Virtual receptionists for small business owners

How to Find a Virtual Receptionist for Your Business

Are you a small business owner looking to boost efficiency and free up your time? Is your dedicated team struggling to keep up with the demands of your medical practice? You're not alone. In today's fast-paced world, many small businesses are finding that they need a little extra help to get things done. That's where virtual receptionists come in.

In this article, we'll discuss what virtual receptionists can do for small businesses, how to find the best virtual receptionist for your needs, and what you should consider when deciding to hire one.

What is a virtual receptionist?

The term “virtual receptionist” covers a wide range of services and job descriptions. In general, a virtual receptionist is someone who provides administrative, creative, or technical support to clients remotely. They can work with businesses of all sizes, but they are often hired by small businesses that need help with tasks that don't require a full-time employee.

The growing use of virtual assistants is driven by their benefits, including extended availability, cost savings, and improved customer satisfaction.

Many virtual assistants are self-employed and work remotely, but some work for a virtual receptionist company that provides virtual receptionist services. Working in this type of role gives the virtual receptionist a lot of flexibility and provides the business with a cost-effective way to get the help they need.

Definition of a virtual receptionist.

Small businesses across a variety of industries are turning to virtual receptionists to help manage an increase in phone calls, customer inquiries, and appointments. The best virtual receptionists are organized, efficient, and have great people skills. They should also be comfortable using a variety of software programs and applications.

Read through the How it Works section to learn how Hello Rache helps small business owners find the best virtual receptionist for their business.

What does a virtual receptionist do?

With all of the tremendous advancements in technology, it's no surprise that the business world has had to adapt. In today's digital age, more and more companies are turning to virtual receptionists to help with various tasks that often take away from important day-to-day tasks.

So, what exactly does a virtual receptionist do? Depending on the business and the requested services, a virtual receptionist can help with anything from customer experience and support to scheduling appointments and tackling outbound calls to specialists or other service providers.

Looking at the healthcare industry specifically, a virtual receptionist can help with all sorts of tasks, from answering inbound calls to verifying insurance benefits. They can also help with scheduling appointments, taking payments, and sending reminders. Hello Rache’s professionals connect with patients via teleconferencing software like Zoom to help them check in to appointments and answer questions.

Let's look at some of these tasks in a little more detail.

Appointment scheduling

One of the most common tasks that virtual receptionists handle is appointment scheduling. This can include anything from setting up initial consultations to booking follow-up appointments. Some patients may need to see a specialist or have a procedure done, so it's important that the virtual receptionist is familiar with the proper scheduling protocols.

Making referrals

When patients need to see a specialist or have a procedure done, the virtual receptionist can help by making referrals while handling inbound calls. They will work with the patient to find the best possible provider and schedule an appointment that fits their schedule.

Daily duties of a virtual receptionist

Data entry

Virtual receptionists can also help with data entry. This can include anything from inputting patient information into the practice's electronic health record (EHR) system to updating appointment schedules. Without virtual assistant services, this would be a time-consuming task that would take away from other important duties.

Checking insurance benefits

Another common task that virtual receptionists handle is checking insurance benefits. Staying on top of insurance claims and benefits is an important part of running a successful medical practice. This can be an intricate process, but with the help of a virtual receptionist, it can be done quickly and efficiently.

Billing and coding

In addition to data entry, virtual receptionists can also help with billing and coding. This includes creating and submitting claims to insurance companies and handling patient billing questions. Understanding insurance coding can be challenging, but virtual receptionists have the knowledge and experience to do the job.

Types of businesses that benefit from a virtual receptionist

Virtual receptionists can be a valuable asset for private medical practices and small businesses. Let's look at some medical practices and small businesses that can benefit from a virtual receptionist.

Virtual receptionist services for every type of medical practice


A dermatology practice works to diagnose and treat skin conditions. A Healthcare Virtual Assistant (HVA) can help by answering incoming calls, scheduling appointments, and handling customer service inquiries. This can free up time for dermatologists to focus on patient care.


Chiropractic service providers work with patients to treat musculoskeletal problems. These offices treat not only their returning client base but also those who are referred for chiropractic services after an accident or injury. An influx of new or potential clients can be overwhelming for a small office, but a virtual receptionist can help keep things organized and running smoothly.


Dental practices offer a wide variety of services, from teeth cleanings to more complex procedures. Most offices must be ready to handle emergency appointments for root canals, tooth infections, and more. Bringing on a virtual receptionist can help take some of the pressure off your dedicated team.


Orthopedic practices focus on diagnosing and treating musculoskeletal conditions. They often see patients who have been injured or who are dealing with chronic pain. This means the office needs to be able to handle a high volume of calls and schedule appointments. Handling this without a virtual receptionist can be difficult and can lead to long patient wait times.


Pediatric practices focus on the care of infants, children, and adolescents. They provide various services, from routine check-ups to more complex care. With both standard and emergency appointments, it's important to have a virtual receptionist who can help keep the practice organized.

Skills to search for in a virtual receptionist

With the rising popularity of virtual receptionists, you have a wide pool of candidates to choose from. When you're looking for a virtual receptionist for your medical practice, finding someone with the right skills and experience is important. Here are some skills to look for in a virtual receptionist:

Excellent communication

One of the most important skills for a virtual receptionist is excellent communication. They need to be able to articulate clearly and effectively, both in writing and on the phone. Virtual receptionists are often the first point of communication for patients, so they must make a good impression. Hello Rache can connect you with bilingual receptionists to help a wider range of patients.

Familiarity with the medical field

Another important skill for a virtual receptionist is familiarity with the medical field. Virtual receptionists must understand the medical practice's unique needs in order to provide quality service. This includes knowledge of insurance coding, claim filing, and virtual chat services. Many small business owners hire virtual receptionists with experience working in a medical office.

Skills that virtual receptionists should master

Excellent organizational skills

Virtual receptionists need to be highly organized to succeed. They need to be able to keep track of multiple tasks and deadlines and manage a large volume of information. If a virtual receptionist is not organized, it can lead to missed appointments and frustrated patients.

Multitasking ability

Since virtual receptionists often have to juggle multiple tasks at once, it's important that they have the ability to multitask. They need to be able to manage phone calls, chat services, and appointment scheduling simultaneously. The best virtual receptionists can stay calm and organized even when they're under a lot of pressure.

Attention to detail

Another important skill for virtual receptionists is attention to detail. They need to be able to follow instructions carefully and pay close attention to detail. This is important in order to avoid mistakes that could frustrate patients or cause problems for the practice.

Patience and compassion

Finally, virtual receptionists need to have patience and compassion. They will often deal with scared, frustrated, or upset patients. It's important that they can handle these calls with grace and understanding. The best virtual receptionists can defuse difficult situations and provide excellent customer service.

While these skills are important, it's also important to remember that not every virtual receptionist will have all of them. Finding someone with the most important skills for you and your medical practice or small business is the most important step.

How to find a virtual receptionist

Numerous small business owners decide they need a virtual receptionist but are unsure how to find one. Some are still unaware of how these services for businesses work or the many benefits they offer. Others have used virtual receptionists in the past but were unhappy with the results. And some business owners are simply too busy to take on the task of finding a virtual receptionist themselves.

Finding the best virtual receptionist.

There are several ways to find a virtual receptionist for your small business. One option is to use an online service that matches businesses with virtual receptionists. These services usually have a database of pre-screened and qualified virtual receptionists. This can be a quick and easy way to find a virtual receptionist, but it's important to ensure that your service is reputable.

Hello Rache is the leading online service for finding virtual receptionists. We have a database of pre-screened and highly-qualified virtual receptionists, so you can find the perfect virtual receptionist for your small business.

Here are some additional areas to keep in mind when searching for a virtual receptionist:

Determine your needs

The first step is identifying the tasks you need help with. Do you need someone to help answer incoming calls? Appointment setting? Handle customer service inquiries? Before beginning your search, ensure you have a clear idea of the tasks you need help with.

Determine what you can afford to pay

Virtual receptionists typically charge by the hour, so you'll need to have a precise budget in mind before beginning your search.

On average, an administrative assistant in the United States earns around $19.08 per hour. However, the rate to secure a virtual receptionist company will depend on the professional's experience and skills. With Hello Rache, the set rate makes it easy to budget for your virtual receptionist services. Plus, we use a flat fee of $9.50 per hour, making our virtual assistants great value for money.

Interview candidates

Once you've found a few potential candidates, it's time to start interviewing. This is an excellent opportunity to get to know the virtual receptionist and make sure they're a good fit for your business. Ask about their experience, skills, and availability.

Make sure you're comfortable with the receptionist you choose

This is a critical step that is often overlooked. It's important to ensure you feel comfortable with the virtual receptionist you select, as you'll be working with them regularly.

While this is a big step for your small business practice, there's no need to be overwhelmed. Preparation and patience can help you find the best virtual receptionist for your business. Hello Rache makes it easy to find a qualified virtual receptionist, so you can focus on running your business.

Find the best virtual receptionist for your small business.

If you're looking for a way to take some of the pressure off your small business, hiring a virtual receptionist may be the answer. Hello Rache makes it easy to find qualified, experienced virtual assistants who can help keep your business running smoothly. With a virtual receptionist, you'll have more time to focus on what's important — growing your business. If you're a medical provider, it means you can spend more time with your patients.

Don't hesitate to contact Hello Rache today to learn more about how virtual receptionist services can help your small business. We'll be happy to address any inquiries and help you find the best virtual receptionist for your needs.