Vet Receptionists FAQ

You can always call us to get personal answers from our trusted crew.

Frequently Asked Questions

We understand that you have a lot of choices when it comes to options for answering your veterinary clinic’s phone calls. Really, all of your clinic’s communication channels, whether telephone calls, text messages, email, online chat, social media messages or the next new way to communicate.

 

Vet Receptionists! Does that mean a computer answers my phone?

Rest assured that a real, live, kind and helpful human being with a warm and comforting voice will be on the other end of the phone when your customers call. That means that a recognizable receptionist will be happy to greet your customers. Your virtual receptionist will learn your customers’ names, common orders and ways they like to communicate. Exactly how you would want it done.

Will the clients that call in to me get a different receptionist every time?

Another great question. You have the option to get a dedicated receptionist to answer the calls for your business. Your virtual receptionist will answer your phone and be the same voice your customers will be used to hearing. You may even find that your customers tell you that your receptionist is so pleasant. You can decide whether or not to tell them you are utilizing the power of a VR.

What happens when my virtual receptionist is sick or on vacation?

As with every job that utilizes the skills of a specific individual, occasionally another receptionist will need to answer your phone. With the documented flow that you helped lay out at the beginning of your relationship with us you can be certain that anyone that Vet Receptionists allows to answer your phone will be just as courteous and professional as your typical virtual receptionist.

Will the receptionist sound like they are in a huge call center?

No, absolutely not. Our receptionist will sound as if they are in a quiet, professional office with no other noise or distractions. In addition, the call quality is much better with your local receptionist. You may even be surprised to learn that often your customers will associate the pleasant voice of your new VR with YOUR company.

Most customers just leave voicemail, I don't need a receptionist, do I?

Do all of your customers leave voicemails? Maybe some of them call your competitors when they are unable to reach you. You may never know how much money you are losing when you are unable to answer every call.

I can answer my own phone, why do I need a receptionist?

It doesn’t matter what you do, phone calls are interruptions. Whether you are checking in a pet, looking up a prescription, working on stacks of documents, wondering why your computer is so slow or simply enjoying coffee with a potential client, when your phone rings you are losing precious time…both the time for the call as well as the time to get back to what you were doing. If I told you that you could get more done in a day if you had fewer interruptions would you believe me? Of course you would.

Why wouldn't I just get my own outsourced foreign receptionist?

You could. They cost less than local receptionists, but why do you think that is? Because they don’t customize their service to best suit your business. In addition, your customers have to deal with the background noise of a call center, and you are unable to give them administrative tasks to handle as your local receptionist can. With offshore calling centers, the illusion of your own receptionist is clearly dissolved and a frustrated customer of yours may be hanging up before you have a chance to do anything about it. Plus, an offshore call center sounds like an offshore call center.

What else can the receptionist do?

Rest assured that a real, live, kind and helpful human being with a warm and comforting voice will be on the other end of the phone when your customers call. That means that a recognizable receptionist will be happy to greet your customers. Your virtual receptionist will learn your customers’ names, common orders and ways they like to communicate. Exactly how you would want it done.

How will the receptionist answer the phone?

Exactly how you would like them to. We can customize the greeting during the consultation, from ‘Hello and thank you for calling ABC Veterinary’ to ‘I’m with ABC Veterinary and here to help, what can I do for you today?’

Is it local?

We are proud to say that we are based right here in the Madison, Wisconsin area. No misunderstandings and no call center noise. As far as your customers know, you have your own receptionist.

How soon can I get started?

Right away. We will schedule a consultation with you and one of our veterinary clinic experts to create a customizable call flow that you would like your calls to follow. Typically it takes 4-10 business days from signing to us answering.  This depends how in-depth you’d like us to get with your calls.

What does it cost?

Less than you think. In fact the whole idea is to allow the receptionist to MAKE YOU MONEY. That’s right, when you utilize a VR it will free up your time and resources for more business. After a consultation with Vet Receptionists you will be quoted a monthly fee based on your needs. If you could utilize a VR in order to save time and make more money, why wouldn’t you?

How does it work?

Your phone is forwarded to the VR during normal business hours. They answer the phone exactly how you want them to. Then your VR works to make sure the phone call is completed by following your instructions from your call flow chart. Any messages are given to you when and how you want them. Immediately over email or twice a day by phone or text. Your VR service is completely customizable.

Why do I need a virtual receptionist (VR)?

You may need a VR if you are missing a lot of calls. Missed calls means missed opportunities. When your potential or existing clients are unable to reach you, chances are they will be calling your competition. Your competition may be answering their phones right away.

What is Vet Receptionists?

Vet Receptionists is a company that offers virtual receptionists for veterinary clinics of all sizes. A virtual receptionist (VR) is simply a full-time receptionist, or team, that you share with a few other small businesses. This allows for substantial cost savings to you with all of the benefits of not missing an important call.

This also allows you to not have to deal with employee call-outs, late arrivals, or other employee scheduling issues.

How is call time calculated?

Vet Receptionists charges you based on the package you select that is based on the expected volume of time our receptionists will be doing work for your business. Many of our competitors have a 1 or 2-minute minimum charge per call. We calculate this by the second. We have no minimums. You calculate only the time actually used. This means that you can get a lot of junk calls and not have them harm your bottom line.

What do you do with junk calls?

It is up to you how we handle all incoming calls for your business, including the not so good calls. Most clients have us either say, “No thanks,” and hang up or simply hang up.

Does your staff have veterinary experience?

Most of our agents are trained veterinary technicians or veterinary clinc administrative assistants with years of veterinary clinic experience.  Possibly more importantly, all of our agents have pets and understand the importance of both sides of the veterinary clinic counter.  Every agent we have is highly trained in customer service that goes well beyond a typical vet clinic.

In addition, we have worked with many of the major and minor software options available to schedule and operate veterinary clinics.

Can you help me with my phone system?

Most veterinary clinic phone systems are either VoIP, cell or old fashioned copper.  We can work with all of these systems and can help you get everything set up.  We have phone system experts on staff to make this smooth and easy.