Everything You Need to Know About On Hold Messages for Dentists & Orthodontists

If you're a dentist or orthodontist, you know that creating a calm, professional, and trustworthy experience for your patients starts long before they sit in the chair.

One of the most overlooked but powerful tools for shaping that experience is your on hold message.

Every day, your front desk fields a variety of calls, from appointment scheduling and insurance questions to last-minute emergencies and new patient inquiries.

When those callers are placed on hold, what they hear (or don’t hear) directly influences their perception of your practice.

That’s where on hold messaging becomes more than just a filler, it’s a strategic opportunity to inform, engage, and leave a lasting impression.

Why On Hold Messages Matter in Dentistry and Orthodontics

Dental and orthodontic offices tend to receive a high volume of calls, often peaking during certain times of the day or week.

From rescheduling appointments to answering basic questions about services or insurance, your team can’t always respond immediately.

This is when a professional on hold message can make all the difference.

Instead of risking hang-ups or frustrated patients, a customized message gives callers something valuable to listen to while they wait.

It keeps them informed, reinforces your credibility, and sets a friendly, reassuring tone. More than just preventing drop-offs, it actively contributes to client satisfaction and retention.

An effective on hold message can communicate important details like your office hours, website address, location, current promotions, and even expected wait times.

It also helps reinforce your branding by letting patients know about the services you offer, your commitment to care, and any seasonal updates they might benefit from, such as back-to-school orthodontic specials or holiday teeth whitening packages.

Even more importantly, it’s a marketing tool.

Think of on hold time as a free moment to promote services patients might not even know you offer, from Invisalign consultations to cosmetic treatments.

In an age where every patient touchpoint matters, your phone system shouldn’t be an afterthought.

Frequently Asked Questions: On Hold Messaging for Dental Offices

How long should an on hold message be?

An effective on hold message typically runs 3 to 6 minutes in total, made up of short voice segments that are each around 45–60 seconds long, with 8 seconds of music in between.

This structure keeps the experience engaging without overwhelming the caller, and allows you to deliver multiple pieces of useful information in a calm, paced manner.

How often should I change my on hold messages?

We recommend updating your on hold messages every 3 to 6 months to keep the content fresh and relevant.

Frequent updates help maintain caller interest and reflect the current state of your business

Should I play more than one on hold music song?

Yes! Using a mix of 2 to 3 licensed music tracks helps prevent the experience from feeling repetitive, especially for callers who are on hold for more than a minute or two.

Make sure all tracks are properly licensed for commercial use to avoid legal issues

Should I consider on hold message subscriptions?

Yes, subscribing to an on hold message service can be a smart and cost-effective choice, especially for businesses that want to keep their messaging fresh, professional, and consistently up to date.

Examples of Effective On Hold Messages

Let’s take a look at a couple of message styles that work especially well for dental and orthodontic offices.

A friendly and informative message might sound like this:

“Thanks for calling Midtown Orthodontics. Did you know we offer free initial consultations for new patients? You can also book appointments online at midtownbraces.com. We’ll be right with you!”

Or, if you’re running a promotion:

“This month, enjoy 15% off professional teeth whitening, just in time for wedding season! Ask us how when we return to the line.”

These messages are clear, upbeat, and purposeful.

They let callers know you value their time while using that moment to share something they might find helpful or exciting.

What Should You Include in Your On Hold Messages?

The most effective on hold messages are those that sound tailored to your practice and speak directly to your patients' needs.

Start by covering the basics, your location, office hours, and how patients can book or reschedule appointments.

Then go deeper by highlighting your key services: general cleanings, braces, cosmetic dentistry, implants, or sedation options.

It’s also helpful to address frequently asked questions.

For example, if you accept certain insurance plans or offer financing, say so.

If your policies around late arrivals or cancellations are important, gently mention them.

Don’t forget to include timely updates. Whether it’s a change in holiday hours or a back-to-school special, seasonal content helps you stay relevant.

And always end with a call to action, inviting callers to visit your website, follow you on social media, or ask about a new service when you return to the line.

What Kind of Music Should You Use?

The right on hold telephone music creates an emotional backdrop for your message.

In a dental or orthodontic setting, your goal is to help patients feel calm, welcomed, and reassured.

That’s why we recommend smooth, unobtrusive genres like chillout, traditional jazz, or mellow mood playlists.

These styles complement your voice message without distracting from it, and they help put nervous patients at ease.

At Amazing Voice, we offer a carefully selected library of licensed, royalty free hold music to ensure you're fully compliant and protected from legal issues, which is especially important for any business operating in a public or commercial environment.

Why a Professional Voice Makes All the Difference

Nothing breaks trust faster than a robotic or poorly recorded message.

A professionally voiced on hold message instantly elevates your image.

It conveys warmth, clarity, and professionalism, the very qualities patients are looking for in a healthcare provider.

Better yet, a professional voice actor can be chosen to match your brand tone.

Whether you need a confident, calming presence or a friendly, energetic voice, it can be tailored exactly to your audience.

If your clinic serves a multilingual or multicultural community, having your message recorded in different languages or regional accents helps make every caller feel welcomed and understood.

Your voice message is often the first impression a new patient has of your practice, make sure it’s the right one.

Get a Custom On Hold Message for Your Practice

At Amazing Voice, we’ve helped thousands of dental and orthodontic offices sound more professional, more trustworthy, and more memorable.

With fast turnaround times, a user-friendly ordering process, and a wide range of voice and music on hoptions, we make it easy to get started.

Whether you're a small private practice or a large clinic with multiple lines, our team will guide you through every step, from choosing your voice actor to crafting a script that fits your brand perfectly.

Want to enhance your patient experience today?

Your patients are listening, let’s make sure what they hear truly represents your practice.

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