ARE YOU MISSING NEW PATIENT CALLS?

IS YOUR ASSISTANT TOO BUSY ANSWERING PHONES TO HELP YOU?

ARE PATIENTS MISSING APPOINMENTS?

ARE YOU GETTING ALL OF YOUR MESSAGES?

As customer service becomes a buzzword in the medical office, telephone courtesy is a communication skill that pays off significantly. By creating a positive first impression and establishing good rapport between doctors, patients, nurses and other medical care providers, you and your staff can turn every caller into a satisfied customer.

The Appointment Desk offers a complete answering service for medical practices that need accurate and effective communication and messaging. They serve as an extension of your practice by representing you in a professional manner not only to your patients, but your referring physicians as well. Their highly trained staff, combined with state-of-the-art equipment help you stay in touch with your patients and other callers, day or night, saving your office time and money.

Here is how it works:

·         When someone calls your local phone number, the call will be automatically forwarded to us.

·         We answer the phone with the name of your practice or business.

·         Our knowledgeable-about-your-business operators answer the caller's routine questions using information that you provide to us.

·         We schedule their appointment based upon your directions. We and your office staff both utilize the secure, internet calendar that we provide for scheduling appointments.

·         If the caller needs to talk to you or your staff, we take a message or transfer the caller to a backline, to a cell phone, or to a private voice mailbox (your choice).

·         If you wish, we can even call your patients the business day before their appointment to remind them of the appointment. 

Appointment Scheduling Service Using Calendar that We Provide

·         We will interview you by phone to obtain the information (rates, hours, office location, etc.) that you want us to use when answering questions from your prospective patients or clients who call.

·         One of our live, knowledgeable-about-your-business receptionists answers with the name of your business.

·         If it is a potential patient, we answer the caller's routine questions about your practice or business.

·         If the caller wants an appointment, we schedule it (See Appointment Scheduling section below).

·         If the caller needs to talk to you or your staff, we take a message or transfer the caller to a backline, to a cell phone, or to a private voice mailbox (your choice).

·         If you utilize one of our voicemail boxes, you are automatically notified when you have a message. You can call in on a special toll-free phone number (that bypasses the operators) to retrieve your voice messages.

·         No long term contract! A simple month-to-month agreement is used.

Appointment Scheduling

·         While the client is on the phone, we schedule the appointment according to your preferences. For large medical practices we use your practice management system to schedule the appointment. In other cases, the appointment is entered into a special, private Internet calendar that's reserved just for your appointments. The calendar is password protected so only you and our staff can see your calendar.

·         You access your private calendar directly using an Internet-enabled computer or laptop. It can be a computer in your office or it can be a laptop with cell phone card access to the Internet (and your calendar) from wherever you are.

Reminder Call Service

·         When you use our Appointment Scheduling Service, we can also call to remind your patients about their appointment. Unless they are marked on the calendar as a "do not call," we call them the business day before their appointment.

·         It's that simple! And because your "no-shows" should drop substantially, your time is spent more productively.

Service for Larger Medical Practices

·         For larger medical practices we normally utilize your practice management system. There is a minimum volume required which depends upon your specific practice management system and how it handles connectivity.

·         A trial period, at the normal usage charge, is available for you to see the difference that we can make for your practice.

·         We can schedule appointments for multiple doctors located at different offices.

·         There normally is a six-month renewable agreement for us to use your practice management system.

·         Normally we become the practice's "Appointment Desk." Callers specify if they are calling about an appointment or another matter. All appointment calls then come to us to handle. Two other approaches are:

o        "Overflow Service" - When your staff is on the phone, with a patient, or at lunch, calls are forwarded to us.

o        "Staff Vacation & Illness Coverage" - Calls are only forwarded to us when you have one or more employees out of the office.

Customized Services
We can customize a personalized service package for your specific situation. Please call Customer service at 888-852-2723 for a quote. Ask for Judith Bodling to discuss your specific situation.