Ringless Voicemail in Practice by Numbers lets your practice deliver voicemail messages directly to a patient's voicemail box without ringing their phone.
Patients receive a new voicemail notification and can listen to the message whenever it's convenient. Your front desk team doesn't need to make individual calls, saving time while keeping patient communication personal.
Ringless Voicemail is built directly into Practice by Numbers Campaigns. You can send voicemail messages on their own or combine them with email and SMS messages as part of your existing campaigns.
Why Use Ringless Voicemail?
Ringless Voicemail provides another way to connect with patients while reducing the time your team spends on manual outreach.
Reach patients who may miss emails or texts. Voicemail adds another communication channel, helping your practice reach patients who may not regularly respond to other messages.
Communicate without interruptions. Deliver messages directly to voicemail without ringing the patient's phone, so patients can listen at their convenience.
Personalize messages automatically. Dynamic voicemail templates can include patient details, such as their first name, to create personalized messages without recording individual voicemails.
Save your team time. Voicemails are sent automatically through your campaigns, just like emails and SMS messages, so you don't have to make manual calls.
What Can You Use Ringless Voicemail For?
Ringless Voicemail can be used for a variety of patient communication needs, including:
Birthday Wishes: Send personalized birthday greetings, such as "Happy birthday, Rachel, from everyone at Smile Dental!"
Recall and Appointment Reminders: Remind patients about upcoming appointments or encourage them to schedule overdue visits through follow-up campaigns.
Holiday Greetings: Share seasonal greetings and special messages with patients.
Office Updates: Notify patients about holiday closures, updated office hours, or changes to your practice location.
How Ringless Voicemail Works
Ringless Voicemail in Practice by Numbers consists of three main components: Voicemail Templates, Campaigns, and Campaign Logs.
1. Voicemail Templates
Voicemail templates are saved recordings or scripts your practice uses to send voicemail campaigns.
Practice by Numbers offers two types of voicemail templates:
Feature | Static Voicemail | Dynamic Voicemail |
What patients hear | The same recorded message | A message personalized with patient details |
How you create it | Record in your browser, upload an audio file, or generate audio from text | Write a script and insert merge tags to personalize the message |
Best for | General announcements, holiday greetings, and office updates | Birthday wishes, appointment reminders, and recall outreach |
How to Access Voicemail Templates
Log in to your Practice by Numbers account.
Navigate to Campaigns.
Select the Voicemail Templates tab.
From here, you can create, view, and manage your saved voicemail templates.
Navigation Path: Campaigns > Voicemail Templates
Once created, voicemail templates can be reused across multiple campaigns.
For step-by-step instructions, see Setting Up Voicemail Templates.
2. Campaigns
After creating a voicemail template, you can add it to a campaign to send messages to your patients.
Ringless Voicemail can be included in:
Custom Campaigns: Send voicemail messages as part of a new campaign, either on their own or alongside email and SMS messages.
Follow-up Campaigns: Add voicemail messages to individual follow-up steps to automate patient reminders and outreach.
You can also send a test voicemail to your own phone before launching a campaign to make sure the message sounds correct.
For detailed instructions, see How to Send Ringless Voicemails in Campaigns.
3. Campaign Logs
Once your voicemail campaign has been sent, you can track its delivery activity through Campaign Logs.
Campaign Logs allow you to:
See how many voicemails were delivered.
Identify messages that are pending or failed.
Review individual recipient delivery statuses.
Understand why certain voicemails couldn't be delivered.
How to Access Campaign Logs
Navigate to New Settings.
Select Communication.
Click Campaign Logs.
Navigation Path: New Settings > Communication > Campaign Logs
For more information, see Checking Voicemail Campaign Logs.
Important Things to Know
Before using Ringless Voicemail, keep the following details in mind.
Message Length: Text-to-speech voicemail messages support up to 450 characters, approximately 30 seconds of audio. Uploaded audio files can be up to 4 MB.
Supported Languages: Static voicemail templates generated from text support multiple languages. Dynamic voicemail templates currently support English only.
Phone Number Compatibility: Not all phone numbers can receive ringless voicemails. Certain landlines and numbers without an active voicemail box may not support delivery. You can review failed deliveries and their reasons through Campaign Logs.
Campaign Availability: Ringless Voicemail is available only for supported campaign types. Some campaigns, such as those requiring patients to interact with clickable links, may not offer voicemail as a communication option.
Getting Started with Ringless Voicemail
Before you begin, enable Ringless Voicemail for your practice.
If you don't see the Voicemail Templates tab under Campaigns, contact Practice by Numbers Support for assistance.
Once the feature is enabled, follow these three steps:
Step 1: Create Your First Voicemail Template
Navigate to Campaigns > Voicemail Templates and click New Template. Choose whether to record, upload, generate, or personalize your voicemail message.
Learn more: Setting Up Voicemail Templates.
Step 2: Add Your Voicemail to a Campaign
Navigate to Campaigns and open a supported Custom Campaign or Follow-up Campaign. Select your voicemail template, configure your recipients, and send a test voicemail before launching.
Learn more: How to Send Ringless Voicemails in Campaigns.
Step 3: Review Your Campaign Results
After your campaign runs, navigate to New Settings > Communication > Campaign Logs. Review delivered, pending, and failed voicemail messages to understand how your campaign performed.
Learn more: Checking Voicemail Campaign Logs.