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Home | Blog | Virtual Receptionists – Why Your Healthcare Business Needs It

Virtual Receptionists – Why Your Healthcare Business Needs It

By Magellan Solutions

Updated on June 13, 2024

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From solo practice to big hospitals, you can use reliable virtual receptionist services to smoothen your operations and more.

Avoid errors and risks and provide the best healthcare services to your patrons by having expert virtual receptionists manage your data and operations.


Virtual Receptionists in Healthcare – How it Works

Outsourcing virtual desk services provides you with an offsite receptionist who will entertain phone calls even beyond operating hours. You can set a timer, possibly after 2-3 rings, after which it automatically routes the call to the virtual staff, who will answer it for you.

This outsourced staff will either take the message, schedule an appointment, or reroute the call to a member of your facility who can better assist the caller.


You must remember that it makes no difference how good your medical service is if your reception is inefficient. It’s bad enough that you’re having a medical emergency; wait times make it even worse.

The medical industry is almost always busy and uptight, with little room for error and wastage. Longer hold times are a normal scenario, which you can improve through the service.  Also, it helps to choose an experienced and certified provider to provide the service. You have the option of opting for an ISO-certified and HIPAA-compliant provider to ensure staff that are truly knowledgeable in your industry and its technicalities, which is vital for services as essential as healthcare.


Certified providers offer virtual receptionists with a degree and background in medical practice, which assures proper knowledge and efficiency in handling healthcare services with the level of accuracy and urgency it entails.

In addition to that, BPO companies that provide this type of service are well-equipped to handle any call volume 24/7/365.


How Virtual Receptionist Services Improve Your Medical Practice

Regardless of the size of your healthcare facility, you can surely take advantage of this to improve your medical service delivery; here’s how:

  • Incoming calls to your medical facility are routed to a remote yet live receptionist. They will use your practice’s name to greet your caller/patient with a customized script.
  • These outsourced staff are often well-trained to handle basic customer service and inquiries. It can range from usual FAQs, such as office hours and location information, to medical-related inquiries, such as prescriptions.
  • You can get a trained receptionist to make appointments for incoming patients, record and deliver new patient information, and forward emergency calls to the right practitioners.
  • They can immediately forward important messages and medical emergencies to your practice’s direct line or medical staff’s phone number through text messages or via email.
  • They can cover your reception area even after business hours, even holidays for 24 hours, 7 days a week, and 365 days a year.


Why You Need a Medical Virtual Receptionist Today

It is understandable if you are still unsure whether your healthcare facility would need this type of service.

If you are still on the fence, we have listed the warning signs in healthcare services operations that you should not ignore:

  1. Your facility has problems answering all your incoming calls
  2. You often have a backlog of voicemail messages that you need a staff to comb through them every day
  3. It is a common sight for your facility to get a voicemail box full of warning
  4. Your staff has to multitask between talking to your patients and answering phone calls
  5. You often experience a long duration of phone rings before someone can answer it
  6. You have considered hiring additional in-house staff only to deal with incoming calls


Top Benefits You Can Get

When you outsource this service, you can get the following benefits for your healthcare facility:


Personalized service 24/7/365

This service can provide your patients with a continuous and efficient call management facility, no matter what day or time it is. Depending on your requirements, you can get them to manage your general email inquiries and book appointments from various points of contact.


Save Money and Time

Outsourcing live answering services will save you extra money when paying the salary of an in-house receptionist and other overhead expenses.

Adding to that, you also free your in-house staff from doing the tasks they are not paid for in the first place, such as answering the phone.

This will trickle down to your patients/customers as they are properly entertained without any distraction from a ringing phone.


Emergency Response Coverage

Medical practices are not limited to business hours alone. That is why it is ideal to get round-the-clock emergency coverage. Through this service, you can get the job done without the hassle of recruitment and employee retention. All of these are at a fraction of the cost.


Privacy Protection

ISO certification and HIPAA are crucial factors here. This assures you that they understand and will protect your patient’s personal health information accordingly and with the utmost confidentiality.


More Language Options

This is something you have to consider if your facility receives calls from patients or customers who speak a different language. It is often difficult to find a full-time bilingual receptionist, which may mean they require a bigger salary.

Outsourcing this will allow you to get an offshore staff who can speak your chosen languages at a much more affordable price.


Spend More Time on Important Tasks

Dedicated outsourcing staff will ensure no calls will go unnoticed. This, in turn, will ease the burden on your in-house staff and let them focus on their tasks.

At the same time, you medical practitioners stay on track with patients depending on their needs. All without the distraction.


Get the Most Efficient Virtual Receptionist Services from Magellan Solutions

We have 18+ years in the BPO industry, and we have the opportunity to provide this service for various industry verticals.

Our virtual receptionists are well-trained to ensure your patients will get the best customer service whenever they reach your healthcare facility. We continuously provide them with training on the best practices for your industry.

We use the best CRM tools to ensure our service delivery stays top quality, no matter what your requirements. This is our pledge to be a premier BPO company in the Philippines.


Magellan Solutions ensures our services follow the best data and information security protocols. Our proof? ISO 27001-certification, GDPR, and HIPAA-compliance. This is our way of ensuring that we take ISMS seriously.

Contact us today and let our Business Development Managers tailor the best custom-fit solutions for your medical practice. Fill out the form below!


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      Virtual Receptionists – Why Your Healthcare Business Needs It

      Magellan Solutions

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