We received an email today from one of our clients who unfortunately, due to circumstances beyond their control, can no longer continue trialing our telephone answering service. He did however say “a big thank your staff for an exceptional service and I am confident that following some changes over the coming months at my end we will be back with you soon”
One of our clients we take calls for are a company based in Hertfordshire that sell, lease and service photocopiers. We have many of their customers call in that are experiencing faults with their copiers. When this does occur, we take details of the machine, i.e the make and serial number, and we then ask for details of the fault. These details mainly consist of error codes that may be present, and when the fault occurred. We then raise a call out with immediate affect, telling callers that a call out has been raised.
We also speak to callers who are placing orders for toner. We then place the order by taking the machine details and the current meter reading. With information provided we are also able to advice callers how to obtain more ink from their current toner cartridges.
One of our clients, based in Cockfosters, use our telephone answering service to take orders for hand make gift baskets that are delivered to your door . Their Customers can call in and as well as taking down their order we can guide them through all the different arrangements that they do. The customers will tell us what they are looking for and for what occasion and we will give advice from information provided as to what is best. When customers call in we take the details of the order there and then and work out delivery charges for each and every order. With this company being a smaller company, they dont have an online system we access to place the order. What we do for them is take all the order details, such as the delivery and billing addresses, payment and the product or products they have chosen to order, then send them across securely. The baskets are then made up and dispatched by our client.
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.
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”
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.
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.
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.
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 companys name and deal with the call as per your instructions.
Are you going on Holiday? Who is going to answer your phones?
A brilliant solution would be to use Best Receptions telephone answering service whilst youre away.
You will not have to worry about missing any calls, we will answer them all for you. You can also provide us with any company information that you may wish, so we can answer queries or questions in your absence. Or if you prefer we can just let your callers know you are away.
You will not have to worry about customers thinking that the office is empty or losing any potential business!