Below is a sample phone call reminder script for an Appointment Reminder.
We set the Caller ID and Transfer To phone #: ________ (your clinic phone #)
ENGLISH SAMPLE APPOINTMENT REMINDER
Hello, this is ___(name of your clinic)____ with an appointment reminder for (patient first name) Your appointment is scheduled on (day) (date) at (time). Please remember to bring your updated insurance cards, photo ID, an updated medication list and any co-pay or deductible.
If APPT TYPE = NEW PATIENT:
Please arrive __ minutes early to complete your new patient paperwork. We are located ____(location as described to patients on phone)________.
Ending for when a Person Answers:
Please press 1 to confirm your appointment, press 2 to be connected to our office to reschedule or press 3 to hear the message again. If you know you are coming, please press 1 before you hang up. Thank you and we look forward to seeing you.
Ending for an Answering Machine:
If you need to change or cancel your appointment, please call us at __(Your Main Phone Number)__ again, that’s __(Your Main Phone Number)__. Thank you and we look forward to seeing you.
SPANISH LANGUAGE IS AVAILABLE UPON REQUEST
Once you agree upon your English script, we will translate your messages into Spanish and offer Spanish as an option for when a person answers the phone and repeat the Spanish version at the end of the Answering Machine message.
How a bi-lingual message starts...
Hello, this is ___(name of your clinic)____ Oprima nueve para español (Press 9 for Spanish) We are calling with a reminder for...
[When the recipient of the call presses 9 then the message starts again in Spanish]
And for an Answering Machine, we start:
Hello, this is ___(name of your clinic)____ El mensaje se repitira español (The message will repeat in Spanish) We are calling with a reminder for...
[We automatically repeat the message in Spanish after the English version]