are experiencing a mental emergency, please hang up and call 911, contact your local emergency room, or dial 988 for the Suicide and Crisis Lifeline.
We appreciate your call and will be in touch shortly.
This works because it speaks on behalf of the team, filters out new client information, sets expectations about response time, and maintains professional boundaries.
After-hours voicemail script
Hello, you have reached (practice name). Our office is currently closed. Our regular business hours are Monday through Thursday, 9 a.m. to 5 p.m.
If you are calling to schedule or reschedule an appointment, please leave your name and number, and we will return your call during our next business day.
If you are a current client experiencing an urgent concern, please follow the crisis plan discussed in session. For immediate assistance, call 9111 or dial 988.
We look forward to connecting with you.
This script is ideal for evenings, weekends, or holidays.
Setting expectations and protecting privacy with a voicemail greeting script
A voicemail should support your clinical boundaries, not blur them. Here are some best practices.
- Avoid overpromising: If you say return calls as soon as possible, clients may expect same-day responses.
- Keep it short: Long voicemail messages increase the likelihood that callers will hang up. Aim for clarity and brevity.
- Include crisis information: Even if you do not provide crisis services, include emergency instructions. This protects both clients and your practice.
- Use a calm and neutral Tone: Tone communicates safety.
- Update regularly: Consider changing your voicemail as your circumstances change, especially if you are out of the office or move to another location.
A professional voicemail script can reduce anxiety, create clarity, and demonstrate that your practice is structured and thoughtful.
Taking the time to create a clear voicemail message is a small investment in your business. When a potential client feels guided and informed during the first point of contact, they are more likely to feel comfortable moving forward with care.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Resources
TheraPlatform is an all-in-one EHR, practice management, and teletherapy software with AI-powered notes built for therapists to help them save time on admin tasks. It offers a 30-day risk-free trial with no credit card required and supports mental and behavioral health, SLPs, OTs, and PTs in group and solo practices.
More resources
- Therapy resources and worksheets
- Therapy private practice courses
- Ultimate teletherapy ebook
- The Ultimate Insurance Billing Guide for Therapists
- The Ultimate Guide to Starting a Private Therapy Practice
- Insurance billing 101
- Practice management tools
Free video classes
- Free on-demand insurance billing for therapist course
- Free mini video lessons to enhance your private practice
- 9 Admin tasks to automate in your private practice
References
- Lang, E. V. (2012). A Better Patient Experience Through Better Communication. Journal of Radiology Nursing, 31, (4), 114–119. https://doi.org/10.1016/j.jradnu.2012.08.001
- Sharkiya, S. H. (2023). Quality Communication Can Improve Patient-Centred Health Outcomes Among Older Patients: A Rapid Review. BMC Health Services Research, 23 (1). https://doi.org/10.1186/s12913-023-09869-8
FAQs about voicemail greeting scripts for therapists
What makes a voicemail HIPAA compliant for therapists?
A voicemail includes clear identification, limited requested information, a privacy disclaimer stating voicemail is not secure, and crisis instructions without disclosing protected health information.
Should therapists include crisis information in their voicemail?
Yes. Even if you do not provide crisis services, including 911 and 988 instructions protects clients and your practice by clearly outlining emergency procedures.
How long should a therapy practice voicemail message be?
Keep it concise. Ideally under 30–45 seconds. It should clearly state your name, practice, callback timeframe, instructions for leaving a message, and a confidentiality notice.
