Virtual Medical Receptionist
How Can A Virtual Medical Receptionist Save Your Practice Time & Money
With the growth of healthcare capabilities and patient expectations, medical practices face more challenges than ever.
Patients will receive better care, but doctors and other staff's workdays will be drastically affected.
A virtual receptionist can ease the strain and allow your staff to focus on the tasks that matter most to your practice.
Virtual receptionists: what are they? What do they do, and who are they? How can they benefit your practice?
This article aims to inform you about virtual medical receptionists, including what they are, what they do, and how they can benefit your practice.
What is a virtual medical receptionist?
Remote medical receptionists are cost-effective and easy to integrate into your practice. They can serve as your practice's first point of contact. As "virtual" front desk staff, doctors' offices, hospitals, clinics, and other healthcare facilities serve as healthcare facilities.
Despite working remotely, the development of technology that allows communication over long distances allows them to keep in touch with practices seamlessly.
Hire a virtual medical receptionist from Concierge Elite in a few easy steps to help your practice save time and money.
Where do medical receptionists work?
In addition to working at hospitals, medical offices, dentists' offices, and laboratories, medical receptionists work at community clinics, community clinics, community hospitals, and community clinics.
The Bureau of Labor Statistics reports that medical receptionists are most commonly employed by physicians' offices, general medical and surgical hospitals, dentist's offices, and other healthcare practitioners.
Receptionists can thus work in a wide range of settings, from quiet clinics to fast-paced hospital emergency rooms.
Virtual medical receptionists perform a variety of duties.
Assisting with all the duties of an in-house receptionist can be challenging. The duties of a virtual medical receptionist include answering incoming calls, arranging and confirming appointments, verifying medical insurance, administering prescription refills, scheduling patient referrals, and, most importantly, working within HIPAA regulations.
List of the duties of a virtual medical receptionist
Using VOIP software (voice over internet protocol) can aid in forwarding phone calls. Such VOIP services are typically available from any phone provider and are offered to most businesses depending on internet availability.
As soon as forwarding is in place, patients will be connected to a virtual receptionist and receive the same level of care as they would if they were dealing with a physical receptionist.
Therefore, virtual medical receptionists are highly effective in internal and external communication.
How can virtual medical receptionists benefit your practice now that we know what they can do?
Virtual medical receptionists offer several benefits.
Virtual receptionists are an alluring prospect for medical practices looking to expand their capabilities are the top five benefits your practice could expect.
1. Free up time
It is common for doctors to not be able to spend enough time with their patients.
Medical problems can be highly complex, but when a doctor struggles with an inefficient front desk system and a lack of scheduling knowledge from the receptionist. It reduces the likelihood that every appointment in their schedule is filled productively.
In this scenario, the patient gets the short end of the stick, and the doctor is also left frustrated as they are efficient.
You'll find your systems become more efficient when you have a virtual receptionist, and there can be less need for administrative work to spread among other team members. This results in less rushed interactions, ultimately giving your full attention to patients.
Positive reviews will therefore be more likely to be left by clients. Yelp received 244 million reviews in December of 2021, 18% for local services (including medical practices).
Since many rely on reviews — especially regarding essential services that could impact their health — yours must be positive.
Providing outstanding client experiences will build positive reviews, enhance your practice's reputation, gain referrals, and acquire higher authority.
2. High levels of customer service
You will soon find that patients won't return to your practice if they have a bad experience. In contrast, they will seek out practices that are praised for emphasizing their patients' needs over all else.
For example, in a poorly run practice, this can sometimes be caused by something as simple as a lack of care demonstrated during appointment scheduling, unanswered calls, and a general sense of chaos.
A 2020 survey by Statista found that 60% of customers would return to a company when it offered good customer service.
Image showing the percentage of customers who do repeat business with a company because of good customer service
Calls are handled efficiently, appointments are scheduled, and prescriptions are refilled by virtual receptionists.
Additionally, their performance is regularly evaluated and scored, and closely monitored.
Virtual receptionists can also work toward these quantitative targets, which helps practices understand the quality they are bringing to their workplace.
As a result, your practice's reputation for excellent service and your virtual medical receptionist's customer service skills will improve.
3. No need for an answering service
An answering service is often used instead of a receptionist at the front desk to handle customer inquiries.
At the very least, this ensures that patients can report issues, but in reality, many patients hang up when they hear the cold, emotionless answering service message.
As a result, clients may decide not to contact your practice again or to return. The virtual receptionist can provide more engaging communication to keep your patients happy.
Don't forget that you don't have to hire just one virtual receptionist. It is up to you how many you want.
4. More cost-effective
Staffing can be a huge concern for practices trying to be cost-effective. Salaries are important, but equipment and unseen costs such as wear and tear should also be considered.
Due to their ability to work remotely, virtual receptionists help practices avoid these unproductive costs.
Virtual receptionists are an extremely cost-effective solution when it comes to dealing with your patient's needs and those of your practice as a whole.
Unlike office-based receptionists, virtual receptionists are responsible for their own equipment and do not need additional benefits, such as a 401(k).
Later in this article, we'll discuss the differences between hiring an office-based medical receptionist and a virtual one.
5. Reduce the Admin Workload
The paperwork involved in running a medical practice is becoming an absolute nightmare with the rapid increase in new statutes and procedures.
In-house staff is spending more and more time on menial tasks that add little value to the practice and its patients.
Hiring a full-time virtual receptionist can reduce the amount of time your staff spends on mundane tasks. As a result, they have more time and energy to focus on more pressing matters that could affect your business positively or negatively.
With this ever-present backup solution, you can provide better service to your patients and reduce the stress on your in-house staff.
In addition, staff members in-house will have more time to learn and improve their skills, resulting in happier and more fulfilled employees and, therefore, a lower turnover rate.
How much do medical receptionists earn?
On average, office-based medical receptionists earn $34,517 per year or $14,95 per hour.
Graph showing the average annual salary of a medical receptionist
However, their salaries depend on several factors, including years of experience, skill set, and location.
Years of experience
Your receptionist's years of experience can bring their salary up or down.
Graph showing medical receptionist income based on level of experience
Despite what may seem like a small amount, it is significant. That's over $20 per day, over $450 per month, and over $5,000 yearly if you do the math.
Salary differences can also be caused by the skill sets of medical receptionists. A receptionist's hourly wage is boosted by the following skills:
Office administration can increase their pay by 3%
Medical coding can increase their pay by 2%
A medical receptionist's salary will be heavily influenced by your practice's location.
Here are some of the highest-paying cities for medical receptionists in the U.S.
New York, NY: $43,884 per year
Tacoma, WA: $43,053 per year
Louisville, KY: $35,859 per year
Tampa, FL: $35,629 per year
Las Vegas, NV: $34,945 per year
In addition to salary, medical receptionists should consider other health benefits. These include benefits such as:
Opportunities for advancement
Paid time off
All these costs can add up to a hefty yearly fee you'll have to pay as long as the receptionist is working for you.
By hiring a virtual medical receptionist from Concierge Elite, you'll be paying a flat fee. You have no long-term contracts and get to pick the person you want to work with!
Hire a virtual medical receptionist with these top skills
Here are some top interpersonal and hard skills that virtual medical receptionists need.
Image showing the top skills of a virtual medical receptionist
Virtual receptionists must possess excellent administrative skills to relieve your in-house administrative staff of time-consuming, low-priority tasks. Doing this will make your work processes smoother and less hurried, increasing your business productivity.
Organizing your receptionist's work will help them handle administrative tasks efficiently. It allows them to keep track of schedules and medical data, admit patients, take and make phone calls, and keep order simultaneously.
Additionally, they must prioritize tasks so that more crucial matters are handled first.
Strong communication skills are essential for receptionists since they work with people daily. Clients and staff members will feel more comfortable asking questions, making requests, or expressing concerns if the medical receptionist can communicate well with them.
However, remember that communication skills refer to verbal and written communication since virtual receptionists will communicate over the phone and via email.
As such, having excellent writing abilities and grammar knowledge will make their communication skills so much stronger.
A virtual receptionist must be able to think quickly whenever a problem arises. Occasionally, receptionists need to break down information into smaller categories to solve one problem or answer one query simultaneously.
Due to this, some may work under pressure, depending on the facility (for example, emergency care). Patients who are angry or worried can also benefit from this skill.
It does not matter what the situation or facility is; an expert receptionist will remain calm and work effectively under pressure.
Customer service skills
Having customer service and communication skills is important to keep clients happy and loyal to your practice.
From scheduling appointments to handling billing to keeping your patients informed about practice news, your virtual receptionist should know how to treat patients appropriately.
You can build a strong brand reputation and ensure long-term customer loyalty.
Medical receptionists should possess what qualifications?
To work in different medical practices, receptionists need the following qualifications.
High school diploma or equivalent.
An administrative assistant or receptionist with at least one year of experience.
Medical or dental terminology must be familiar to them.
There may be additional qualifications required for some fast-paced and emergency medical facilities. The best way to determine your candidates' capabilities is to look at the job requirements for your practice.
No doubt hiring a virtual medical receptionist makes sense
There is no question as to why your practice needs a virtual medical receptionist. It's more of a question: Why doesn't your practice have one?
Virtual medical receptionists bring freedom and flexibility to a workplace that is often highly stressful and busy, providing many advantages for doctors, patients, and clerical staff.