Copy all the scripts at once, then fill in the brackets.
Live call
Hello, this is [your name] from [clinic name]. I am calling about a referral we received for [patient first name] from [referring doctor].
Am I speaking with [parent or patient name]?
We would like to book a first appointment. The earliest we have is [day, date] at [time]. Does that work for you?
If not: I can also offer [second option]. If neither works, I will add you to our cancellation list and call you as soon as something opens.
Before we finish: the appointment is at [address]. Please bring [documents]. You will get an email with these details today. Our direct number is [phone] and our email is [email].
Voicemail 1
Hello, this is [your name] from [clinic name], calling for [parent or patient name] about a referral for [patient first name] from [referring doctor].
We would like to book a first appointment. Please call us back on [phone], or reply to the email we are sending you now at the address on file. You can also reach us through [website].
Thank you.
Email after voicemail 1
Subject: Booking an appointment for [patient first name]
Hello [parent or patient name],
We received a referral for [patient first name] from [referring doctor] and would like to book a first appointment.
The earliest we can offer is [day, date] at [time]. Reply to this email to accept it, or tell us which days suit you better.
You can also call us on [phone], [opening hours].
[Your name], [clinic name]
Voicemail 2
Hello, this is [your name] from [clinic name] again, calling for [parent or patient name] about [patient first name]'s referral.
We have sent you an email with an appointment time. Please reply to it or call us on [phone] so we can hold the slot for you.
Thank you.
Email after voicemail 2
Subject: Second try: appointment for [patient first name]
Hello [parent or patient name],
We tried to reach you by phone today about [patient first name]'s referral from [referring doctor].
We can still offer [day, date] at [time]. Reply to this email to accept, or call us on [phone].
[Your name], [clinic name]
Voicemail 3
Hello, this is [your name] from [clinic name], with a last call about [patient first name]'s referral from [referring doctor].
If we do not hear from you by [date], we will let [referring doctor] know we could not reach you, so they can follow up with you directly.
You can still call us on [phone] or reply to our email. Thank you.
Email after voicemail 3
Subject: Last try: appointment for [patient first name]
Hello [parent or patient name],
This is our third try to book [patient first name]'s first appointment. If we do not hear from you by [date], we will return the referral to [referring doctor], who can follow up with you.
To book, reply to this email or call us on [phone]. We would be glad to see you.
[Your name], [clinic name]