A virtual receptionist can be a very helpful tool for any business. Whether you run a small dentist office or a large corporation, the help of a virtual receptionist service can provide many benefits.
Understanding your company’s needs can help you make the right decision when it comes to a virtual receptionist. It can also help you choose the right company to provide these services. A few of the major benefits of using this type of service include:
- Save Time and Money
- Increase Customer Service
- No More Annoying Answering Machines
- Never Miss Another Phone Call
- And Many More!
Most businesses use virtual receptionists to help fill in gaps or to cut costs. When you hire a VR service, you will be getting a professionally trained staff of receptionists to handle your phone calls. This will not only cost less than an in-house receptionist, but will also save you time and provide a higher quality of customer service.
What is a Virtual Receptionist?
The definition of a virtual receptionist can vary depending on who you ask. However, a VR is an individual that answers the phones and performs other duties, such as scheduling and call forwarding from a remote location. This type of person helps to replace an on-site receptionist and can perform many more duties other than just answering the phone.
Often, answering service agents, customer service representatives and appointment schedulers are referred to as virtual receptionists. Anybody that is hired to work off-site and answer phone calls is classified as a virtual receptionist.
When a company employs a service that provides virtual receptionists, they often get more than just one VR on their team. This allows the phones to be answers after hours, during breaks and whenever the company needs.
Typically, virtual receptionists are independent contractors and not employees. They may work as an employee in some instances, but they are often employed by another company as an independent contractor.
How do Businesses use a Virtual Receptionist?
Many different types of businesses use virtual receptionist services to help answer the phones. Some of the most common types of businesses using VR services include:
- Medical Offices
- Dentist Offices
- Real Estate Brokers
- Mortgage Brokers
- Home-Based Business
- And Many More!
Just about any type of small or large business that takes phone calls can benefit from using a virtual receptionist.
Businesses use this type of service to help cover the phones when they are out of the office or after business hours. A virtual receptionist can help to ensure the business never misses a phone call or a potential new customer.
Some businesses will use a virtual receptionist in place of an in-house receptionist. This is usually done to help save the business money and ensure they don’t miss important phone calls. There are many benefits to using a virtual receptionist on a full time basis other than just saving money.
Virtual Receptionist vs. In-House Receptionist
There are pros and cons for both a virtual receptionist and an in-house receptionist. They both provide benefits and fit within different business models.
An in-house receptionist may be able to handle duties a virtual receptionist cannot, such as greeting walk-in clients, filing and other in-office tasks. However, a virtual receptionist won’t miss any phone calls because they are busy filing or with a walk-in client.
One of the biggest advantages of a virtual receptionist is the professionalism they handle every call with. Since they are often highly trained in customer service, they provide better service to potential clients and current clients compared to a full-time receptionist without extensive call center training.
Another huge advantage of hiring a virtual receptionist compared to an in-house receptionist is the cost. With a VR service, you only pay for the time they are actually on the phone with clients. An in-house receptionist may be paid a salary or by the hour, which means you’re paying for downtime and breaks.
When an in-house receptionist clocks out and leaves the office, you may have to cover the phones or let them go to voicemail. This could cost you money from new clients trying to set an appointment or find out more information. Virtual receptionists can work later because there will be a team dedicated to handling your calls. This provides a very big advantage, as a business can extend their phone hours past their actual office hours.
When comparing a virtual receptionist with an in-house receptionist, there are advantages for both. However, if you have workers answering the phones that could be dedicating their time to other business tasks, a virtual receptionist may be able to free them up to better serve your clients.
Geared for Business Growth
Growing your business to the next level is very important. Whether you’re a small, local business just looking to fill your appointment schedule or a larger corporate business trying to grow on a worldwide level, finding the right tools for growth matters.
A virtual receptionist may be just what you need for business growth. Since you can use this type of service to help build your business to the next level, a virtual receptionist can provide more profits through the acquisition of new clients.
Your virtual receptionist can often do more than just answer the phone and transfer the call to the right department. Some services provide outbound calling, appointment scheduling, order processing, customer service and many other important services.
No matter the size of your company, growing with a virtual receptionist is possible. This type of service can help free up time that you can use for building your business in other ways. Since the phones will be handled, you won’t have to worry about answering them when your in-house receptionist is out for the day or on a break.
With no phone calls going to voicemail, you will provide better customer service to those calling for your products or services. When a caller gets to speak with a live person, they are much happier and feel like they are being taken care of better compared to getting sent to voicemail or into an automated system of menus.
No matter the size of your business, a virtual receptionist may be the answer to growth, saving money and gaining time.