Virtual Reception/Office

It’s a fact, 80% of small to medium size businesses lose customers or clients daily because the phone has gone to an answering machine or voicemail message.

Our virtual reception (phone answering) for Allied Health clients can be managed via a dedicated phone line for your business with your number diverted to ours. We will:

  • Answer the phone in your business name
  • Assist in getting your phone number set up if required
  • Set up an Intake Form to ensure we capture all your clients details, customised to each business that work with us
  • Build your business by converting new enquiries
  • Transfer calls if required
  • Take messages
  • Book appointments in your online calendar
  • Provide verbal information to callers and send information via email
  • Book appointments and convert enquiries into new clients
  • Process payments
  • Assist with setting up Zoom and Coviu Telehealth options
  • Respond directly to requests (follow up)

The Time Well Spent team office is located in Melbourne and responds professionally to customer enquiries providing the necessary information to make a sale, conversion or appointment to book clients in. We also provide all necessary follow up, including further information, confirmations and product distribution.

Our current clients use our Phone Answering Service to ensure they have a real  person pick up the phone every time a customer or client makes a call to their business.  We have the majority of our clients being Psychologists and other Allied Health businesses using the service to book in clients appointments, handle payments, organise referral and funding details and take crucial details to save time in the face to face appointments. We also have Coaches, Consultants and Business Owners using the service to ensure all their clients are able to receive support for queries efficiently  (including diary and travel management), workbooks and presentations are set up with style and grace and workshops and events are managed  in a timely manner.

For our Allied Health Sector Clients we have experience in using these software programs: Cliniko, Front Desk, Halaxy, Mind Body, Nookal and Power Diary. This means we are able to book in clients immediately for you, gathering all the details through our intake process which then saves you time in your appointments so that you can spend more time with your clients assisting them with their concerns.

Messages can be forwarded to you via email or SMS. We will also update your calendar and Customer Management System with new appointments and all relevant customer data.

We provide comprehensive monthly reporting on new clients, enquiries and conversions and also assist with call reporting so that we can capture statistics for future planning and growth of staff in your team.

Call us today to learn more about how we can add value and grow your business by offering expert virtual office solutions. 03 9271 8222

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