Custom Automated Message System for a Health Practice

Posted by Olovanderson on August 1st, 2018

Customer service in a doctor’s office starts with the front receptionist greeting patients with a smile and getting them checked in or it could begin on the phone with an automated recording letting the caller know how to proceed. Depending on whether the office is open or closed determines which greeting you receive but both should be professional, friendly and informative.

Outside of the emergency room, there is no medical practice that stays open 24 hours a day but there needs to be a way to access the physician in case of an emergency which is why there is a medical after hours answering service. This resource is available for an affordable monthly rate and without an annual contract when you find the right partnership and connect with a reliable service. Automation is easier than hiring a ‘live’ service where messages can be captured incorrectly, HIPAA laws can be violated and human error is possible. An automated system is set-up to let the caller make the decisions in an understandable format and capture the information exactly as it is left for the doctor.

It is important when choosing a medical after hours answering service that you carefully review the specifications and functions they can provide. Since every health practice works slightly different it is necessary to utilize a service that can be customized to meet your unique needs and organization requirements. A single doctor practice is less complicated than an office with multiple physicians who rotate the on-call schedule or only deal with their own patients because of specialty differences. The automated system can be set-up in such a way that the caller indicates whether they are calling for an emergency or routine question which then routes them to the appropriate next step. Urgent calls are immediately routed to the on-call doctor and connected to the patient showing the office number on the callback to protect physician privacy. All other calls are recorded, stored and then routed to the designated email (or other electronic recipient) at the selected time or intervals. This way the staff can dedicate part of their schedule during the day to listening and handling patient calls and responding in a timely manner. The benefit is the amount of time that is freed up to focus on patient care and the peace of mind that clients have that their medical office cares about all their needs and issues.

Another customization to look for is the ability to have a multi-lingual recording for a diverse ethnic community. During times of stress it is helpful to hear a message in a native tongue and be able to leave a recording without having to struggle for the words during which the details could be lost or missed. The top medical after hours answering service is a resource that provides organization, customer service and communication enhancement for an affordable price that doesn’t have to break the budget even with customization for the office. Go online and check out the options today and try for free to see how this feature can improve your relationship with the community and the office flow of work.

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