What is a Virtual Receptionist and other Frequently Asked Questions about Virtual Receptionist Services

As the owner of a smaller business or firm, you may have heard of virtual receptionists. There is a lot of information to take in, and sometimes it can be overwhelming. Hiring the help you need doesn’t need to be difficult. That’s why so many businesses turn toward virtual receptionist services for assistance.

Perhaps you may be confused about what a live receptionist does, or maybe you aren’t sure about the costs. In order to eliminate confusion, here are just a few frequently asked questions about virtual receptionists:

What is a virtual receptionist?

A virtual receptionist performs customer service tasks on behalf of your business with features such as live phone answering, call screening and transferring, email and schedule management, order processing, and answering customers inquiries—all in real time. These are just a few standard tasks that live virtual receptionists provide. They can also handle administrative tasks and engage customers with live web chat.

Live receptionist packages include a team of professional receptionists to answer and direct incoming calls, toll-free and local phone/fax numbers, appointment scheduling, order processing, call tracking, voicemail and voicemail-to-email, and a complimentary conference call platform for far less per month than hiring a full-time staff member.

How do the service packages work?

Service packages vary depending on the provider. At Davinci Virtual, there is no contract term, only a base monthly rate. This way you can use all of the available services as you need without being locked into a long-term contract. With a variety of packages to choose from, you can be sure that you are receiving the exact service you need for your business.

The base rate includes everything from scheduling, order processing, and inbound/outbound calls. Unlike their competitors, Davinci bases call volume on second increments without rounding to the nearest minute. The only additional cost is based on call volume. If at any point you become worried about going over on minutes, you can always upgrade your package and still stay on budget.

How do the calls work after-hours?

Live receptionists are available to answer calls Monday through Friday from 8 a.m. to 8 p.m. However, automated services are available 24/7. This way, your customers will never be left without the professional and friendly interaction that live receptionists cultivate, night or day. Your customers will be greeted with a personalized greeting by an automated system that can still screen and forward calls, or just put them to voicemail.

Live receptionist services ensure that your customers are always satisfied, both during and after business hours.

Can they perform tasks specific to my industry?

Whether you are a small healthcare provider seeking a healthcare receptionist or an attorney with a small practice in need of a law office receptionist, there are live virtual receptionists qualified to assist with tasks particular to your industry. They can project the professional your firm needs, or meet all the HIPAA requirements for your healthcare organization.

While these may be some of the most popular industries, live virtual receptionists are trained for many other kinds of businesses like real estate, media and advertising, and service industries. Whatever your business does, there are qualified professionals available to help you project the same professional image as the big guys at only a fraction of the cost.

Can they do administrative work for me?

Live virtual receptionists can do much more than the standard features. They can also do administration projects for you, including but not limited to data entry, scheduling flights, or any other work that moves beyond the general phone tasks. Though this is not a standard feature in the packages, you have the option to pay for the time you need at the end of the month with your regularly scheduled base payment.

While these are only a few of the most frequently questions about the responsibilities of a receptionist, you can find answers to all of your questions. Find out more about virtual receptionist services by contacting Davinci Virtual today!
 

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.