Archive for the tag 'reminder calls'

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!

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.

Don’t Let “I forgot” ruin your practice. Get Appointment Reminder Service!

June 22nd, 2009


“I forgot”. How many times do you hear from that from your patients (if you’re a doctor) – or other clients if you own or run a small business? It happens all the time. Just think of how many hours your staff puts in simply reminding patients and clients about their appointments. It is dozens of hours a week. That’s hundreds of hours a year. These are hours that the staff could be using to make the practice better, or improve the customer service. Well, fear not, because with your virtual assistant and appointment reminder service – all of these problems are a thing of the past.

Above and beyond patients and clients forgetting about appointments, keep in mind those who call your office and become quickly annoyed. Many times, patients and clients have to be put on hold. Occasionally, whomever answers the phone in your office will be having a bad day, and that translates in tone to patients and clients. Between being put on hold, and dealing with a potentially angry staff member, there’s a risk in annoying your patients and clients! That’s why an appointment reminder service is vital to every medical practice and any small business who deals with appointments.

It is simple, easy, and much cheaper than paying someone to call patients and remind them to come in. With the appointment reminder system, everything is done electronically. Patients and clients will hear a friendly, calm voice telling them about their upcoming appointment. The friendly voice will also direct them to other services and even direct them to an interactive website where they can enter in all of their information. Not only are you getting an self-service online appointment scheduler, but it links in with a round the clock online system. This way patients and clients can go online and enter in insurance information, appointment preferences, and even send a note to the practice! This is personalized, convenient service at its best. And, the patients can do it all in the comfort of their own homes – anytime day or night! Patients like it because the automated patient reminder is fast, efficient, and doesn’t waste anyone’s time. Office staff like it because they don’t have to spend valuable time confirming appointments and you will like it because it will cut down on “no-shows” and help the bottom line!

Keep in mind all of the options you will have as well. The appointment reminder service can be programmed to say whatever you want it to say, in any language you want to say it in! And, clients and patients can log in and set up future appointments 24/7 as well. All of this for a fraction of what you pay office staff to perform these duties. And don’t forget, all of this syncs up through google sync with your handheld device so you will know exactly when you can fit in an extra appointment and exactly what your day looks like at a glance!

Eye doctors should add patient reminder to holiday wish list

December 5th, 2008


As the holiday season rolls around, eye doctors should consider adding patient reminder to their holiday wish lists. Although not as exciting as the latest movie or music player, or television set, patient reminder is a practical business solution that can improve profit and reduce stress for any optometry practice.

A patient reminder is a common tool long used by many medical providers to reduce the percentage of patient no-shows for appointments. The problem is that receptionists that are often relied on to deliver the calls are overwhelmed, stressed, tired, and irritable. This means that the reminder calls are often neglected, delivered inaccurately, or even worse, delivered with an irritable tone that turns of patients. Consistent and timely telephone reminder calls are crucial to confirming appointments with patients who might otherwise forget an appointment or neglect to cancel in advance. This is a big drain on revenue for the practice.

A better solution in today’s high-tech world is an automated phone reminder. Yes, people can always offer a more personalized approach, but they also have limitations and emotions, as noted. An automated reminder can be set up to quickly make reminder calls. It also allows the patient to confirm or cancel the appointment, ensuring a better chance the scheduled time will be used, one way or the other. Are there important messages for a first-time patient or a patient with a follow up visit? A best in class automated reminder program can also be programmed to include the notes in the reminder telephone call.

Reminder calls are not just important to confirm appointments either. Eye doctors rely heavily on follow up appointments and repeat traffic for long-term business success. The automated reminder can be used to follow up with patients who need to reschedule appointments. Many people try to avoid or forget about the importance of follow up care with their vision and eye needs. A simple reminder call can help remind these people to schedule an appointment and return for the visit. The ability to help people come back again and again with the use of an efficient automated tool is an excellent opportunity for the optometry practice.

The automated reminder also does not struggle with the human limitations and stressors identified. It knows no stress and works diligently as it’s told with no complaints. More great perks? A great automated reminder solution does not have to cost a lot. A good solution can be acquired for a moderate up front investment. More importantly it requires very little ongoing maintenance, expense, and coaching. The same cannot always be said about live agents expected to make the appointment reminder calls. This combination of benefits and modest expense makes the automated reminder a great solution to deliver important reminder calls. Thus, despite the glitz and glamour offered by other gift ideas during the holidays, an appointment reminder software is the gift that keeps on giving for many optometrists.