It has often been said that the first impression your prospective new patient has is from their interaction with your staff on the telephone.  Well with that said, what happens when a new patient calls your office when it's closed.  Do they get a live person who receives and takes your messages, do you have an answering machine or do you have a voicemail system?

Whichever method you use, let me ask you, Is it time to upgrade your answering machine or recorded message?

Does your recorded message represent you well? 
Is there static on your message?
Is your message full of "um's" and pauses?
Is there background noise? 
Is the voice loud enough, clear enough and unrushed?
Do you offer alternative ways to get in touch with the doctor ie. pager?
Do you list your hours of operation?
When was the last time you listened to your message? 

Most new patients (prospects) who are calling you are in pain or have a health concern that they need help with.  In some cases it has taken a prospect a long time to build up the courage to call or they have waited and now in their mind their problem is very very bad or unbearable.  In today's environment everyone wants things now, presto, like yesterday man!  That's why you need to make sure that your recorded message
or live script works!

Be sure to give a secondary telephone number for emergencies.  I realize that some doctors don't want to be called outside of the office or dread having to take calls at night or on the weekends, but the reality is, is that it rarely happens.  People respect your time and will not bother you at home or on the weekend unless it's a real emergency for them.  When you do return calls after hours you'd be surprised how much you can help just by talking to them.  This gives you a chance to diffuse their concern, give them advice or schedule them an appointment.  Most people just want to know that you are available for them and that you care, so don't let them down.

Do you want some examples of recorded messages?  I thought you would!  Well here is my advice, call your competition and see what kind of message they offer the public.  Pick 3 or 4 local chiropractors, physical therapists and even dental offices and take notes on their recordings.  Ok, I know that some readers may be thinking, well what if they have caller I.D. I don't want my number coming up!  No problem, most telephone service companies have a caller I.D. block and in most cases if you press *86 and then the telephone number your telephone number will not show up on caller I.D. systems.

Take the time and listen to your message, do your "I spy" homework and make the necessary changes and stop losing new patients and greatly improve your image!