Ringless voicemail lets your practice deliver messages directly to a patient's voicemail without ringing their phone.
With Practice by Numbers, you can send ringless voicemails on their own or combine them with email and SMS messages in custom campaigns and follow-up campaigns.
This gives your practice another way to communicate important reminders, announcements, and personalized messages to patients.
Before You Begin
Your practice must enable the Ringless Voicemail feature. If you don't see the voicemail options described below, contact Practice by Numbers Support.
Important: Ringless Voicemail is available only for supported campaign types. Some campaigns, particularly those requiring clickable links in emails or text messages, may not offer voicemail as a communication option.
You'll also need a voicemail template. You can select an existing template or create one during campaign setup.
To create a template ahead of time, navigate to Campaigns > Voicemail Templates.
For detailed instructions, see Setting Up Voicemail Templates.
Add a Voicemail to a Custom Campaign
To include voicemail in a new custom campaign:
Log in to your Practice by Numbers account.
Navigate to Campaigns.
Open the Custom Campaigns tab.
Click New Campaign.
Enter a name for your campaign.
Select a campaign category.
Under Compose your message, choose your preferred communication method:
Email only
Text only (SMS)
Email and text
Text preferred
Select Include Voicemail.
The Add Voicemail Template section will appear below your email and SMS sections.
Configure your email and SMS templates as needed.
Click Add Voicemail Template to select the voicemail for your campaign.
Send a Voicemail-Only Campaign
If you want to send only voicemail messages without emails or texts:
Select Include Voicemail.
Check Only send voicemails.
The email and SMS sections will disappear.
The Add Voicemail Template section will remain.
Select or create your voicemail template.
Tip: You can also send email, SMS, and voicemail together in a single campaign. Simply leave Only send voicemails unchecked.
Choose a Voicemail Template
When you click Add Voicemail Template, the Select Voicemail Clip window opens.
You'll see two tabs:
Pick a template: Choose from voicemail templates your practice has already saved.
Add a new voicemail: Create a new voicemail template without leaving your campaign.
Option A: Select an Existing Template
Open the Pick a template tab.
Browse the list of available templates or use the search bar to find a template by name.
Select the template you want to use.
Click the play button to listen to the voicemail.
Click Use the template in this campaign.
The list includes both static and dynamic voicemail templates.
Note: If your practice hasn't created any voicemail templates yet, the list will be empty. Use the Add a new voicemail tab to create one.
Option B: Create a New Voicemail Template
Open the Add a new voicemail tab.
Enter a template name and select a category.
Choose Static Audio or Dynamic Audio.
Create your voicemail by recording, uploading, generating an audio clip, or writing a personalized script.
Preview your voicemail.
Click Create and Use.
The new voicemail template will save to your practice and attach to the campaign.
For detailed template creation instructions, see Setting Up Voicemail Templates.
Review and Test Your Voicemail
After selecting a template, it will appear in your campaign's voicemail section.
You can use the following options:
Edit: Switch to a different voicemail template.
Play Sample Clip: Listen to a preview of the selected voicemail.
Test: Send a test voicemail to a phone number.
Send a Test Voicemail
Before launching your campaign, we recommend sending a test voicemail.
Click the Test button.
Enter a 10-digit phone number.
Click Send.
Check the receiving phone's voicemail to review the message.
This allows you to hear what patients will receive before sending the campaign.
Finalize and Send Your Campaign
Once you've configured your voicemail, you can finish setting up your campaign as usual.
Define your campaign's audience criteria.
Review and fine-tune the list of patients who should receive the campaign.
Click Finalize.
Choose one of the available options:
Option | Description |
Save as draft | Save the campaign to finish later |
Send Now | Send the campaign immediately |
Schedule | Select a future date and time for the campaign to run automatically |
Your voicemail will be included based on the communication settings you've selected.
Add Voicemails to Follow-Up Campaigns
You can also add voicemail messages to individual steps within your follow-up campaigns.
This allows your practice to automatically send voicemails as part of an existing patient communication workflow.
Steps to Add a Voicemail to a Follow-Up Campaign
Navigate to Campaigns.
Open the Follow-up Campaigns tab.
Edit an existing follow-up campaign or create a new one.
Select the follow-up step you want to update, such as a recall reminder scheduled 10 days before the due date.
In a step that supports email and SMS configuration, check Send Voicemail.
Click Add to open the Select Voicemail Clip window.
Choose an existing voicemail template or create a new one.
Save the campaign.
Once saved, voicemails will automatically be sent whenever that follow-up step runs, along with any emails or text messages configured for that step.
Frequently Asked Questions
Why don't I see the Include Voicemail option?
Either Ringless Voicemail isn't enabled for your practice, or the selected campaign type doesn't support voicemail. Contact Practice by Numbers Support for assistance.
Can I send email, SMS, and voicemail in the same campaign?
Yes. Configure your email and SMS options, select Include Voicemail, and leave Only send voicemails unchecked.
Can I create a voicemail template while building a campaign?
Yes. Select Add Voicemail Template and open the Add a new voicemail tab to create a template.
Can I test my voicemail before sending it?
Yes. Use the Test option to send a voicemail to a 10-digit phone number.
How can I check whether my voicemails were delivered?
Navigate to New Settings > Communication > Campaign Logs to review voicemail delivery activity.