Telephone answering service to book call outs

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Using a telephone answering service to book and organise call outs is a very popular service with many of our clients. They find that when they are on the road attending to a call out, it is not feasible to take other calls and book in clients themselves. It is also not cost effective to hire a full time in house receptionist to do this for them whilst they are occupied. Therefore, by using outsourced reception service, we can ensure that all of their existing clients are catered to quickly and efficiently, that no potential new clients are missed, and that this is an extremely cost effective service for their businesses!

Our free online diary system, which is easily accessible by our receptionists and yourselves, allows us too quickly and efficiently book in your call outs.  The diary can also contain your daily movements, so you can indicate times that you are available and would like jobs booked in. With many of our clients, who provide a call out service, we add addresses and post codes to the diary, and even brief directions on how to get to the caller. They also find that it is easy to access their diary at any point during the day and update it as and when they need to.

If a customer is calling with an urgent problem and they would like an appointment as soon as possible, having a reception service is a great asset. If they have an urgent matter and would like it resolved urgently, hearing a voice mail or not being able to speak to someone straight away may make them their business elsewhere.

Furthermore, our sophisticated call handling software allows us to have easy access to an unlimited amount of informationn about your company, so we can advise callers on what you do and do not repair, prices you charge for call outs and even areas that you cover.

Telephone Answering for photographers

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Here at Best reception, we have a large variety of clients that are in the photography industry, all of which find our telephone answering service extremely beneficial to the running of their companies.

Being a photographer these days is a very competitive industry, as there are many freelance photographers and companies to compete with. This is why it is vital for success that your calls are not missed, as many potential new enquiries will keep “shopping around” if they do not get through to you straight away. What’s more, many callers will also be put off by a voicemail message or a busy tone, and this is where your virtual receptionist comes in!

Not only will your virtual receptionist create a professional and friendly image for your company, but we can also deal with any enquiries you wish us to when you are busy in your studio or out on a shoot. If you so wish, we can answer any questions callers may have, from prices for events, studio fees, family portraits, right through to directions to your studio.

Furthermore, many of our clients in this industry use us to book in shoots and take orders. With an easy to manage free online diary system, we can get your new and existing clients booked in to your studio quickly and efficiently! We can also take orders for you, if you sell portraits or would like us to take over the phone payments from your clients.

Taking time for yourself

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In any line of business, it is not only vital for a successful business but also for your personal wellbeing that you find time for yourself. Many business owners or managers can be consumed by the day to day running of a business, and all too often feel the stress and strain as a result of this. However, it is not always feasible to employ help, having full time assistants can be very costly. This is why many businesses use an outsourced reception – it is a cost effect way to relieve their workload!

Having an answering service to take your calls, only during your busiest hours of the day if you so wish, could make all the difference to your workload. Having your callers greeted by a professional and friendly receptionist, allows you to not have to worry about missing calls. What’s more, you having complete control of your diverts means that you will be able to pick and choose when you need a hand!

Another example of how many of our clients utilise this service is our virtual reception booking service. Many of our clients use our online diary service to book and manage their appointments, whether they run clinics that we book clients into, or use our receptionists to manage their day to day appointments.

We understand the importance of representing your company. We therefore will always take the time to learn about your company and what you require from our service. We will set up a bespoke script for you and take the time to make sure we deliver the highest standard of service – therefore you will not need to worry about sacrificing quality by taking on a virtual reception.

Your Very Own PA

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Trying to run your own business can be hard work, so dealing with laborious tasks which take up your precious time such as sending out mail or other admin work can be frustrating. However hiring another person at your office who will do that work for you can be very costly. Why not save money and time by using Best Reception to take your calls and deal with admin work, just like having your very own PA but at a much cheaper price!


Best Reception can do admin work such as data sorting onto spreadsheets, formatting work such as cv’s, or any other tiresome tasks which may unnecessarily take up your time. If you need to send information to your clients why not use Best Reception to send this for you, or even use our office in Hertford as a mailing address.


Arranging your diary with client appointments is another way we can make sure you have spare time for more essential tasks. Simply let us know you’re available and we can fit in your clients to suit you. There’s also no need to arrange a complicated and expensive booking system, as we can easily log onto it from our computer or even share you diary with our Google diaries account for fast and simple booking.


We also can call your clients for you, providing a service which can rearrange your appointments or provide them with information they may need from you. For example if clients need to know particular information on a product of yours simply send a quick email to Best Reception and we will call them for you, saving you time and also presenting your business in a professional manner. This will also help your company to appear bigger as Best Reception can act as your own sales team.


So there is no need to waste anymore time dealing with tedious admin work and lengthy appointment bookings. Why not call Best Reception today for more information.

Osteopathic booking service

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As an osteopath, whether you run an osteopathic practice, or are a sole trader, it is not always feasible or practical or answer your calls. Many of our osteopathic clients use our service to not only book appointments for them (either through remote access on our online diary system), but to also ensure that potential new enquiries are never missed and existing clients are catered to in a professional and friendly manner.

The reason that this service works very well for many different types of osteopathic practices is because of how seamlessly it can be done, and we strive to always provide an “invisible” service. Your callers will be none the wiser that we are not based at your practice, they will expect to see us sitting at your front desk!

Your receptionist will take the time to become an extension of your clinic, we can have information on our system about your treatment prices and payment methods, conditions you can treat, cancellation policies, dealing with insurers, and even detailed directions to your clinic!

Answering Your Calls – Keeping your script up to date

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To give the illusion that we are a Front of house receptionist working solely for your company, we give you the opportunity to access a free online diary. Here you can add your daily activities for example meetings, phone calls or even lunch dates! All you need to do is block out the time that you will be unavailable on the diary and the reason why. We then add this to your script. This means that when a caller asks for you we can give them an accurate answer about your whereabouts, and can give them a time that you will be available. Your diary will be checked every half an hour so any movements that you update at the last moment will be put straight on to your script! However if the diary is not for you, you can simply call in or drop us a quick email to let us know your whereabouts and we will update your script so we can let callers know.

However saying this we do not ask for you to provide us with your daily movements if you do not want to, sometimes our clients would rather stick to our normal call handling instructions for example to always say “out of the office” or “on the other line” to callers.

To an extent we rely on you to keep us up to date with any company changes so we can make sure that your scripts is correct. This might be any new starters at the company or any new promotions we should be aware of.  All you need to do is drop us a quick email with the relevant information, for example if it is a new starter you would like to add you can simply email us with their name, position, email and if required phone number. This will be set up immediately and will be active within roughly 15 minutes!

However we do as much as we can our end to keep your script up to date. For instance if anyone asks to speak to someone we do not have on our system we will contact you and ask you if you would like us to add them. Likewise if callers enquire about a service that we are not familiar with we will contact you for some more information so we can handle all enquiries to the best of our ability. Not only this but we also try to contact you from time to time just simply to go through the script we have for you and ensure that it is all up to date and relevant.

Accessing Your Free Online Diary

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  Here at Best Reception we give you the option to access a free online diary to make sure we are up to date with all your daily movements. You can use this diary to update your movements, for example you can add meetings on there or times you will be out of the office. This helps us to appear more professional and accurate about the information we give out about you and your whereabouts.  If you decide to have your calls patched through to you but are in a meeting you can simply add to your diary that you are in a meeting and unable to take calls and we will advise your callers and take a message instead.  This also means that we can also advice them on a time they will be likely to have their call returned.

  Not only this but we can use the online diaries to book in appointments for you so you can spend more quality time with your clients without the interruption of a phone call half way through.

  It’s really simple to use your diary. We will provide you with all the log in details and instructions on how to share your diary with us and then your all up and running and you can start updating it whenever you like!

Telephone Answering Booking Service

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A number of our clients have found using our booking service, to book and manage their appointments, invaluable to the running of their business. At Best Reception, we can offer you a tailor-made service to suit the requirements of your business!

By using our booking service, you clients will form a great impression of your practice, as your calls will always be answered by a professional and friendly receptionist. Furthermore, you will never miss out on potential business.

Our online diary system allows us to access your appointments, enabling us to book in your clients, view and modify appointments. Whether you are a sole practitioner, or a larger practice with multiple practitioners and locations, our online diary system is easy to use and will effectively manage your bookings. Alternatively, we can also log into an existing system you may have in place.

Furthermore, you can also provide us with an unlimited amount of information about your clinic, allowing us to advice callers on common FAQ’s if you so wish. For example, we can advise your callers about prices, treatment information and even directions to your clinic!

Telephone Answering service to take bookings

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Using a telephone answering service to take bookings is something that can be extremely beneficial to your business. We have a wide range of clients, ranging from osteopathic clinics, cosmetic clinics and even alternative health clinics, that find a virtual booking service to work in the exactly the same way a full time receptionist would, for a fraction of the cost!

We can access your diary, whether it be through a remote desktop connection or an free online calendar, and manage your appointments. We can also use information provided, if you so wish, to advise callers on different treatment methods available. We can even obtain directions to your clinic, allowing us to make sure all your new clients know how to get to you. For many of our clients we also manage their appointment reminders, sending messages to clients or ringing them to remind them of future appointments.

This service works so well, that your clients would be none the wiser that we were not based at your clinic. They would expect to see us when they walk through the door!

Appointment Booking Service

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Our clients who work in private practice range from Osteopaths to Hypnotherapists to Solicitors. There are countless professions where it is not possible to interrupt a treatment, meeting or session to answer the phone. So what are the alternatives to a receptionist being employed at your place of work to answer the phone when you are unable to?

By using a virtual reception such as Best Reception, you can ensure that you don’t miss calls from new potential clients and what’s more, we can even book appointments for you, as part of the service.

Using an online diary system (either our system or your own) we can schedule appointments for you, cancel or move existing appointments, advise clients of appointment times, pricing and availability. Furthermore, if you provide additional information such as “how to find us”, “what to expect” or “how to prepare”, this can all be passed onto your customers as part of the service.

At a fraction of the cost of employing staff and without any of the employment woes, by working with a virtual reception such as ours, your callers will be completely unaware that we are external to your business. Your new client will be happy and assured that their appointment is booked and confirmed, thereby ensuring that your potential client doesn’t call the next number in the book…

And what’s more, with Best Reception you can try this for yourself completely free of charge.