Case Study 3: Telephone answering service to take bookings

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Using an online diary which is easily linked to us, free of charge, means that we can take our clients calls and book in their patients. For one of our clients, we book appointments for them at 1 of 3 clinics they have in the Oxfordshire area, so we can take their bookings whilst they are at their other clinics. We will often book in new and existing patients, and cancel or move appointments.

We will also inform any new enquiries that call in of prices, and also answer questions they may have. For this client in particular, we answer questions such as the length of the treatment and if the treatment is painful in any way. We also have access to this clients online email portal, and we then email all new patients a health questionnaire and ask them to fill this in prior to their appointment. Not only do we email over this health questionnaire, but we also receive their online enquiries. So when any potential clients email in with questions or would like to book, we deal with these accordingly.

Client feedback

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We have had some more great client feedback so well done to all of the virtual receptionists! One new client who supplies specialist technical equipment, currently trialling the service said, “I’m very happy with the service so far” and “I’ll defininitely be continuing with your service once the trial ends”.

We have also had one of our existing clients, an holistic massage therapist, email us about one of our virtual receptionists, saying that “my client has just said you have an excellent telephone manner and are very professional. Thank you for a great service”

Case study 2: Handling urgent calls

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For one of our clients, who are a building maintenance company we have to accurately interpret what calls of theirs are urgent and handle them accordingly.  Not only do we take messages for them, but we also speak to their tenants or owners of properties that are experiencing troubles, i.e. flooding, and raise call outs.  What we do is obtain the relevant details and assess the urgency of their situation, and we can then send out a ticket immediately, either as an ordinary call out or a call out needing urgent action. This not only ensures that our client can deal with problem as soon as possible, but that it is accurately priorities for them.

Case Study 1: Telephone answering service for order taking

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A number of our clients have online stores that we can take payments for, process orders for and even offer advice with information provided. With the systems that are chosen by our clients we are sometimes even able to track orders and give customers updates. These companies range from cosmetic, retail, health care, food, theatre tickets and construction. So nothing is too out of the ordinary for us!

Clients that choose to use virtual receptionists for taking payments online, like us to be fully aware of all products and know them to our best understanding. A number of our clients therefore have provided us with product information so we are able to answer questions promptly and place the orders efficiently.

If a customer does have a query that we are unable to answer, we would consult with you first to avoid any problems or confusion when it comes to placing an order. All of the virtual receptionists here are fully trained at taking online payments and placing orders on a variety of different systems.  All of your clients information is not saved on to our system therefore all details are safe and secure.

We offer a very bespoke and flexible order taking service. Therefore, whatever service you may need, it is something that we will do our utmost to accommodate.

The benefit of teams

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Here at Best Reception we strive to create an excellent first impression to all our callers.  We believe that it is of the utmost importance for the caller to believe that they are speaking to a receptionist within the office.

For us to achieve this we have split our virtual receptionists into teams. This allows our virtual receptionists to learn and familiarise themselves with every aspect of each company that is on their team. Our virtual receptionists are then able to answer every call with the confidence they need to allow them to give the best possible customer service.

Most companies have their own regular callers. With both teams only consisting of four virtual receptionists it allows the callers to familiarise themselves with their receptionists, giving a more professional and personal experience for the caller.

How does it work?

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Almost all phone systems can be set to divert in just a few moments. We provide you with a dedicated phone number for your business which you divert your calls to when you are in a meeting, on the other line or simply unavailable. When your caller telephones your business, the call is seamlessly diverted to your Best Reception PA who will instantly know that the call is for your company.  Your virtual receptionist will then answer in your company’s name and deal with the call as per your instructions.

Top Tips when choosing a Telephone Answering service

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When picking a telephone answering service, we understand here at Best Reception that the right answering service is crucial for your company.  We have enclosed some points to consider before reaching a decision

Can you visit the facility? Any reputable answering service will be happy for you to visit their facility.  Here at Best Reception we welcome any clients that may wish to visit the facility and meet the team
Free Trial? You should be offered a free trial before making any decisions about having an answering service for your business. Here at Best Reception we are confident that after trying us for 2 weeks you will find that having us as an answering service is benificial to your business.
Do they take the time to understand your business? All answering services should take the time to understand your companies business before they start to take your calls.  It is of the utmost importance that virtual receptionists are familiar with your business to be able to answer your calls to the highest standard. Here at Best Reception we make sure that all team members answering your calls know all of these details.
Bespoke services? You should be able to ask any reputable telephone answering service of the bespoke services that they can offer you.  Whatever these may be, they should do there utmost to show you that they have the facilities and the experience to provide what ever you may need.

Adding a personal touch to every call

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Best Reception prides itself on offering a telephone answering service that strives to add a unique personal touch on every call. Your virtual receptionists will not only be familiar with all your regular callers and clients, but they will also create that excellent first impression which is vital to any successful business.

Please do not hesitate to try us for yourself! We offer a 2 week free trial to show you exactly what we can do for you and your business