A virtual medical receptionist is a specialized virtual assistant job. Their role is the same as that of an on-site medical receptionist, except that they work remotely. Adding a virtual receptionist will free up time for on-site staff, allowing them to focus on your patients sitting in the reception instead of taking calls for those not yet at the clinic.
Enhance Your Healthcare Practice with a Medical Virtual Receptionist
Save costs, reduce staff turnover, and deliver a consistent experience your patients thank you for. Whether you're a doctor, dentist, veterinarian, chiropractor, optometrist, or other healthcare provider, we can find a virtual healthcare receptionist you can rely on to get the job done properly.
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For A Quieter Office and Happier Patients Hire Virtual Medical Receptionists
In the healthcare industry, where long wait times and cold voice machines are normal, having a prompt response from a real person on the other line is a breath of fresh air. It reassures your patients that you care enough to have someone ready to answer them on the line.
With a medical virtual receptionist, operations run seamlessly, patients leave with smiles, and your team feels fulfilled.
Streamline your operations, deliver exceptional care, and build meaningful patient relationships with a virtual medical receptionist.
What is a Virtual Medical Receptionist?
Costs can easily pile up for medical practitioners, and that is why a Virtual Medical Receptionist has become the most viable and cost-efficient solution for many.
Here’s what role you can expect your virtual receptionist to fulfill:
- Answer questions from patients via email/phone
- Schedule appointments
- Send appointment reminders
- Manage patient inquiries
- Supply intake and new patient forms
- Respond to emails
- Manage and update the staff calendar
- Handle customer service
- Coordinate appointments and schedules
I need someone multi-skilled, GoLean. Can you deliver?
Absolutely. Most of our existing clients want a medical VA with multiple skills. Depending on your needs, you can hire VAs who also possess the following knowledge and skills:
- Patient Intake form
- Medical insurance verification
- Insurance eligibility
- Prior authorizations, and more.
”My GoLean VA has been exceptional in every way.
Dr. Brian ChonNY Eye and Face
Does the medical virtual receptionist have the necessary skills and experience for my practice?
Having a background in your specific industry would be a good place to start when hiring a virtual medical receptionist for a medical or healthcare practice. A professional certificate, associate degree, or bachelor’s degree in health sciences is not necessary to become successful as a virtual medical receptionist for healthcare practices.
A comprehensive virtual receptionist matching process starts with us getting clear about what exactly it is you are looking for, your specific industry, and the tasks your healthcare or medical virtual receptionist will be doing.
For healthcare virtual receptionists, below are what we usually start looking for:
- Answer questions from patients via email/phone
- Schedule appointments
- Send appointment reminders
- Manage patient inquiries
- Supply intake and new patient forms
This ensures we provide you with the best matches for the roster of virtual assistants you can choose from. We will ask you to fill out a form so we can make the most out of our discovery call session. It’s a chance for us to understand what you’re looking for and what your goals are for your practice.
Hiring based on experience increases the success rate of your virtual medical receptionist. Moreover, your hands-on help during their onboarding period, usually during their first two weeks with you, will help them acclimate to your service style and the systems and processes you use.
”We have many virtual assistants for our veterinary practice from GoLean and they all rock!
Kirsys M. RodriguezGeneral Manager, Bronx Vet Center
Is hiring Virtual Medical Receptionists more cost-effective compared to hiring in-house staff?
The most common question we get asked is, “How much does a virtual receptionist cost?”
Go Lean medical virtual receptionists’ rates start at only $8.5$/hr. This is at least 60% less versus their US-based counterpart, who are paid at least $21/hr in an office setting.
Moreover, we have Spanish-speaking or bilingual virtual medical receptionists who can help you cater to more patients. Rates may be different for bilingual virtual assistants. And because they work remotely, you can also save more on other employee benefits like 401k or insurance since they’re not based in the US.
Among the most important factors that are considerably a good pay-off in the long term is the low employee turnover in virtual assistants. They tend to stay longer than office-based employees and you don’t have to keep training staff that won’t be around for a long time.
Our Medical Virtual Receptionist rates start from only $8.50/hr.
No hidden charges or fees. Cancel anytime. Get started in a week.
The GoLean difference: Why hire your virtual medical receptionist from us
Step 1: Needs Analysis
When you’re ready to hire a virtual medical receptionist, we perform a needs analysis. This gives us an understanding of the tasks you expect your virtual assistant to do.
Step 2: Customized Job Description
Based on your needs analysis we customize the job description. This allows our headhunters to quickly identify and find the right potential talents.
Step 3: Refresher Training
All our VAs go through a series of refresher training sessions. We then put them through one more round of assessment before they are included in our talent base.
Step 4: Choose your top candidate.
Once we’ve identified the best fit for your practice, we set up an interview for you to get to know them and decide whether you’re ready to move forward. It’s that easy.
30-day Money-Back Guarantee
The success of your virtual medical receptionist lies in many factors, and among the most important is your commitment to treating them as one of your employees and communicating daily to train them to your standards.
In the unlikely event that you find having a virtual medical receptionist isn’t the best for your practice, we will refund your first payment within your first 30 days of working with them. The length of the trial period is different for bilingual virtual assistants.
”We are very happy and recommend GoLean all the time!
Dr. Carolyn FrancavillaHelp Your Patients Lose Weight
Ready to Find Your Virtual Medical Receptionist? Take The Next Step
Step 1: Join a discovery call
Schedule a consultation with our team to pinpoint your specific requirements, ensuring our services align with your needs.
Step 2: Match with a Candidate
If we’re the right match, we’ll forward an agreement for you to sign, and thereafter, you’ll be paired with your dedicated medical virtual assistant.
Step 3: Coaching & Onboarding
Your dedicated GoLean Coach begins to provide personalized, attentive service to steer you through our established onboarding of virtual assistants.
Got questions about hiring Virtual Medical Receptionists. Let’s answer them!
How can I be sure the virtual receptionist will provide high-quality and reliable work?
We understand that it can be a little overwhelming to start especially if it’s your first time working with someone remote. That’s why our team is there to help you onboard your virtual receptionist to get them acclimated to your practice and processes.
Starting with a little bit of training about you, your expectations, KPIs, etc. will help ensure that your expectations from each other are properly communicated. We’re also going to be closely monitoring your newly onboarded VA to help ensure success.
What’s the difference between this and a virtual receptionist answering service?
An answering service is just like that, a message-taking service. It is a good option for other businesses in the service industry, but may not be the best for those in healthcare. For one, answering services may sound a little bit mechanical and cold, whereas having a real person on the other end will help assure a lot of patients who might be anxious and need help.
Moreover, an answering service virtual receptionist is far too simplistic to take on the complex processes that happen in healthcare practices. They may or may not represent your business in the best possible way. A hit-and-miss like that can potentially adversely affect your business in the long run.
How can I manage and oversee a remote medical receptionist effectively?
Managing a remote employee might have a learning curve at first if this is your first time, but remote work has been widely adopted globally. There are many ways you can oversee your virtual receptionist.
Here are some of the things you can start with (1) work out a fixed schedule, (2) train them to your systems, (3) create an end-of-day report system, (4) schedule a regular meeting, whether that’s weekly, bi-weekly, or monthly. You can always reach out to us if you have any questions or you need guidance.
How will a virtual receptionist integrate with my current systems and workflow?
Your virtual receptionist’s integration into your systems and workflow will require some level of training you need to provide. That is the reason why we start by making sure our clients know they are an extension of their team and not an outside contractor.
Your virtual receptionist’s success will largely depend on your availability and ability to give them all the information and help they need to get started. In essence, you bring the fire and your virtual assistant will give you the fuel. Give your virtual assistant some time and for sure they will integrate nicely into your system.
How will communication work, especially if the virtual receptionist is in a different time zone?
All our virtual assistants know that they will be working in the US timezone to be in sync with our clients’ regular business hours. You can rest assured that your virtual receptionist is fully aware of the work conditions required of them. You can utilize VOIP or Voice Over IP or apps such as Zoom and Google Meet, to name a few, for your virtual meetings.
Are virtual receptionists worth it?
According to our clients, they are! Having a virtual receptionist will for sure create a “wow” experience for your patients.
What is the difference between a virtual receptionist and a virtual assistant?
A virtual receptionist is essentially a specialized virtual assistant job that focuses on taking and answering customer inquiries over the phone. For healthcare practices, they are usually the first point of contact for your patients.
What about patient confidentiality?
As healthcare practitioners ourselves, we understand your concern regarding patient information confidentiality. All our virtual assistants are trained for HIPAA and they have gone through meticulous assessments before they are included in our roster.
You can sign a business associate agreement with your VA or you can sign one with us for a small fee monthly. You’ll be able to use a proprietary system we have created for ourselves to ensure we strictly adhere to HIPAA standards.
Is virtual receptionist software the same as a virtual medical receptionist?
They are not the same as virtual receptionist software (VR) that is usually being used in large, call center-like setups for other service-based businesses. While this may work for other businesses, answering services such as this might not be the best option for the majority of those in the healthcare industry who receive patients in emergencies.
Do you offer refunds?
We offer a 30-day money-back guarantee. If you are unsatisfied within your first 30 days of payment we will refund your money for English-speaking healthcare virtual receptionists and assistants. We offer a 7-day money-back guarantee for Bilingual, Spanish-speaking virtual receptionists and assistants.
After that, we work under a month-to-month commitment so you can cancel at any time and only be charged for that month.