Voicemail campaigns in Practice by Numbers allow your practice to send pre-recorded voice messages directly to patients' voicemails, without ringing their phones. This is ideal for appointment reminders, reactivation efforts, recall notices, or general announcements.
To set up a voicemail campaign, you’ll first need to create a voicemail template. Once that’s done, you can use this template to target patients from your Saved Searches or Built-in Lists.
Step 1: Create a Voicemail Template
Before you can send any voicemail campaign, you must first create a voicemail template.
Navigate to:
Icon at the top right of the page, followed by
New Settings → Voice → Voicemail Templates
Click Create New Template to open the voicemail builder.
You’ll see the following sections:
Template Name & Description
Template Name: Required (e.g., “Recall Reminder – May 2025”)
Description: Optional but helpful for internal clarity (e.g., “Used for patients overdue for recall by 6–12 months.”)
How Would You Like to Create Your Voicemail?
You can create your voicemail message using one of three methods:
1. Record Voice
Record a message directly using your computer’s microphone.
Choose your input and output devices.
Click Start Recording to begin.
Best for personalized or time-sensitive messages.
2. Text to Speech (AI VOICE tab)
Type a message and have it read aloud using an AI-generated voice.
You can select:
A built-in system voice
Or your cloned voice (if configured under Cloned Voices)
Cloned Voice Setup Note: If you’d like to use your own voice for text-to-speech, you’ll first need to configure your cloned voice. Once approved, you’ll be able to select it as your voice when using the text-to-speech option.
This is perfect for consistent branding and scalable messaging.
3. Upload Audio File
Upload a pre-recorded
.mp3or.wavfile.Useful if you’ve professionally recorded a message or want to reuse an existing file.
Once you’ve created your voicemail, click Create Template to save it.
Step 2: Use Your Template in a Campaign
Now that your voicemail template is ready, you can launch a campaign to deliver it to your patients.
Navigate to:
New Settings → Voice → Voicemail Campaigns
Click Create Voice Campaign to begin the setup.
Select Your Target Audience
Once you start creating the campaign, you’ll enter the Find Patients window. You can select your audience from three tabs:
Basic Filters Tab
Search manually by:
Name, phone, or email
Patient status (Active / Inactive / Not a Patient)
Select patients individually using the checkboxes.
Built-in Lists Tab
Choose from dynamic patient groups, such as:
Services Completed
Upcoming Appointments
Unconfirmed Appointments
ASAP Appointments
New Patients
Adjust the date range and click Apply to view results.
Saved Searches Tab
Select from previously saved filters you created within Revenue IQ, such as:
“Recall Upcoming 0–1M”
“Patients Seen Yesterday”
“Adult Overdue Recall 7–12M”
You can create new queries directly from here as well.
Use Selected Patients
After selecting your patient list, click Use Selected Patients at the top of the screen. This adds the selected audience to your campaign.
You’ll then proceed to:
Name your campaign
Choose your voicemail template
Save your campaign as a draft or click Send Now when ready. (Schedule for Later will be coming soon)
