Three Business Efficiencies Gained with Automated Message Service

by Kristen White Blogger

First and foremost, an automated answering service frees office personnel up from having to jump on the phones each time they ring instead of helping customers that are in the office. Admin assistants may be helping patients get registered or property managers may be out in the complex working with prospective tenants. If they have to be tied to the phone then there is disruption in the process and clients that are physically in the office can have a poor experience which affects their decision to engage with the business. Productivity is lessened which affects other areas of the company and how personnel are able to manage their day. There is no need to hire an individual whose only job is to sit with the phones either during the day or after-hours when an automated service is more reliable, avoids human error and can deliver quality backed results on a consistent basis.

Emergencies happen during the day and after hours but customers expect that they will still receive a timely response no matter when they call so there needs to be a resource in place to meet this expectation. The best property management answering service has clear messages and routing options so that only truly urgent calls are immediately sent to the designated individual so they can respond quickly to the request. Non-urgent messages are held until a representative is available or until the next day when they are delivered together for review and response. This process enhances efficiency because maintenance or medical personnel are only contacted when a customer needs them at that time because the situation cannot wait until later. They can focus their attention on where the emergency is instead of fielding phone calls that don’t need their response.

A third efficiency that a message service offers is office organization and better customer perception because custom messages are created based on the client’s request. A physician’s answering service is calibrated according to the needs of the medical office based on number of doctors, community culture and on-call routing preferences. For property management companies, there are different options and messages so that customers can receive pertinent information without having to talk with an agent directly and yet still get what they need for a satisfied experience. In addition, the answering service doesn’t have to be limited to just after-hours but can take phone calls whenever needed throughout the day and without the agent having to forward calls or remember to switch it off and on.

An efficient company is able to meet their unique needs using quality backed resources and tools while maintaining customer satisfaction and response times. Employees are able to perform their tasks in an organized manner which increases productivity and benefits the company and the patient/customer with better care and attention. Flat rate services and no contracts make this an easy and affordable decision with no hidden or surprise charges based on volume and a free demo allows the client to check out the product before they make a final decision.