Archive for July, 2009

24/7 Virtual Receptionist Makes Reminder Calls Easy!

July 26th, 2009


“I don’t have enough time!!”. 

Have you ever heard that from your dedicated office staff?  After all, think of all the work your doctor’s office staff has to accomplish.  They are the front lines – the first people who come into contact with your patients.  And, they have to keep all of the paperwork straight, be friendly to patients and help facilitate office exams.  And make daily appointment reminder calls.

The doctor’s office staff is extremely important but many times they are simply overrun with too much to do; they are constantly on the phone making appointment reminder calls.  They try to fit in the calls throughout the day whenever they get a minute.  And, sometimes they get busy signals on those calls, or they can’t get through, or other annoying obstacles.

Understandbly, when they are so tired and overworked – they may not be putting their best forward on the phone, or to the patients at your waiting room or front desk.  The poor service at your front desk reception, in turn, may annoy your patients and send them elsewhere. 

If you feel like something MUST done done to fix this. You should consider use a virtual receptionist for your reminder service needs! 

What if I told you that your doctor’s office could have a reminder service that takes care of reminding your patients when their appointments are with very little hassle to your office? 

What if I told you that the reminder service could be done in a variety of different languages so you can communicate with your patients on their terms?  

What if I told you that a pleasant female voice could be programmed to call your patients with a recorded message of your choice? And that your office staff would no longer have to worry about making the appointment reminder calls throughout their busy day? 

Well, that is what I am about to tell you.  With a 24/7 virtual receptionist making all of your appointment reminder calls, your can make your problems a thing of the past.


The virtual receptionist has an extremely pleasant voice.  The virtual receptionist delivers your appointment reminders in English or Spanish, depending on your patients needs.  What’s more: your office staff will never have to worry about calling patients and reminding them of appointments ever again.  This frees up your office staff to interact directly with patients when they come in – and focus on more important jobs in the office.  What’s more – the 24/7 virtual receptionist is always calm, never rattled and delivers exactly the message you want them to.


All of this is not to mention the fact that a 24/7 receptionist that reminds your patients to come in cuts down on no-shows.  No-shows can cost your practice thousands of dollars a year, and a simple automated call can cut down on all of that.  The appointment reminder service is very easy to program, too.  Your patient’s phone numbers and appointment times can easily be entered into the system, and the rest is taken care of!  What’s more- you can attache a physician notes with the reminder calls and communicate a few details before your patient’s visits.

Try it out! This one is a no-brainer, a win-win for everyone!

Online Business Appointment At Your Fingertips 24/7 with Google Sync

July 20th, 2009

It sounds too good to be true. You can access all of your appointments at your fingerprints, without being in or near the office.

From your iphone, BlackBerry or another smart phone, you can see when there is free time in your day to fit in another patient. You can access patient information and keep track of who is coming in and when. All of this – and the reality is you don’t even need the Internet. Face it – you’re often travelling, away from your office and you’re not always near a “hot-spot” with wireless Internet or near your computer. Well, fear not!

The savior is a online business scheduler with google sync and it’s about to revolutionize the way you run your medical practice. It’s appointment access at your fingertips 24/7. And, it’s a way you can gain an added advantage over your competition. Not only is it convenient for you, but it’s convenient for your patients as well.

It all starts with online appointment scheduler. This is a 24/7 web-based scheduling system that enables your patients to log on at anytime of the day or night to schedule visits. The patients could be scheduling initial visits, or follow-ups. They can also put all of their insurance information online as well so it frees up your staff from having to do hours and hours of administrative work.

What’s more – you and your entire practice can be notified immediately when someone schedules an appointment. The online appointment scheduler makes it easy for you to see your day, week and month at a glance – and allows you to avoid overbooking. It also allows you to easily see where you can fit in emergency appointments and how best you can plan the day for you and your patients. Your patients can also put additional notes into the system that you will see when you log on.

There are times when you are out of office- and so clearly you don’t have access to your appointment book. Guess what? Even without email or internet access, you can have access to updated appointment information from your handheld device or cell phone. By syncing appointments to google calendar – you can have access to all of your appointments twenty-four hours a day! What’s more – it’s easy!

There are a few easy-to-follow steps to sync up your device with your online appointment scheduler. Once all of the information and contacts are loaded into your google calendar, it only takes a minute or so to sync it up with your mobile device. And, it works with nearly every device! You name it. Do you have the new Iphone? It works. The new blackberry? Yes, that too. An older version Nokia standard phone? No problem!

Google sync also has other great features. You are even able to sync multiple calendars if you have multiple office locations. You can also sort the data however you want. It is truly a great way to run a more efficient and effective practice. And, there are so many good benefits for your patients as well. Your patients will get better customer service from your administrative staff because your staff won’t have to worry so much about all of the administrative work.

Which Medical Appointment Reminder Suits your Practice; the Email Reminder or Telephone Reminder?

July 14th, 2009

When you decided to become a private practitioner you probably started out with a handful of patients. Appointments were easy to keep track of and you probably thought that your medical receptionist was the most efficient front desk receptionist available. You knew each patient down to their dog’s name and so did everyone in the practice.

Your practice has probably grown since then and keeping track of your patients and their appointments is becoming more of a challenge for both your patients and especially for your medical receptionist. You can help ease the burden on your front desk receptionist and the rest of your medical staff by investing in an email reminder or telephone reminder. A telephone or email reminder will remind patients of their appointment either online or via a telephone call according to your preference.

The success of your reminder service will directly affect the success of your practice. Deciding on which type of appointment reminder service will suit you best will be influenced by your practice and your patients. Check your patients’ personal records for their contact information. If most of them have email addresses then an email reminder would be suitable. If most of your patients do not have email addresses then a telephone reminder would be more logical.

You ought to consider the type of practice you are running and the type of people you receive as patients. If majority of your patients are elderly or from poor neighborhoods, an email reminder may not reach as many of your patients as you would like. Even if these patients had email addresses they would not spend much time surfing as they either cannot afford to or do not know how to. An email reminder would be suitable in a practice where the patients have access to the Internet and check their emails regularly.

Doctors should also consider the preference of their patients. Some patients will be irritated by receiving telephone calls reminding them of appointments at regular intervals. Such patients would much rather have an email reminder sent to their email addresses. Others would prefer to be alerted via telephone as they are probably prone to forgetting about their appointments easily. This is especially true for elderly patients.

Both a telephone and email reminder are only 90% effective. No doctor can be assured 100% of the successful delivery of all reminders on either service. A telephone reminder may not be delivered as the patient may not answer the telephone. An email reminder may not be read as the patient may fail to check his or her email in good time.

It is therefore advisable for a doctor to invest in both a telephone and email reminder. It may seem expensive in the beginning but the returns will be well worth it. Both services are inexpensive to maintain and working together will guarantee you a more successful delivery. Your patients can even choose the reminder service they prefer.

24/7 Web-based doctor appointment booking is the wave of the future

July 13th, 2009

Twitter. Facebook. My Space. Other social media sites. These are all the wave of the future. This is how companies are doing business these days. This is how businesses brand themselves and attract and retain new customers and clients. And, it’s all done over the Internet. More and more, the healthcare industry has embraced the Internet and acknowledged that the millions of people on facebook and twitter are patients as well! As a doctor, you may not see how the Internet can benefit your practice. Well, guess what? With millions of people online at any given moment of the day – the Internet is the perfect way to attract and retain patients.

Convenience is at the top of people’s list these days in terms of what they want. Going to the doctor is no exception. People often don’t want to take the time or effort to pick up the phone and call the doctor’s office and schedule appointments. What’s more – many people’s schedules are so busy that they don’t have time to call during normal business hours. The net effect is many people simply put off going to the doctor, or go somewhere where they don’t have to call during normal business hours. And, therein lies the secret!

With 24/7 web based doctor appointment, your patients don’t have to pick up the phone, and they don’t have to waste precious time filling out copious amounts of paperwork when they get to your office. With 24/7 web-based doctor appointment, patients can log in at anytime of the day or night and make their appointments. It’s easy, it’s convenient, and patients love it! All they have to do is log onto the web based appointment system, and schedule the appointment for anytime they wish. They can see – at a glance – what appointment times are open and available. And, there is much more.

When patients log on to make an initial appointment, they can fill out all pertinent paperwork at that time as well. Insurance documents, health issues, and all other necessary information can be submitted automatically online. Patient security is protected and the new HIPPA guidelines are fully followed as well. This saves precious time while the patient is in the doctor’s office, and allows office staff to focus on more important issues. What’s more, after the appointment a patient can log on and ask follow-up questions and schedule subsequent appointments. While some would call this informal, it is actually a great way to have even better access to your healthcare professional.

The trick is that by using the 24/7 web-based doctor appointment system – it makes patients happier, and it makes office staff happier as well. Patients love the convenience, and the access to the doctor. Office staff like that so much of their time isn’t taken up doing administrative paperwork, and they can concentrate more on their relationships with the patient. Getting and retaining patients is the name of the game and the web-based appointment system helps in each of these areas.

Multilingual appointment reminder Keeps Patients Happy

July 7th, 2009

“Hola,” says the patient upon calling your medical practice. The staff member in your office immediately breaks out in a cold sweat, not knowing how to speak Spanish. The staff member isn’t sure what to do. All the while, the patient on the other side of the phone line continues talking – at a very rapid pace. She is getting agitated because the staff member she is speaking to is not responding. There is a communication breakdown between the patient and your office – and that is not a good thing.

This is precisely the situation you want to avoid with your patients and clients. In this day and age, people from all across the world could be coming into your practice. These are people who could speak English, or anyone of a dozen other languages. These could be current patients or prospective clients – and you need to do everything in your power to maintain those relationships. The best thing to do to keep those relationships fresh and cordial is to make the patient or client feel comfortable! And, that is where the multilingual appointment Reminder System comes in. Communication is the number one key to keeping your clients and patients happy.

Multingual Appointment reminder is a special system that uses a virtual assistant to call your patients and clients and remind them of appointments. The best part is – the multilingual appointment system can be programmed and personalized to meet the needs of your clients. If you need to communicate with some clients in Spanish, and others in French – this is the system for you. Not only will your clients and customers feel at ease – they will feel special that you have done this to make communicating with them easier.

The Multilingual Appointment reminder can be set patient by patient. What’s more- the menu options will also be in that same language , so your clients and patients will have an easy, efficient experience. The virtual assistant can make calls anytime of the day or night and can also direct your patients or clients to an interactive website. The website can also be in the language of your choice. This enables patients and clients to log on at anytime of the day or night and make appointments. They are also able to enter insurance information, and make special requests to the practice.

The multilingual appointment reminder is a pleasant voice, spoken in the language of your patients and clients. There will be no communication breakdowns, and your patients and clients will feel at ease! Not to mention – appointment reminders keep your business growing because it cuts way down on the number of “no-shows” to your practice. As long as people keep coming in the door, your practice or business will continue to grow! And, this is one component to making the entire customer or patient experience a good one.

Headline: 24/7 Virtual Receptionist Is the way to go for your Practice!

July 1st, 2009

How many times have you said to yourself – I wish I had a polite, friendly, receptionist around the clock to field calls from my patients and customers? We all have the same problem. None of our employees want to be sitting in the office at two in the morning answering phones. It’s late, it may be unsafe, and people get irritable. The problem is – it may be the middle of the night when our customers or patients need us the most.

Don’t worry- the solution is here! Our 24/7 virtual receptionists does so many things and costs so much less than hiring and retaining staff to answer the phones. First of all, the 24/7 virtual receptionist doesn’t get tired. She maintains the same friendly demeanor around the clock. She can also be programmed to speak in a number of different languages – in case your clientele requires that. Perhaps most importantly, the 24/7 virtual receptionist can triage calls and enable the caller to get in touch with whomever they need to very quickly. With simple menu options, callers can get in touch with the doctor on call or get answers to any other emergencies they may have. But the upside to the 24/7 virtual receptionist doesn’t stop there!

Not only does the 24/7 virtual receptionist answer your calls in a friendly way, and triage the calls –she can do something even more. She can automatically call your customers and patients and remind them of upcoming appointments. She will do it in the same friendly voice, and in any language you want. This saves your office staff from having to take care of these calls during normal business hours instead of doing more productive tasks. All of this- and you won’t have to pay for health benefits or deal with the added stress of more employees because your virtual assistant can take care of all of these tasks.

And, there’s more. The virtual assistant can happily direct your patients or customers to an interactive website where they can make their appointments around the clock and even add in personal information. Of course, the personal information is safeguarded with the highest security standard. What’s more – patients can add in their insurance information and any other personal notes they would like to send to the doctor.

As for you, you can now – through google sync – sync up your appointment and calendar book with any handheld device you have. Wow, you can have access to everything you need within a moment, simply by looking at your handheld device!

In a few easy steps, all of your contacts, and appointment information can be synced up with your blackberry, I-phone – or any other device. And – get this – you won’t even need Internet access to view your calendar at any hour of the day. You will be able to view all of the information – 24/7- regardless of whether or not you can get online.