With the medical industry becoming increasingly competitive, many practices are turning to virtual receptionists to save on costs. While there are multiple benefits to using a virtual receptionist, pricing is one of the main concerns among medical professionals. This can lead to confusion when trying to figure out how much you should budget for this service.
This article covers the basics of what a virtual receptionist is, their services, and what to expect in terms of pricing. Having a clear and concise understanding of these factors is crucial when outsourcing your medical practice's receptionist needs.
What is a virtual receptionist?
A virtual receptionist is a remote worker who supplies administrative support to businesses. With medical practices, these services can include managing patient appointments, handling patient inquiries, and scheduling specialist appointments. While virtual receptionists cannot perform all of the duties of a traditional in-office receptionist, they can lighten the load for your staff and free up valuable time.
While many medical providers are still hesitant to outsource receptionist services, the truth is that virtual receptionists can offer numerous advantages. In addition to saving on costs, virtual receptionists can provide a more flexible and scalable solution for your medical practice.
Virtual receptionists are also growing in popularity globally, with data from Statista estimating there will be more than eight billion digital voice assistants by 2024. This is roughly equivalent to the world's overall population, highlighting just how big of a role virtual receptionists will play in the future.
If you're a medical provider struggling to keep up with the demand, a virtual receptionist may be a good option for you. Read through the "How it Works" page on Hello Rache to learn more about how our virtual receptionists can help you and your medical practice.
What does a virtual receptionist do?
While many are unfamiliar with virtual receptionists, these administrative professionals are becoming increasingly popular in various industries. In the medical field, a virtual receptionist can provide many services.
Manage patient appointments
One of the most important duties of a virtual receptionist is to manage patient appointments. This includes scheduling appointments, rescheduling missed appointments, and managing appointment cancellations. By outsourcing this time-consuming task, you can free up your staff to focus on other practice areas.
Handle patient inquiries
Another key responsibility of a virtual receptionist is to handle patient inquiries. This can include answering questions about appointment times, providing directions to the office space, and assisting with paperwork. Having a designated person to handle patient inquiries can reduce the amount of time your staff spends on the phone.
Schedule specialist appointments
It's common for patients to need to see a specialist for certain medical conditions. A virtual receptionist can schedule these appointments on the patient's behalf, saving your staff significant time.
Update patient records
Another key responsibility of a virtual receptionist is to keep patient records up to date. This includes updating contact information, insurance information, and medical history. By keeping patient records up to date, you can ensure that your staff has the most accurate information when they need it.
Send appointment confirmations
It's also important to send appointment confirmations to patients. A virtual receptionist can manage this process for you by sending appointment reminders via email or text. This helps reduce missed appointments and ensures that your patients are always aware of their upcoming appointment times.
In some cases, patients may need to make a payment for their co-pay or outstanding balance. A virtual receptionist can process payments via a card reader and secure platform located right in your office. The patient can communicate with the receptionist through a computer screen using a program like Zoom.
File insurance claims
A virtual receptionist can also file insurance claims on your behalf. This includes submitting the claim to the insurance company, following up on the claim's status, and assisting with appeals. By outsourcing this time-consuming task, you can free up your staff to focus on more crucial tasks.
The scope of services will also depend on the size of your practice and the number of patients you see. If you have a small practice with only a few staff members, you may not need all of the above services. Conversely, if you have a larger practice with multiple specialists, you may need a Virtual Administrative Assistant who can handle a higher incoming call volume and appointments.
Virtual front desk services are versatile
Medical organizations come in all shapes and sizes, and so do the needs of their staff and patients. This is why virtual front desk services are so versatile — they can be tailored to fit any type of practice. Whether you have a small or considerably large practice, a remote receptionist can provide the support you need to run your office more efficiently.
For example, a practice specializing in dermatology may only need virtual receptionist services to handle patient inquiries and appointment settings. On the other hand, a pain management practice may need a virtual receptionist who can also follow up on prescription refill requests and file insurance claims. The important thing is to find a company that offers services that fit the specific needs of your practice.
The versatility of virtual front desk services doesn't stop there. In addition to being able to tailor the services to fit your practice, you can also choose the hours that your receptionist works. This is a great option for practices that have extended hours or need weekend coverage. Depending on your needs, you can even choose to have your receptionist work full-time or part-time.
If you are a specialty practice, such as a dental office or veterinary clinic, you may have unique needs that require a more customized solution. Fortunately, Hello Rache offers virtual front desk services specifically for specialty practices. We’ll match you with trained specialist staff that understand the unique needs of these practices and can provide a solution tailored to your needs.
No matter what type of office you manage, a virtual front desk solution can help you operate your practice more efficiently. By outsourcing this time-consuming task, you can free up your staff to focus on more crucial tasks.
The benefits of hiring a virtual receptionist
There are many reasons why medical practices choose to outsource their receptionist needs. The most common reason is to save on additional costs, but there are other benefits as well.
By hiring a virtual receptionist, you can:
Free up time for your staff members
One of the most noteworthy advantages of hiring a virtual receptionist is that it frees up time for your staff members. With the demands many healthcare professionals face on a daily basis, it can be difficult to find time to handle all of the administrative tasks required to keep a medical practice running smoothly. A virtual receptionist can take on many of these tasks, alleviating the burden on your staff.
Improve the level of care for patients
When your staff is bogged down with administrative tasks, it can lead to long wait times for your patients. This can be detrimental to a practice, as a 2020 study from Software Advice showed that 24% of patients say they’ve changed doctors because of long wait times. A virtual receptionist can help reduce these wait times by handling tasks that pop up throughout the day, such as appointment scheduling and handling inquiries.
Offer after-hours support
Another benefit of hiring a virtual receptionist is that they can offer after-hours support. This is beneficial for practices that have extended hours or need coverage on weekends. Having a receptionist available during these times can provide your patients with the support they need when they need it.
Reduce your overhead costs
Another one of the most prominent advantages of hiring a virtual receptionist is that it can help reduce your overhead costs. When you outsource your receptionist needs, the cost for these services is all-inclusive. This makes it more straightforward to budget for, as you don't have to worry about the added costs associated with benefits, vacation days, and sick days.
Reduced wait times
As mentioned earlier, one of the biggest advantages of hiring a virtual receptionist is that they can help reduce wait times for your patients. By taking on tasks such as scheduling appointments and handling inquiries, a virtual receptionist can help keep your appointment schedule full and your patients happy.
When it comes to choosing a virtual front desk solution for your medical practice, it’s important to find a company that offers a range of services that fit the specific needs of your practice.
Hello Rache is a great option for practices of all sizes and specialties. With a team of highly-trained professionals, Hello Rache can provide the support you need to run your practice more efficiently. Contact us today to learn more about our services and how we can help you take your practice to the next level.
Overview of virtual receptionist pricing
The cost of a virtual receptionist can vary depending on the services you need, the size of your practice, and the company you choose to hire. Some companies charge by the hour, while others charge a monthly or annual fee.
It's crucial for providers and business owners to understand the different types of pricing models available so they can make an informed judgment when hiring a virtual receptionist. Pricing by the hour may be more convenient for providers who only need occasional coverage, while a monthly plan may be more cost-effective for providers who need regular support.
When you work with Hello Rache, you can expect flat-rate pricing and the convenience of no contracts or hidden costs. For an hourly rate of $9.50 per hour, you can get a receptionist with medical experience and HIPAA certification who can immediately start elevating the patient experience in your practice.
We understand that the needs of your practice may change over time, which is why we offer affordable custom plans that can be customized to fit the specific needs of your practice.
You don't have to worry about the extra costs associated with benefits, vacation days, or sick days. With a virtual receptionist managing your front desk, you can focus on providing the best possible care for your valued patients.
Virtual front desks are the future of healthcare
Looking at patterns in the medical industry, it’s clear that virtual front desks are part of the future of healthcare. As more and more practices outsource their receptionist needs, the demand for these services will continue to grow. Without the need for a physical front desk staff member, practices can save on overhead costs and invest in other areas of their business.
There are ample benefits to investing back into your practice. With the money you save on overhead costs, you can invest in new technology, hire additional staff, or provide continuing education for your existing staff. All of these investments will help improve your practice's efficiency, quality, and overall care.
If you're considering hiring a virtual receptionist, now is the time to do it. With the help of a skilled and experienced team, you can take your practice to the next level.
Transform your practice with a virtual receptionist
It is crucial for medical providers to stay up-to-date on the latest advances in the medical field so they can offer the best possible care to their patients. However, this can be difficult given how quickly advancements are made. With the help of a virtual receptionist, tasks like checking-in patients, answering incoming calls, and processing co-payments can be taken off of your plate so you can focus on providing the best care possible.
When you hire a virtual administrative assistant, you're investing in the future of your practice. Hello Rache is the leading provider of virtual front desk services, and we're here to help transform your practice. With our team of highly-trained professionals, we can alleviate the stress that comes with managing a front desk. Contact us today to talk with an expert team member and learn more about our services.