The 4 Most Common Services of a Virtual Receptionist

Some terms, like ‘Virtual Receptionist’, can be confusing. Is it the same as a virtual assistant? Actually, no. A virtual receptionist can serve many different purposes and needs, but some services are more common (and more beneficial) than others.

For years, My Receptionist has led the virtual receptionist services industry, and we can show you why. Visit our website to learn more – or, keep reading to discover the four most common services of a virtual receptionist, and their benefits!

1. They Answer Calls

A virtual receptionist is first and foremost your receptionist, meaning there will always be someone available to answer your calls, whether they come in at 8 AM or 8 PM (or 2 AM). 

Whenever you have our virtual receptionist services on, we’re there for you, and ready to answer calls, questions, and anything else your customers might need. The beauty of a virtual receptionist is that we are always there and fully customizable.

If you only need us on your off-hours, that’s just fine. If you prefer us during your peak hours so you can handle matters in-house instead of being on the phone, that’s fine too!

A virtual receptionist is all about providing the phone services you need, only when you need them, so there are no wasted funds either.

2. They Set Online Appointments

Many industries rely on a constant stream of clients making appointments. From healthcare to legal services, appointment setting is a large part of many business models. It can also take up a large amount of your valuable time, time you could be spending on appointments.

Why is online scheduling an important feature of your virtual receptionist?

Well, let’s think about what would happen without this feature – you would get fewer bookings, slower bookings, possible double bookings, or have mistakes pop up in your calendar! None of this is good for business.

Our online scheduling platform has been the industry-leading software since 2001! Which means no glitches, no difficult integrations, or un-user-friendly themes. To put your mind at ease, our clients range from small business owners to Fortune 500 companies! So, you know you can trust us!

As an online scheduling client, you’ll receive a reduced rate on the tools you need to seamlessly integrate your virtual receptionist services and appointment booking process. Because we think that’s just good business. 

3. They Send Appointment Confirmation Reminders

One of the largest drains on appointment-based businesses is missed or forgotten appointments. Make these lessen or even disappear, by utilizing appointment confirmation services through your virtual receptionist.

Did you know that recent studies have shown that as many as 40% of medical appointments are no-shows, which may just be a result of client forgetfulness? With today’s busy lifestyles, it’s easier than ever to forget about an appointment, and your clients aren’t immune!

Each of those no-show appointments loses you money as your staff (and you) still have to be there. What could you do with 40% more clients or revenue?

4. They Communicate Through Secure Mobile Messaging

Secure, two-way smartphone, smartwatch, and tablet messaging is perfect for your entire team when you need your messages fast, but not on an answering machine. Protect your patients and organization when you use secure messages to send encrypted messages with your Android, Apple, or Windows device.

Security is a major concern for clients, consumers, and companies right now, and with more personal information about you online than in your home, security is important for everyone, regardless of whether you run a business of two or two hundred thousand. 

Your virtual receptionist should be as up-to-date and high-tech as you – and with My Receptionist, they will be!

How a Telephone Receptionist Service Helps Your Business Grow

A quality online secretary service like My Receptionist has several features that can be of use to any busy small business or large enterprise. However, it’s not necessarily these features but what they result in that truly showcases how a virtual receptionist can help your business grow.

You see, by offloading some of the most time-consuming parts of your day to a virtual receptionist service, you are freeing up time in your schedule for you to focus on tasks that are cognitively more demanding. These cognitively demanding tasks are the ones that enrich your workday and lead to tangible results.

It simply wouldn’t be possible for you to focus on growth initiatives if you have to stop a couple of times every hour just to answer the phone. My Receptionist brings the power and convenience of automation to your business. 

The service can handle the following tasks for you:

  • Answering phone calls
  • Scheduling appointments
  • Sending out appointment reminders
  • Provide you with a capable scheduling platform.

You can begin maximizing your time and getting the most out of every single workday with a telephone receptionist by your side. However, if your business needs more than what a virtual telephone receptionist can offer you, then what you need is a complete answering solution.

telephone receptionist

Beyond a Telephone Receptionist Service

Always Answer is the only complete virtual receptionist service on the market. It’s why they have managed to serve their clients for as long as they have. This is because while Always Answer does offer the functionality of My Receptionist, it also goes beyond that by allowing you to fully use its call centers for more complex tasks than just answering the phone.

Let’s look at Always Answer’s customer survey feature. With this feature, you work alongside Always Answer’s team to develop a series of questions that will best resonate with your customers and clients. Always Answer will then begin to call all your clients and customers to put the survey into action.

Once enough information has been gathered, you will then receive the results of the survey. You can use that information to properly plan out your next moves and where your business should be heading in the foreseeable future. 

Even if you have a diverse customer base, you can trust that Always Answer will be able to handle it thanks to their bilingual agents.

Telephone Receptionist FAQs

Hiring a telephone receptionist service can seem like a daunting task because of the number of options you have available. This is why we’ve taken the most commonly asked questions online and answered them below.

How Does a Telephone Receptionist Service Work?

A telephone receptionist service operates virtually, handling incoming calls for your business. 

Calls are forwarded to a team of trained receptionists who: 

  • Follow your customized script
  • Provide live chat support service
  • Take messages
  • And ensure professional and personalized interactions.

It’s through these ways that My Receptionist is able to not only help you retain your existing clients but impress them.

How Is Call Forwarding Managed With a Telephone Receptionist?

Call forwarding is seamlessly handled by the telephone receptionist service, for example, My Receptionist. Calls are directed to the virtual receptionists, who then follow your specified call-handling instructions. Important calls reach the right department or individual within your organization.

What Industries Can Benefit From a Telephone Receptionist Service?

Virtually any industry can benefit from a live receptionist service. Whether you’re in healthcare, legal services, real estate, or other professional sectors, a telephone receptionist enhances customer service, ensures call responsiveness, and allows your team to focus on core tasks.

Is a Telephone Receptionist Service Cost-Effective for Small Businesses?

Yes, a telephone receptionist service is often more cost-effective for small businesses than hiring a full-time on-site receptionist. You only pay for the services you need, avoiding the expenses associated with recruitment, training, and employee benefits. It provides a scalable and budget-friendly solution for handling calls professionally.

Contact My Receptionist Today to Discover the Perfect Virtual Receptionist Services for You!

Your business needs filled appointment slots, clients who remember and show up for those appointments, and secure phone calls that get answered. Otherwise, your business won’t hit its goals! 

Contact us today, our virtual receptionist services are perfect for any size of business.

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