Messages

Many medical/dental practices have some sort of set up on their phone systems for times when the offices are closed. The information that is left usually includes emergency contact information, regular business hours and the like.  Some offices accept voice mails, some do not. The offices that don't accept voice mails are the smart ones. My office doesn't fall into that category.

Unfortunately, I don't think our phone system allows us to turn off the voice mail option. I wish it did. When we are closed there is really no reason not to call back during regular hours. I know that you think you are helping by leaving a long detailed message but you aren't. I lose interest in those messages after about 10 seconds. Since everyone seems to be hell bent on leaving a message there is a correct way and an incorrect way to do it.

The correct way is to state your name, your phone number (slowly) and the subject of your call. For example, "My name is Ann Smith, 555-5555 and I have a billing question." That's it. That's all we need.

The incorrect way is to call from your hands free cell phone device so there is the maximum amount of background noise and to speak at the speed of light when leaving your phone number and/or name--if you do leave the name or number. Sometimes this small but important piece of information is left out. There is also no need to leave the entire story of your question/problem/comment on the voice mail as the person who listens to it may not be the one who returns the call. The information will need to be repeated anyway to understand what you are talking about in most cases. The worst is when people call and leave messages and then you can't get a hold of them again and you play voice mail tag. Just call when we are open or better yet, shoot me an email.

We have had as many as 40 voice mails to listen to on a Monday morning. As you can imagine, it takes a while to listen to all of them. Thankfully, I personally do not have to listen to them on Mondays unless someone else is on vacation. When I do listen to them, I get who it is and a phone number and hopefully, a topic then I delete the message. I don't listen to the whole thing. I can't. It literally fills me with rage when I have to listen to them. Overkill on the emotions I know but I spend a big part of the day with a phone growing out of my head--I don't like to do things that add to that time. Sometimes my ears actually hurt from the phone.

While on the subject--why do people not identify themselves immediately? Whether it is a live phone call or a voice mail the first words out of someone's mouth should be their name. Truthfully, this seems to be a female shortcoming. Men tend to identify themselves more. What's up with that? I think I know what it is but that's for another time.

I know most people probably feel that their message is REALLY important and it is important but it is not unique. I can usually guess the problem within 5 words of the message and know what to do to remedy it immediately. I don't need the whole story.

The moral of the story is to remember that someone has to listen to the messages that you leave. Please identify yourself and be clear and to the point. Our ears will really appreciate it!