Archive for the tag '24/7 backup receptionist'

Standardize Your Healthcare Center using Web Appointment Scheduler

April 25th, 2010

If you think of an automation of your medical office, you have to be careful before getting any of such system available on the market. Let us look at some important features that online patient appointment scheduler should have:-

  1. The most important thing you need in medical software is it should be HIPAA compliant that assures the security of patients’ information.
  2. Medical management system must have unique features that enables the system to work on multiple tasks such as it can be used as medical answering system and can also be switched on to patient reminder system as and when required.
  3. The system of medical answering should also have features such as setting for multilingual options wherein patients can interact in their own languages such as French, Chinese, and Spanish etc. Furthermore, the system can be tailored according to doctor’s expertise.
  4. Online appointment scheduler should be accessible anywhere, anytime. For this, the feature of Google Calendar Synchronization is very useful. It sets up patients’ appointments with calendar and sends it across handheld devices such as Blackberry, Smartphone and Iphone. A two-way synchronization enables the health care provider to reschedule or alter appointments.

The best feature of online appointment scheduler is prepaid appointment scheduling. The major factor that contributes to medical center’s revenue loss is a ‘no-show’ patient. The patients do not appear for the appointment provided on phone and that makes the clinic to suffer. Prepaid patient appointment scheduler is system by which the patients are to pay for the consultation, in advance. This ensures patients’ presence at the time allotted and lessens the chances of revenue loss.

Medical answering service can be used where high call volum from patients are expected. An event such as free medical camp requires robust system that can tackle many calls at a time, which is quite a difficult task for medical front office executives. Medical answering service can answer calls at a time without getting the caller a busy tone. This way, the accessibility of health care center is increased and expected footfalls to the center increase.

Online scheduler –an automated system for patient appointments

November 10th, 2009

Have you ever wonder how to tackle hundreds of patients’ call at a time without recruiting dozens of front office receptionists? The condition that may make things more thinkable is none of those calls should come busy i.e. the patients should never get a busy-tone! Well, all this is possible with a single wise step –installing an online scheduler, an automated system for fixing patients’ appointments.

Online patient scheduler is a system that fixes appointments that the patient books. Advanced version of online patient scheduler also synchronizes the data with Google Calendar that can be directly viewed on handheld devices such as iPhone, SmartPhone and BlackBerry. This has been proven to be very helpful for the health care providers who are away from their centers but still want to keep an eye on their schedules. No matter whether the task is to be performed during or after the office hours -as all this comes with a 24/7 service!

The best part of online appointment scheduler system is it can perform multiple tasks that even a virtual human receptionist cannot. Apart from fixing the schedules, the system can be fed with tailored answers and can be played as and when required. In this way, it turns an answering machine with a sweet voice that a caller would love to hear. In addition, the software can also perform the tasks of patient reminding by making calls automatically. Patient reminder service can call the patients and remind them about their forthcoming appointments with doctors or a formal visit to the health care center. The system can also be rescheduled to make important follow ups. Its multi-language options (such as Spanish, English, and French etc) make it easy for the doctors to tackle customers who are foreigners.

There are many firms and companies that provide the system free of cost –i.e. no installation charges. The system that can work as online scheduler, answering machine and patients’ follow ups can boost the sales and betters the revenue. An ideal for health care centers, online appointment scheduler is a no-nonsense way to tackle patients without having any hassles. The software is designed in a user friendly way that is quite easy to operate and it does not require any hi-fi configuration at office system.

Is it worth installing a 24/7 answering machine cum patient reminder system?

November 4th, 2009

In this era of electronic revolution, everything has gone computerized in order that makes the management information easier and better than ever before. Till a few years back, computers just managed to take place in accounts and sending/receiving information but today, with latest and hi-tech software system in hand, we can certainly manage things in more effective and efficient way.

24/7 answering machine is nothing but a system that picks up the calls and answers what is appropriate. Especially in the field of health care management, it has become a mandatory tool. The health care providers can simply install automated online scheduler that works as virtual receptionists and performs multiple tasks. However, many doctors and health experts feel being in dilemma that is it worth installing a 24/7 answering machine cum patient reminder system?

To understand this, let us look at some important points that make online medical management system a must have thing:-

  • Since the system is automated, the doctors do not have to depend on human medical assistance. There are no excuses about the apathies as before.
  • The health care center is accessible even during off-hours (that is after the office timings)
  • It is a 24/7 online medical assistant and hence, more reliable than the humans
  • The customers never get a busy call and are answered instantly
  • Online appointment scheduler comes with foreign language settings for a better communication with foreign patients
  • Medical clinic management is smooth and free from hurries and worries, doctors can simply install and take rest
  • The system can synchronize appointment information directly on Google Calendar so it is accessible on handheld devices such as iPhone, BlackBerry and SmartPhone.

Automated online patient scheduler can also remind patients about their forthcoming appointments and visits to the clinic. The best part about automated answering system is the doctor can feed the answers as per his or her requirements. The answers can be played or tailored according to the wish. Also, doctors can feed their specialization and manually manage the system as per their expertise.

Turning office automated using online answering and online patient reminding service is certainly worth for a better service and growth. In a long-run, doctors can cut the cost of recruiting numbers of virtual receptionists as the system itself can perform multiple tasks.

Tired of Front Office Management at Your Clinic? Think About Automated Answering System

October 26th, 2009

You really feel frustrated when come across ‘never heard’ reasons from reception managing people when you get a complaint from your patient that they were not assisted when required! It actually becomes very difficult as you cannot virtually present in your clinic or health care centre all time, throughout the day! The things may become worst when it comes to assist, fix up an appointment or answer patients when they call during night hours, off the clinic hours!

With betterment and advancement in technology, you can now make your office automated! The automation is also the best solution for a smooth clinic management. The product called online appointment scheduler can solve all the worries that you have come across. Virtual medical assistant comes with software to be installed in your health care centre in order to tackle every patient’s call. This is a 24/7 online answering medical service that keeps your medical reception activities alive, all the time!

Whether you want to feed your own answers and want to play then as and when required or if you have planned to make reminder calls to all the patients who are potential customers about their forthcoming schedules of meeting and consulting you or just visiting the health care center for some general purpose; online medical answering automated system can get into all!

Automated medical assistant can be used as online appointment scheduler to fix up an appointment automatically, answering machine to answer patients’ calls anytime and also as patient reminder automatic service that calls up potential customers about their coming schedules at your clinic. The benefits that come with such office automation are it is round-the-clock service and never keeps your patient away from clinic assistance. Patients can call and get help from your front desk any time they want. Also, such medical answering service comes with multilingual option to tackle foreigners for a better communication.

Online patient reminder service can also be set into multilingual answering machine in case the staff at your front desk finds it difficult to communicate. Also, such online scheduler comes with very affordable price and in a long-run; it is really worth installing and making your medical office automated. More and more health care centers are now installing 24/7 virtual medical assistant for a smooth and hassle-free medical clinic management.

Virtual Medical Assistant –A Real Companion in Your Medical Practice

October 26th, 2009

There are many chances that the partner you choose for your business may dupe you and get away with your all efforts that you made to make your business successful. But have you ever come across any event where your real companion, virtual medical assistant left you halfway! Yes! We are talking about virtual medical assistant that is computerized automated answering machine that can also be tuned as 24/7 online scheduler.

Web based appointment system can make your medical practice much efficient than ever before because it comes with multiple functions as you can set it as per your medical expertise and also can record the answer or reply you want. The voice such automated answering machine has is very beautiful, polite and lovely that every caller will appreciate. The best thing come with appointment scheduler is that you can also fix it as an appointment reminder that keeps calling patients, your valuable customers and keep them updated with their forthcoming appointments to see you or to visit your health care centre.

Virtual medical assistant is a real companion in your medical practice because it has no or minimal error in fixing up patients’ schedules for getting doctors’ appointments. In addition, the service available here is 24X7 so that you do not miss any important calls off the clinic hours that would make patients happier as they can contact health care centre anytime they want. Other benefit that comes with medical automated answering machine is it does not keep any patient on hold and there will not be any frustrating busy tone that otherwise can annoy every caller.

If you have foreign clients who speak different language than your human medical assistant does, you find it no difficult tackling them! Appointment reminder or patient appointment automated scheduler comes with different language options (multilingual option) that include major languages such as French, Spanish etc. This, in turn, helps in building a classic rapport with foreign patients and they do not feel any communication gap talking to your virtual medical automated answering system.

Fixing up multilanguage virtual automated patient scheduling system makes the entire clinic management smoother than ever before. Top of all, it is quite affordable and in a long-run, it is profit making.

Virtual Medical Answering Service – Pay per Call or Flat Fee ?

April 18th, 2009

When it comes to medical answering there are many services out there to choose from. But what narrows your search is the ability to stay out of long-term contracts, and be in charge of how you would like to be invoiced. It is important to know what is available before you jump into a service package with a vendor. Once again do your homework, shop around (Search google using on “medical answering” and you will find everything on the Internet), and ask copious amounts of questions of the vendor.

The first question you should ask yourself when choosing medical answering service is what you intend to use it for? Will it be mainly used as a back up or will it be your main front desk receptionist for answering the phone? Are you intending to use it as an after hours appointment scheduler , or will it be used for callbacks and reminders or other functions? This then brings into question how feature rich do you want your package to be?

The more features you purchase the better your overall price will be relative to a basic package with limited options. This will also mean you could probably negotiate for more flexibility when it comes to invoicing. Do not be afraid to ask for what you want in a package, technical support, and billing options. If you shop around and get competitive pricing perhaps you can use those prices to leverage a better deal from your medical answering vendor of choice.

Although purchasing an online virtual medical answering service may not be the largest expenditure your business will ever make but it could well be the most important one. This means you should not jump at the first service that impresses you. Watch the demonstrations and take advantage of the free trial offers, which are generally for 30 days each. DO NOT be afraid to say no if you are not satisfied after the trial ends. Make a call and try a different package.

Pay per call medical answering packages are probably a wise choice for after hours use because the number of after hour calls will in all likelihood be fewer than what you will receive during regular office hours. You can purchase a package with numerous features sufficient for after hours use and pay [depending on the vendor] $50.00 per month. This will include 50 calls, and if you average ten after hours calls a day for 20 days @ $1.00 per call, that’s $150.00 per month extra for paid calls with an excellent medical answering service package.

Flat fee monthly pricing is more cost effective if you are going to be using your virtual medical answering service more often throughout the regular workday. Regular hours use could include back up phone duties, reminder calls, sick days or vacation leave. Perhaps you would like to transfer one of your employees permanently to other more important office tasks, let the virtual answering service be your new office workhorse. An all-inclusive monthly flat fee on a premium package works for these scenarios.

Whatever your reasons for using your new virtual medical answering service, calculate the number of phone calls on average during the time you will be using the service the most and which options you are likely to use more frequently, and base your choice on these factors.

Virtual Medical Office Receptionist: A Good Investment Now and In The Future

February 2nd, 2009

Medical professionals should be a happy lot especially due to the fact that health related practices and the education sector are some of the areas that have managed to remain steady even with the current economic tantrums. Despite the recession people still have to go to school and seek medical care. However, it is important to note that the recession has been so severe such that some people are even postponing visits to the doctor. That means that the profits are not as high as they used to be before the recession set in.

Due to this medical practitioners are devising ways of beating their competitors. They are doing major restructuring and changing the way they normally run their business. One way of doing this is to ensure that the overall customer satisfaction is looked into. Private medical practices are ensuring that the medical receptionist not only helps in retaining the usual clients but also attracts new ones. Unfortunately most health practitioners have realized that human receptionist can only do so much. When overstretched, the human receptionist caves in easily. A medical clinic receptionist can only take one phone call at a time, attend to one or two clients at a time and gets tired pretty fast. Human beings are also affected by their surrounding environment and the pressure that sometimes characterizes medical practices can sometimes take its toll on the medical office receptionist. This has made medical practitioners to invest in what is commonly referred to as a Virtual Medical Office Receptionist.

Unlike a human front desk receptionist a medical office assistant online will not get tired or sleepy on the job. It is an easy to install program that can complement the existing medical office staff and can do the necessary but otherwise repetitive and sometimes boring tasks. This program does not require any maintenance and will not complain or ask for a raise! A 24/7 backup receptionist as it is also known ensures that your office remains ‘open’ even after your normal office hours. It is capable of distinguishing between the important and less important calls and ensuring that the important ones get through to you in real time. This is a huge plus for your practice because patients will know you as a reliable medical practitioner and hence developing customer loyalty. In addition, such a health care receptionist will help your business cut the huge losses that are sometimes as a result of the patient no-shows.

Well, you may be saying to yourself, ‘that must cost a whole lot of money’. It all depends with what you want and the software provider. The market is awash with a lot of office automation software. However, before buying any kind of software ensure that you know exactly what you want. Once your ‘shopping list’ is ready then find the software that serves your purpose.  Get a program whose payment is done monthly so that you don’t tie up a lot of your money and the software is not delivering what you expected. Have some ‘exit route’ if a need to exit arises. With this information now you can buy the software that suits your practice well.

Give your medical practice a ‘facelift’ today by investing in a good back up receptionist.  It is a sure and cost effective way of not only beating this recession but also a worthwhile investment into the future!

Your Medical Front Desk Receptionist Is the Tip of the Spear

December 19th, 2008

Think about what your medical front desk receptionist does all day long and you will realize how critical this presumably straightforward staffing position really is. They are on the frontline of your medical practice and deal with the day-to-day, hour-to-hour and minute-to-minute needs of your callers. Every one of these callers believes their reason for calling is THE most important matter to be dealt with and front desk receptionists are often juggling two or three calls at once!

Separating incoming calls and in-office patients is a mind-bending burden for the health care receptionist especially if the practice is an established one. They must be courteous, relatively outgoing, and even friendly without losing their professional edge. Each patient expects to be treated with respect and given the time of day. If they have been going to the same medical practitioner for some time, chances are they know the medical front desk receptionist as well or even better than the doctor.

It is an understatement that the medical receptionist’s job is chaotic but many medical practices now institute online voice recognition software to lighten the load. Virtual medical receptionist software is the answer for a busy medical practice that wants to keep its professional edge yet maintain a personalized atmosphere within. Allowing your receptionist the luxury of turning on your remote receptionist service every once and a while will give them the freedom to catch their breath and focus on important in-office functions when things get hectic.

The busier your practice becomes, more tasks will inevitably fall on the shoulders of the front desk receptionist. If this employee becomes overwhelmed, having the virtual medical receptionist system as a backup will make them more productive. If staff training were taking place than having the back up receptionist available would be helpful during on the job training periods.

Training your medical front desk receptionist to take on more office challenges is normal for a growing practice so this backup receptionist capability will be a windfall. Being able to trust that your valuable patients are well cared for not only in the examination room but also in the reception area makes for satisfied patients. Having a virtual receptionist as back up for your employee will improve the office environment by ensuring in-house patients are treated personally. As a medical practitioner your focus is your patients’ health and worrying about office operations is simply unacceptable.

Building a medical practice is not easy and requires a plan of action starting with the medical front desk receptionist. They are representative of the kind of practice you are trying to achieve so streamlining their effort with a virtual medical receptionist as back up will increase efficiency. Medical visits are stressful and wait times can be long, so having a virtual medical front desk receptionist frees your staff to provide in person assistance. Your call-in patients will not suffer because of a busy waiting room either.

Back up receptionist duties are vital to any medical practice especially newer or growing practices since staffing levels are being tested constantly by an increasing workload. You could hire a part time receptionist but this will add to your expenses. Considering the use of a remote receptionist service as your medical practice grows and prospers would be a prudent measure.

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