Davinci Virtual Blog



10 Ways a Virtual Receptionist Differs From a Virtual Assistant [Infographic]

This post was originally posted on our Davinci Live Receptionist Blog.

Davinci Receptionist Services is proud to present this infographic guide that showcases ten ways that a virtual receptionist differs from a virtual assistant.

Contact Davinci Receptionist Services to learn more about what a virtual receptionist can do for you today.

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 10 Ways A Virtual Receptionist Differs From A Virtual Assistant | Davinci Virtual


Small business and entrepreneurship: How to Run a One-person Business

Not everybody is willing to take the leap to starting up a one-person business. Running a single-person shop means playing all roles—accountant, sales, customer service, receptionist, etc. And though it seems tough, it also has its major benefits. You’re free to schedule your own hours and have more flexibility in making time for other opportunities, such as vacations or personal appointments.

As your business demands that you play so many roles, you will need to become an expert time manager to ensure that all the needs of your business are satisfied. And just because you’re the only official employee, it doesn’t mean you can’t have help. There are several must-have tips and tools every small business and entrepreneurship should know about:

Time management

It will be crucial for you to calendar out important tasks to ensure all business matters are accomplished. Try delegating certain days of the week for specific tasks. For example: Monday = customer service, Tuesday = invoice processing, Wednesday = new business marketing, Thursday = website management and improvement, and Friday = bill pay.

Don’t let yourself get bogged down with administrative tasks. In order for your business to thrive and grow, you’ll need to constantly seek new business opportunities and even consider the possibility of outsourcing.


Just because you are a one-person business, it doesn’t mean you have to do it all. Don’t be afraid to outsource a bit and utilize helpful third-party resources. It’s hard to set a dollar amount on your own hours when you’re running the show, but time is money! Instead of spending hours learning Photoshop to fix a graphic for your website, trying to learn code to change a part of your site, or scheduling appointments, outsource! Use that time to generate new business instead and pay an expert to do those tasks for you quickly and efficiently. Some helpful outsourcing resources might include copywriters, web developers, graphic designers, SEO experts, and virtual receptionists.

Virtual receptionists

Are you sick of managing the responsibilities of a receptionist when it comes to your business? The never-ending phone inquiries alone seem to take up most of your time. Sometimes you might be tempted to ignore a few calls, though you realize it could be an important business lead. This is where virtual receptionist services come in. By hiring a virtual receptionist, you’ll have a person, trained in specifics about your business, doing whatever you need them to when it comes to managing incoming calls, forwarding calls, scheduling appointments, taking messages, voicemail management, order processing, and even customer service. Time is money! Freeing yourself of these busy tasks means your talents can be spent elsewhere. Davinci’s virtual receptionists are U.S. based and work in an office setting—ensuring your virtual receptionist will always stay focused and professional.

Virtual office space and meeting room rentals

Davinci Virtual also offers businesses virtual office solutions—offering a much more affordable option for those that don’t have a need to lease and furnish an office. By signing up for Davinci’s virtual office services, you’ll have a physical location that you can use for your business address. The onsite staff will ensure any mail sent to your virtual office is forwarded to you. You’ll also have access to meeting room rentals and office rentals at this space and other locations to rent for days or hours at a time. The Davinci meeting room booking system also offers meeting room rentals across the globe so you will have access to professional meeting spaces when you’re traveling. The best part about Davinci meeting room rentals is they are fully stocked with all of the amenities you might need to keep your meeting professional and effective.

Web and social media presence

Don’t let yourself go unnoticed. Utilize all of the social media tools to establish your brand and spread the word about the services you offer. Most importantly, be active on your business’ social media accounts.

Be sure you are implementing search engine optimization (SEO) best practices so you are searchable. You would be surprised at how much new business will come from simple SEO.

Take your one-person business to the next level by contacting Davinci Virtual Office Solutions today.


Chat Agent Heroes Recognized at LivePerson Aspire 2014

The following article in it's entirety can be found on LivePerson's Blog.  We have posted a portion of the original article highlighting our talented employee Briana Gonzales.

Chat agents are like shopping superheroes. They have the potential to surprise, delight, and even protect brands’ most valuable assets: customers.

At this year’s Aspire event on October 8, LivePerson recognized 10 exceptional chat agents with its Meaningful Connection Awards. Winners were nominated by fellow colleagues based on their ability to demonstrate innovation, personality, conflict resolution, and more—all through chat.
LivePerson Meaningful Connection Award Winners LivePerson's CEO and Founder Rob LoCascio (left) and the 2014 LivePerson Meaningful Connection Award Winners. Davinci's Briana Gonzales is second from the left.[/caption]

The Adventurer: Briana Gonzales, Super Agent, Davinci Virtual Office Solutions

The career journey of a chat agent can be an adventure, and that is precisely what our Adventurer award winner, Briana Gonzales of Davinci Virtual, has done. She started off about three and a half years ago chatting as a member of the Green Team, and then graduated to Davinci’s Yellow and Red teams, eventually reaching the pinnacle of what the company calls Super Agent. Find out how Briana helped a customer who didn't speak English through the entire customer journey—from awareness to purchase—by reading or watching her Agent Connection Story.


Finding Qualified Healthcare Receptionists Who Are HIPAA Compliant

Staying competitive as a healthcare entrepreneur means offering the same level of professionalism and security as large healthcare organizations. Even so, most clients appreciate the more personable relationship available with small to medium-sized business. So, when it comes time to hire a new healthcare receptionist to help manage the demands of your business, there are several qualifications on which you should never settle for less. Some basic qualities include:

  • Respect: You should feel they are respectful in their interaction with you and whoever else might be involved in the interview. It’s always good to role-play to get a feel for how they might handle client interaction.

  • Organization: Inquire about their organization strategies. Share your expectations for organization and make sure they are willing to meet them.

While these qualifications are applicable to receptionists in every industry, there is one major qualification healthcare receptions MUST have: HIPAA compliancy knowledge and training.

As a business in the healthcare industry, you will likely be faced with the growing pressure to remain HIPAA compliant. The government’s recent crackdown on even the small to medium-sized healthcare businesses has caught many unprepared. Being fined after failing a HIPAA audit can result in great losses—often exceeding $100,000.

Even though you might have extensive policies in place to ensure HIPAA compliance, if all employees are not thoroughly trained and committed to maintaining it, you may be in trouble.

When looking to hire a healthcare receptionist be sure to inquire of their HIPAA knowledge and training. It may even be helpful to role-play a customer interaction scenario where HIPAA compliance might be jeopardized. Requiring your candidates to take a HIPAA quiz in order to get a feel for their level of HIPAA expertise will also help ensure your new healthcare receptionist will do their part in keeping your business compliant.

Maintaining a well-qualified, HIPAA-trained healthcare receptionist can be costly. That’s where a virtual healthcare receptionist might be the answer for you. Davinci Receptionist Services offers receptionists meeting these requirements, letting you treat your patients while a HIPAA-trained Davinci healthcare virtual receptionist respectfully and professionally handles phone calls.

These HIPAA-compliant virtual healthcare receptionists are always based in the USA and work in an office environment, instead of from home. This cost-effective option is perfect for various healthcare businesses:

  • Healthcare professionals: Delegate important office work to increase productivity and help lighten your workload as a busy healthcare professional.

  • Medical Supply Services: Increase productivity and boost sales with a receptionist who can connect on a professional level.

  • Pharmaceuticals: Stay competitive with a receptionist who directly connects with clients on an approachable, personal level.

  • Dental Offices: Increase efficiency and focus on your patients with a receptionist who will cancel appointments, handle emergency calls, reply to emails, etc.

The Davinci healthcare virtual receptionist services include but are not limited to:

  • Call screening/forwarding: Ensure that all calls are forwarded to the correct employee, number, or voicemail.

  • Specialized live answering: Calls always feel like they take up valuable time and slow down business. In reality, each call could be a potential business opportunity. This service will ensure you never miss a call to capitalize on these opportunities.

  • Appointment scheduling: With an online appointment scheduling system, your calendar can be customized for email or text alert notifications to let you know of upcoming events.

  • Competent customer service: This service can even include order processing for your business.

  • Outbound appointment reminders: This service is completed by a virtual receptionist who is trained on specifics about your business to ensure a seamless process.

Find the perfect HIPAA-trained professional for your company with Davinci today.



How to efficiently run a small healthcare business in the age of mobility

In today’s evolving business landscape running a company has become more challenging than ever before, especially if you’re in the healthcare industry. With so many rules and regulations, it’s nearly impossible to stay up-to-date with all the changes and requirements. And on top of that, you still have to ensure that the day-to-day operations of your business are running smoothly. As an owner, you know the importance of growing your business by meeting client objectives and closing new deals. If you’re everything by yourself, you simply might not have the time to focus on the big picture for your business. In the age of mobility, there are cost-effective solutions, such as meeting room rentals and virtual healthcare receptionists that your business can take advantage of to grow successfully.

Meeting Room Rentals

When it comes to growing your business, having the right space for a meeting can make or break the next big business deal. From the right tech tools and amenities to the ideal atmosphere—the meeting space should exceed your clients and prospects expectations. The right tools such as high-speed internet access, HD video conferencing systems, LCD projectors, smart boards and plasma screens ensure that your meeting will be a success. And with added amenities such as catering, your clients or prospects will never have to ask for a drink or feel hungry during your presentation. This will make you look thoughtful and more credible. Having the right tools and amenities isn’t always enough. To really make a lasting impression, you need to set a professional atmosphere by choosing meeting rooms that are the adequate size, in the right location, and offer the right layout for optimal comfort. Meeting room rentals are a low cost option that offers all these benefits and many more.

Virtual Receptionists

Growing your business alone might have been possible when you were first starting out, but over time your business grows, and so does the need to manage more tasks in less time. You might find yourself sacrificing valuable time to do everyday tasks that are keeping you from focusing on the overall goals and objectives of your company. Unfortunately, hiring a full-time employee may not be a feasible option for your business. With a virtual receptionist, you can have all the benefits of a full-time employee for a low monthly cost. Davinci’s  virtual receptionist services offer a variety of solutions for your business needs from digital voicemail, to local or toll-free telephone and fax numbers, live call answering options, online command center, appointment scheduling, surveys, and much more. Additionally, live receptionists do way more than simply answer calls; they reply to emails and can participate in online chats. Having your tedious and repetitive tasks under control gives you the freedom to really focus on the core or your business without sacrificing the current quality of service provided to your customers.

Healthcare Receptionists

Perhaps the best part about using a live virtual receptionist is that they can be specifically trained in your field or industry. You can give all your customers a superior level of service by having a knowledgeable person answer their questions and concerns. Having a virtual receptionist that’s well informed is especially important in the healthcare field where things changing rapidly and new rules and regulations come out every year. Dealing with sensitive healthcare topics requires a professional that can communicate effectively, can be trusted and can be a reassuring source of information. Davinci Virtual’s healthcare receptionists give you the tools you need to move your healthcare business forward in confidence.

Running a small healthcare business in the age of mobility is easier than you may have thought. Although the medical field is growing in complexity due to a seemingly overwhelming amount of new regulations, there are simple ways to manage your small business effectively. Meeting room rentals and virtual receptionist services make it easy to plan conferences and maintain professionalism when communicating with clients, freeing you to spend your time on overall business growth objectives. Efficiently run your healthcare business while on the go with a virtual receptionist and meeting room rentals from Davinci Virtual and Davinci Meeting Rooms today.