Physician availability check message

Ben Argeband, Founder & CEO of Heartbeat.ai — Non-spammy by design.

Who this is for

This is for recruiters starting conversations who need a fast, respectful way to confirm whether a physician is open to hearing about a role. An availability check is a short, permission-first opener that aims for a simple outcome: yes, no, or not now.

If your first touch feels like a pitch, you get ignored, blocked, or routed to a gatekeeper. An availability check keeps the ask small and keeps your workflow moving.

Quick Answer

Core Answer

Use a permission-based availability check: ask to ask, add role/location specificity, offer two time options, include an easy out, and stop immediately on opt-out.

Key Insight

The best availability checks reduce effort: two-choice scheduling plus a clear next step (call or send details) and a clean way to decline.

Best For

Recruiters starting conversations

Compliance & Safety

This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.

TL;DR (copy/paste structure)

• Identity: who you are and why you are reaching out.
• Relevance: role type + location/region (first line if possible).
• Ask to ask: confirm it is ok to share details.
• Two time options: two specific windows in their local time.
• Easy out + stop rule: make “no” simple; stop immediately on opt-out and suppress.

Framework: “Permission first” pattern

The “Permission first” pattern keeps you out of the job-ad trap and gets you to a scheduled conversation faster.

• Ask to ask: confirm it is ok to share details before you pitch.
• Be specific: role type + location/region + one real constraint (setting, schedule, call, start window).
• Two-choice scheduling: give two time windows so they can answer in one tap.
• Easy out: make “no” simple and polite.
• Stop rules: opt-out means stop, log, and suppress across channels.

The trade-off is… you will get fewer long back-and-forth threads, but more clean outcomes (booked call, send details, or close-out) and fewer complaints.

Step-by-step method

1) Choose the channel based on urgency and context

• SMS: best for quick scheduling and short confirmations. Keep it tight and include opt-out language.
• Email: best when you need more context (setting, schedule, call expectations) or you are not confident the number is personal.

Channel guidance: if you are unsure whether a number is personal vs office, start with email or a very light “is this a good number for you?” check. Do not push.

Candidate experience note: localize time zones and avoid early/late hours. You are trying to start a conversation, not win a response at any cost.

2) When to use

• Cold outreach when you have enough relevance to be specific (specialty + region + one constraint).
• Warm leads (referrals, prior applicants, conference lists) when you want to re-open the door without dumping details.
• Locums timing when you need a quick “open to coverage?” before you send dates and logistics.

3) Build the message in 5 parts (copy this structure)

1. Identity: your name + recruiting context.
2. Relevance: role type + location/region (first line if possible).
3. Ask to ask: “open to hearing details?”
4. Two time options: two specific windows in their local time.
5. Easy out: “If not you / not now, tell me and I will close the loop.”

4) Stop rules (non-negotiable)

• If they opt out (e.g., “STOP,” “unsubscribe,” “do not contact”): stop immediately, log it, and suppress across SMS and email.
• If they say “no”: acknowledge and close out. Do not argue.
• If it is the wrong person: apologize, suppress that number/email, and move on.
• If a gatekeeper says do not contact: treat it as a stop and suppress.
• If you get a complaint signal (anger, “how did you get this,” etc.): stop and route to your compliance process.

5) Email: what to keep out of the first message

• Do not paste a full job description: your first goal is permission to talk, not full qualification.
• Do not attach files: ask permission first, then send a one-pager if they want it.
• Do not negotiate comp by email in touch 1: keep it to relevance, timing, and next step.

6) Use a 3-touch sequence (not a barrage)

• Touch 1: availability check (ask to ask + two times + easy out).
• Touch 2 (24-72 hours later): shorter follow-up with one new detail (setting, schedule, call, start window) and the same easy out.
• Touch 3 (5-7 days later): close-the-loop message that makes it easy to say “not now” and keeps the door open.

Stop earlier if you get a “no,” “not interested,” “wrong person,” or any opt-out.

7) Route replies into a simple decision tree

• Yes – confirm best time + preferred channel; send 2-3 bullet details only.
• Not now – ask for a better month/week; set a reminder; do not keep pinging.
• Send details – send a short summary and ask one question (availability window or license state).
• No / stop – acknowledge, confirm suppression, and end.

Diagnostic Table:

Uniqueness hook (worksheet): before you send, force these four fields into the message: [Role type] + [Location/Region] + [Two time options] + [Easy out]. If you cannot fill all four, do not send yet – tighten targeting or switch to email.

Weighted Checklist:

Score your draft before you send it. Aim for 8 or more.

• (2 points) Clear identity: name + recruiter context (not vague “opportunity”).
• (2 points) Specific relevance: role type + location/region in the first line.
• (2 points) Ask to ask (permission first) before details.
• (2 points) Two time options in local time (or “today/tomorrow”).
• (2 points) Includes an easy out (“If not you / not now, tell me and I will close the loop.”).
• (1 point) SMS includes opt-out language (e.g., “Reply STOP to opt out.”).
• (1 point) No pressure, no guilt, no repeated pings in the same day.

Outreach Templates:

SMS templates (availability check)

• SMS #1 (cold, permission-first)
  • “Hi Dr. [Last] – [Your Name] here (physician recruiting). Quick check: open to hearing about a [locums/permanent] [Specialty] role in [City/Region]? If yes, 12:10p or 5:40p work for a 3-min call. If not, just say no. Reply STOP to opt out.”
• SMS #2 (follow-up, shorter)
  • “Dr. [Last], circling back – ok to send details on the [setting] [Specialty] need in [Region]? If a quick call is easier: 8:10a tomorrow or 4:50p today. If not a fit, tell me and I will close this out. Reply STOP to opt out.”
• SMS #3 (close-the-loop)
  • “Last note, Dr. [Last] – should I close the loop on the [locums/permanent] [Specialty] role in [Region]? If you prefer, reply ‘later’ and I will check back next month. Reply STOP to opt out.”

Email templates (availability check)

• Email #1 subject lines
  • “Quick timing check – [Specialty] in [Region]”
  • “Ok to share details? [Specialty] role, [City/Region]”
• Email #1 (permission-first, two-choice)
  • “Hi Dr. [Last],
  • I’m [Your Name] with physician recruiting. I’m reaching out about a [locums/permanent] [Specialty] role in [City/Region].
  • Before I send details – are you open to a quick 3-5 minute call to see if it’s even relevant? If yes, would [Day] at [Time Option 1] or [Time Option 2] (your time) work?
  • If not a fit (or not you), just reply ‘no’ and I will close the loop.
  • Thanks,
  • [Signature]
  • Opt-out: reply and tell me you prefer no further outreach.“
• Email #2 (one new detail + easy out)
  • “Dr. [Last] – following up in case my note got buried. This is a [setting] role with [schedule/call detail] in [Region].
  • Ok to send the one-page summary, or would you rather do a 3-minute call? If a call: [Time Option 1] or [Time Option 2].
  • If you’re not interested, reply ‘no’ and I will close this out.”

Send-details payload (use after they say “send details”)

• Setting: “[Hospital/clinic] in [City/Region]”
• Schedule/call: “[Days/hours] + [call expectation]”
• Next step: “If it is worth a quick chat, does [Time Option 1] or [Time Option 2] work?”

Edge-case templates (gatekeeper + wrong person)

• Gatekeeper / office line (SMS or email)
  • “Hi – this is [Your Name] with physician recruiting. Is Dr. [Last] the right contact for [Specialty] opportunities in [Region]? If not, no problem – who should I reach out to? If you prefer no outreach here, tell me and I will stop.”
• Wrong person (SMS)
  • “Sorry about that – I have the wrong number. I will remove it and will not contact you again.”
• Wrong person (email)
  • “Apologies – I believe I have the wrong contact. I will remove this email and will not follow up.”

Short reply handlers (copy/paste)

• If they say “Send details”: “Will do – before I send it, are you considering locums, permanent, or either? And which state(s) are you open to?”
• If they say “Not now”: “Totally fair. What month should I check back? I’ll set a reminder and won’t ping before then.”
• If they say “No”: “Understood – thanks for the quick reply. I’ll close the loop.”
• If they opt out: “Confirmed. I’ll stop and mark you as do-not-contact. Take care.”

Common pitfalls

• Pitching before permission: if your first message reads like a job ad, you will get ignored. Start with “ok to share details?”
• No two-choice scheduling: open-ended “when can you talk?” creates work. Give two options.
• Missing the easy out: candidates need a graceful “no.” Without it, silence is the default.
• Over-texting: multiple same-day pings look like spam and can trigger complaints. Keep a simple sequence and stop on negative signals.
• Not honoring opt-out: if someone says stop, you stop across SMS and email. Log it and suppress it.
• Being vague: “opportunity in your area” feels generic. Add role type + region + one real constraint.

How to improve results

Measure this by… tracking how often your availability checks convert into a scheduled call (or a clear “no”) within your first 3 touches. If you cannot see that in your CRM, fix tracking before you change copy.

• Tighten relevance: add one detail that proves it is targeted (setting, schedule, call, start window).
• Shorten the ask: your first goal is a yes/no to a quick conversation, not a full qualification.
• Use channel-appropriate length: SMS should be scannable; email can carry the extra context.
• Standardize stop rules: create one suppression process so opt-outs do not leak between tools.
• Keep a “wrong number” path: apologize, suppress, and move on.

Legal and ethical use

Recruiting outreach has real compliance requirements. You are responsible for how you contact people and how you handle opt-outs. This section is operational guidance, not legal advice.

• TCPA (calls/texts): be careful with text/call outreach and consent expectations; maintain opt-out handling and respect “STOP.” FCC overview: Telephone Consumer Protection Act (TCPA).
• CAN-SPAM (email): use accurate sender info, avoid deceptive subject lines, and honor opt-out requests promptly. FTC guide: CAN-SPAM Act compliance guide.

• SMS minimums: identify yourself, keep the ask small, include opt-out language, and stop immediately on opt-out.
• Email minimums: clear sender identity, honest subject line, and a working opt-out path that you actually honor.
• Suppression discipline: once someone opts out, do not re-contact from another number or channel. Log it and suppress it.

Recordkeeping: document opt-outs and suppression actions in your CRM so the whole team follows the same stop rules.

Heartbeat.ai supports legitimate recruiting workflows; apply your internal policies and get counsel for your specific jurisdiction and use case.

Evidence and trust notes

We avoid generic blasting guidance because it harms candidate experience and your channel health. Our trust approach is documented here: Heartbeat trust methodology and the more specific policy page: data ethics and acceptable use.

Primary compliance references used in this article:

• FCC: Telephone Consumer Protection Act (TCPA)
• FTC: CAN-SPAM Act compliance guide

FAQs

Should an availability check be the first message?

Yes – when it is permission-first. Your first job is to confirm they are open to hearing details, not to sell the role in message one.

What should I include in a physician availability check message?

Identity, role type + location, an ask-to-ask line, two time options, and an easy out. For SMS, include opt-out language.

How long should the message be?

SMS: short enough to read in one screen. Email: still brief – aim for a quick timing check and a call slot, not a full job description.

What if they reply “not interested” or “stop”?

Acknowledge, confirm you will stop, and suppress them in your systems. Do not try to save the conversation.

Can I use the same template for locums and permanent roles?

Use the same structure, but swap the relevance detail: locums usually needs a coverage window; permanent usually needs setting plus schedule/call expectations.

Next steps

• Want a broader workflow for fast physician sourcing? Use the locum tenens sourcing playbook to plug these checks into a full sequence.
• If you are primarily texting, pair this with our physician recruiter SMS templates for follow-ups and reply handling.
• When you are ready to run this in a system built for recruiter workflows, create an account: Sign up for Heartbeat.ai.

Operating rule: permission first, easy out always, and stop rules enforced every time.

About the Author

Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.