Tag: virtual receptionists

  • Receptionist Tips

6 Best Virtual Receptionist Services to Consider for Your Business

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team klientboost November 18, 2022
Businesswoman answering the phone

What is a virtual receptionist service?

A virtual receptionist service is a specialized business service that provides automated call answering and call handling services for clients with limited or no in-house receptionists. It has an advanced auto attendant system that allows callers to interact with an automated menu of options, which then directs them to the appropriate department or representative. 

It is ideal for business owners to outsource live virtual receptionist services to a reliable service provider and set up a virtual office with a business phone having a toll-free number to receive all inbound calls. When chosen wisely, an auto attendant can also screen all incoming calls for you and route high-value calls to more qualified representatives, at a reasonable price.

It also offers value-added services such as after-hours coverage, appointment scheduling, email broadcasting and so on. These features are all customizable even if you are a small business. The cost of these added features vary depending on what your business needs. 

The Benefits of a Virtual Answering Service

  • Did you know that live chat services yield over 80% customer satisfaction and most customers believe that businesses should be available even beyond business hours?
  • The most obvious benefit of a virtual receptionist service is the 24/7 availability and higher customer satisfaction.
  • Virtual receptionists aren’t just answering phones, they are your full-time representatives who can handle any and all administrative tasks that require human interaction, such as scheduling appointments or taking messages. 
  • Virtual receptionists can also screen calls, which means that your clients won’t have to worry about receiving solicitations from telemarketers while they’re trying to reach you. 
  • They are trained in etiquette and customer service so that your clients can always get the help they need without being put on hold or transferred several times. 
  • Virtual receptionists can also be trained to handle calls and messages in a manner that makes it look like you’re at the office. This is especially useful if your business specializes in providing a personal touch rather than just selling products or services.

6 Best Virtual Receptionist Companies to Consider for Your Business

In today’s rapidly developing competitive market, tapping into potential customers is just as important as customer satisfaction is. While you can improve the performance of your business by making sure that the needs of your customers are being met, you can further improve your efficiency by acquiring more customers.

Not all businesses are the same, nor are all customers and their queries. You need to have specially trained professionals who can communicate with your customers in a calm and polite manner because they will not only resolve the customer queries but also represent your business. 

It has been found that 91% of customers unhappy with a business would leave it without saying a word of complaint. Having a virtual receptionist can help you avoid that scenario. 

So let’s take a look at some of the best options available for you to consider and choose from when it comes to a virtual receptionist.

1. Gabbyville

Gabbyville’s virtual receptionist comes in handy even if you’re a business working remotely. Not only can you personalize greetings, but you can also upload your preferred hold music for your customers to make sure it does not feel monotonous.

All your troubles involving answering calls, taking messages and scheduling appointments are seamlessly taken care of by Gabbyville’s virtual receptionists. 

They are not only trained to be polite and professional, but they can also take negative comments of your angry customers and turn them into a happy and satisfied customer with a smile on their face. Business owners can attract more customers with a happy and satisfying experience.

Pros

  • Knowledgeable, quick with responses
  • Reasonable prices
  • Customer friendly
  • CRM integration

Cons

  • Occasional email errors
  • Some emails might be routed to spam

2. AnswerConnect

Get round-the-clock virtual support for your customers with AnswerConnect without any extra charges. It lets you capture every potential client by making sure that no incoming or outbound calls are left unattended.

With AnswerConnect, you get your own customized receptionist, tailor-made specifically to suit your needs and to detail interactions between your customers and receptionists. 

You can greet your customers with a real person instead of a chatbot and stay informed with instant updates via app notifications and manage your phone calls through the app.

Pros

  • Gives you a professional voice to communicate with your customers
  • Flexible and scalable plans that can be changed anytime
  • Eco-friendly practices contributing towards a better future for the world

Cons

  • Poor customer service
  • Trouble with scripts
  • Cannot check pricing without providing contact information

3. Grasshopper

Get dedicated phone numbers to segregate your personal and professional calls with Grasshopper. You can stay on top of all activities with your instantly synced computer and mobile apps.

With Grasshopper, you can either record your own greeting for your customers or choose from the pre-existing professional voice studio. 

Feel free to utilize Grasshopper’s virtual phone system with VoIP voicemail and much more to avoid piling up of calls. Grasshopper also enables call transfers and assigning a dedicated extension for a different department or individual based on the needs of your business activities.

Pros

  • Easy implementation and setup tools
  • Quick customer support and service
  • Easy texting and call forwarding features

Cons

  • No analytical features in the app
  • Text messages go missing occasionally

4. Ruby

Ruby integrates with your existing software and tools to make your workflow easier. Their live website chat integration lets you communicate with the visitors of your website to make sure that you don’t miss out on any of your potential customers.

It takes a well trained professional conversationalist to turn even a brief and short conversation into a huge opportunity or victory and Ruby provides you one. 

Pros

  • Outstanding customer service
  • Professional and friendly virtual receptionist
  • Proactive chat feature with real time consumer-centric chat

Cons

  • No free trials
  • Gets more costly with increased usage
  • Lacks bilingual support

5. ReceptionHQ

ReceptionHQ houses receptionists with fluency in multiple languages. By eliminating your concern of language barrier, they make sure that you do not lose a potential customer merely on the grounds of a language barrier.

The virtual receptionists hired represent your entire organization and thus they are trained to ensure utmost proficiency.

Language is also not an issue with ReceptionHQ since their virtual receptionists are trained to speak even Spanish, just as fluently as English. 

Pros

  • Live answering services to handle overflow of calls
  • Instant and accurate messages
  • Easy to setup

Cons

  • Some customers report undertrained receptionists
  • Poor customer service
  • Irrelevant charges

6. Smith.AI

Smith.AI enables you to respond to all your calls with their call answering service and in addition to that it also helps in visual stat ascertainment. You can analyze your calls with metadata supplied through charts and tables, improve your accuracy and efficiency.

You also get a free AI chatbot with any paid plan that can give common information to the visitors of your website and attract new potential customers for your business.

With Smith.AI’s client dashboard, you get access to real-time updates on every activity with in depth accuracy.

Pros

  • Easy to use
  • Great customer services
  • Quick response

Cons

  • Limited communication features
  • Limited services in free plan

Choose Gabbyville’s Professional Call Center for Your Virtual Receptionist Needs

Gabbyville is one of the leading providers of virtual receptionist services. Whether you’re a start-up company or an established business with multiple locations, Gabbyville can provide your company with professional virtual receptionists to greet your customer calls and schedule appointments for you and much more—all at rates that are more cost-effective than you can imagine.

Gabbyville’s virtual receptionist services ensure that all of your calls are handled professionally and courteously, at any given time of the day (and night). 

Your customers will have an easy and hassle free time making appointments, asking questions and you can be assured they’ll always be greeted by a friendly voice. Every one of Gabbyville’s professionals have been carefully selected and trained to deliver a seamless experience on the phone, so that you don’t have to worry about the quality of service you provide.

Get started today!

 

  • blog
  • Virtual Medical Receptionists

Virtual Medical Receptionists: Why True Professionals Choose Them

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team klientboost October 20, 2022
Virtual Medical Receptionists

What is a virtual medical receptionist?

A virtual medical receptionist is a real person who works remotely as the first point of contact for a practice. In simpler terms, they are the remote working receptionists for medical and healthcare facilities such as hospitals, clinics, medical offices, dentists’ clinics, veterinary clinics and more.

Even though they are called virtual receptionists, these are real people who engage in real conversations by offering live answering services. 

These receptionists handle several responsibilities and offer seamless services by leveraging the latest technology and tools. However, they work under direct instructions to provide customized services with personalized greetings and call screening.

In this article, we will review the responsibilities of virtual medical receptionists and the benefits of hiring them.

Job Duties of Virtual Medical Receptionists

Virtual medical receptionists handle the same tasks as in-house receptionists while working remotely. Here are some of the main duties of a virtual medical receptionist.

Answering Phone Calls

Answering incoming calls is the primary and the most important duty of a receptionist. Virtual receptionists offer phone call answering services for medical practices with personalized greetings.

 They learn about the services offered by the practice and work to ensure that the callers receive satisfactory responses. Therefore, they eventually work to enhance the customer experience of the practice.

Scheduling Appointments

Handling the daily responsibilities and managing the hectic schedule of a medical facility can be a challenging task. Scheduling appointments is a critical task that can directly impact the health of your patients and the reputation of your services.

Virtual receptionists can help take the pressure off by scheduling appointments and streamlining the workflow of the practice. They work efficiently to ensure that all patients get booked and the ones that need immediate checkups get prioritized. Along with scheduling appointments, they also make calls to follow up to maintain a streamlined schedule at the medical office.

Medical Insurance Verification

Verifying medical insurance is an essential and beneficial process that helps the practice estimate the total amount payable by the patient. It can then help provide estimated pricing and quotes to patients so they can be prepared to pay the amount.

While this process is crucial, it can sometimes be time-consuming. Therefore, it is best to have virtual receptionists handle it so you can focus on other important tasks. Virtual receptionists handle the entire process of medical insurance verification for existing and new patients and take the stress off the practice.

Manage Prescription Refills

Procedures for prescription refills can be quite challenging, especially for primary care practices. Virtual medical receptionists can help streamline the processes and steps to ensure that the patients get their refills in time.

These receptionists are trained and qualified for refilling prescriptions or alerting the right people to process refill requests.

Benefits of Hiring a Virtual Medical Receptionist

Virtual medical receptionists handle a lot of essential responsibilities to manage and streamline everyday work, offering some great benefits to medical practices. Listed below are some of the major benefits of hiring a medical virtual receptionist.

1. Focus More on Your Patients

Doctors, healthcare providers and other staff at medical offices deal with a lot of complicated tasks. And things can get incredibly challenging if they’re working with poor backup and patient management. Work efficiency and productivity can be severely affected if they have to manage to answer and schedule patients themselves.

Hiring a virtual receptionist service makes things easier as they can efficiently manage all calls and appointments and even improve the patient experience. Therefore, letting a virtual receptionist handle these tasks can help doctors focus better on patients and other important tasks.   

2. Improved Customer Service and High Levels of Professionalism

In the world of healthcare, customer experience is the key to the success. If any patients suffer bad experiences at your practice, the chances of them visiting you again become significantly less.

On the other hand, happy patients leave good reviews and are more likely to recommend you. Focusing on customer service can directly help you improve your reputation and grow your practice.

This is why it is important to make your patients feel valued and prioritized in all situations.

When you hire a virtual receptionist service, they work proactively to answer all patient calls, schedule appointments and resolve and address concerns. It helps ensure a smooth experience for patients and reflects the professionalism of the practice.

3. Saves Your Practice Money

Apart from managing tasks to help the practice grow, hiring a virtual medical receptionist also helps cut extra costs. 

Staffing can be a real concern for practices that want to manage their costs and be more cost-effective. There are many other costs apart from the salary to be taken care of when hiring an in-house receptionist.

However, appointing a virtual medical assistant to do the job can help cut down all these unproductive costs as they work remotely and do not require office resources from you. They use their own equipment to work and do not require any additional benefits from the practice. This makes hiring a virtual receptionist a highly cost-effective solution for medical practices.

4. Reduces Administrative Responsibilities

Running a successful medical practice is a highly demanding job. There are new procedures and statutes every day and handling all the paperwork can be a dreadful task. Moreover, these unskilled tasks offer little value to the practice and take up a lot of time for the admin staff to complete.

A fully trained virtual receptionist can handle all these tasks efficiently and helps reduce administrative responsibilities. It takes the extra burden off of in-office staff so they have the time and energy to focus on other valuable administrative tasks and responsibilities.

Apart from this, hiring a virtual receptionist for mundane tasks also gives the time and opportunity to the in-house staff to learn and improve their skills.

Choose Gabbyville’s Medical Answering Service for Your Business

Hiring a virtual medical receptionist can help your practice grow in a lot of ways. They handle calls, appointments and help manage everyday tasks and streamline processes for better patient care and experience.

Gabbyville offers medical answering services for medical practices to help manage calls and appointments and increase the productivity of the practice. This includes handling inbound and outbound calls, scheduling appointments, handling virtual tasks and sending appointment reminders. You can request full-time and part-time customized services as per your needs such as call screening, custom call handling instructions, personalized greetings and more.

At Gabbyville, we help you make real connections and offer a great experience by delivering your voice with a smile. Our Gabbonistas are extensively trained to handle all the offered services with utmost professionalism.

Let our virtual receptionists help you create an organized practice by forwarding your calls to us.

Get in touch with us to learn more!