When running a chiropractic office, most of the phone calls coming in are going to be to schedule an upcoming appointment. With a secretary or receptionist on staff, you may think the job is handled. In reality, your receptionist or secretary is most likely in charge of also helping your customers that are in the office.
They need to greet them as they arrive, help them get checked-in and filling out the necessary paperwork, helping run insurance or make payments and helping them through the exit process. They don’t really have adequate time to answering incoming calls, schedule appointments and still offer your customers, in the office and on the phone, the proper amount of time and attention to handle their request.
When you have a busy chiropractic office, you really need to know the phones are going to be handled by someone outside of your front desk staff. Hiring a virtual assistant that works from a remote location and handles all of your incoming calls may be the perfect solution for your office. Here is a look at why you should consider bringing one on.
What do virtual assistants do?
Virtual assistants work to help you with your administrative needs. They work online from home and handle answering phones, scheduling appointments and any other basic tasks that your staff doesn’t have time for. Many chiropractic offices work with a virtual assistant service because they don’t have time to get all of their appointments scheduled on their own.
Without having to hire additional front desk staff, you can have someone assisting you with the one area that really interferes with your front desk’s staff’s ability to care for your customers that are currently in the office.
What chiropractic appointment systems are available?
You can choose from a variety of chiropractic appointment systems to work with. The TelAssistant is a popular choice for chiropractic offices because it works well with current chiropractic appointment systems and it’s general enough to not be specific to only chiropractors. Along with TelAssistant, check out options such as:
- Intelligent Medical
- The Digital Office by EON Software
- Life Systems Software
- Microsoft Outlook
- Google Calendar
- Scheduled Once
- And many more!
If you already use your own system
You can still get a virtual assistant system even if you already use your own system or a non-tech option. Virtual assistant services don’t have to be dependent on a specific type of program and won’t expect you to change how you do things.
A non-tech system in your office could mean that your virtual assistant would just work through relaying messages about appointments. While this is difficult to achieve, it’s not impossible, but you do risk the chance of double booking or overscheduling. Talk to them about getting involved with a tech solution and having them assist with more than just appointment scheduling. Virtual assistants can help with offering general information to FAQs and more.
If you’re using your own tech system, virtual assistants can still help you with appointment scheduling with enough time to learn your system. More than likely, the virtual assistant would have worked with it at some point in the past. The training of a virtual assistant is still going to be cheaper than hiring someone new, and you’ll have the flexibility of having your virtual assistant help on days off, inclement weather days and when you’re simply having a busy day with staff members occupied helping your customers.
Free up your staff by outsourcing the task of appointment setting to a virtual assistant and see how your staff can start giving more attention to customers and other staff members in the office. It’ll help your office, help with the stress your staff members face and allow for more quality interactions.