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How to Create the Perfect IVR System for Your Medical Answering Service

As a business owner, it is your job to provide good and quality customer service to callers investing in your business. Whether it is hiring highly skilled agents or using advanced communication tools, you need to take the right steps to present your business as professional and valuable. Getting an IVR system for your medical answering service is one such step in the right direction.

IVR System: A Business Phone Solution

An Interactive Voice Response or IVR system is an automated voice response that answers calls before an agent connects. The system interacts with the caller, identifies the purpose of the call, and assists them by redirecting them to the appropriate department or by presenting more menu options. The IVR system uses pre-recorded messages and predetermined rules to do so.

Call centers and answering services generally have a large incoming call volume. Using an IVR system can help them organize and distribute calls so that customers are better served. This system can complete simple tasks and free up agents to focus on more complex duties. In some advanced cases, the caller may not even need to speak with an agent to get their query resolved.

IVR is one of the premium business phone solutions available to businesses in different industries. Virtual phone service providers, like Global Call Forwarding, offer a customizable IVR system along with their phone service plans. You can use this feature alongside call forwarding, call recording, extensions, etc.

Designing the IVR System

So, what is the best way to set up an IVR system for your medical answering service? Designing this system depends on what you want your callers to be able to do when they call your business. Before you create the system, map out the different options that callers will have and what actions you want them to complete without interacting with an agent. Consider these questions:

  • What departments will callers have access to?
  • How many levels do you want your IVR to have?
  • What actions can callers complete through automation?
  • Why should the caller be directed to an agent?
  • Would you like to distribute calls based on geographic location or language preferences?

If you have multiple office locations or want to cater to different language preferences, you can start by distributing calls based on geographic location and language. Then, you can move on to sort out new patients and existing patients:

  • If you are a new patient, press 1.
  • If you are a recurring patient, press 2.

The next level can then provide more specific options:

  • To make an appointment, press 1.
  • To request a prescription refill, press 2.
  • For our office hours, press 3.
  • To review our directory, press 4.
  • For queries regarding insurance, press 5.
  • For customer service, press 6.

Based on caller input, you can either have pre-recorded messages that provide the necessary information or direct calls to specific individuals specialized in providing the required help.

Why Does Your Medical Answering Service Need an IVR System?

Medical businesses use IVR for a variety of reasons, whether they are clinics, hospitals, pharmacies, clinical research labs, etc. It can be used to collect or provide information, process renewals and payments, and more. Your medical answering service can use such automation to:

  • Schedule appointments
  • Collect new patient information
  • Provide drug information
  • Offer company updates
  • Process payments
  • Record prescription refill requests
  • Perform basic clinical trial screenings
  • Register complaints and issues
  • Provide recall information
  • Collect feedback, and more

Organize, Manage, Serve

Global Call Forwarding offers IVR with every one of our plans. And this is because we know how essential such a system can be for the efficient running of a business. Our IVR system is customizable and can help you organize your medical answering service’s communications better. Sign up for a new business number, or port your existing number, and take advantage of the many virtual communications tools and services available. Call us at 1 (888) 908 6171 for more information.

How Toll Free Numbers Can Be Used to Build Customer Loyalty

As your business grows, you may notice that your current phone number can’t handle the influx of new customers. Or maybe you’re missing out on customer calls because you’re using a landline and your customers are upset that they have to pay to call your business in order to make customer service calls. Perhaps you don’t want to take business calls on your personal phone line anymore. When these thoughts begin to creep in your mind, it’s time to think about getting a separate business line. Doing so can help increase customer loyalty and business credibility.

Benefits of a Toll Free Number for Customer Loyalty

So what is the best option for a separate business line? A toll free number has several benefits for a small business. The number one benefit of a toll free number is that it is a great way to begin building a loyal customer base.

Toll-free numbers or 1-800 numbers, as you may remember them as, grew in popularity in the 90s, but they are still prevalent today. One of the reasons is that they are a free way that your customers can make customer service calls to your company with. A toll-free number also gives your business the ability to reach a national audience no matter how small your company is.

So how does a toll free number build customer loyalty?


Toll free numbers are easily recognizable, and therefore people have an ingrained trust of a business with a toll free number. Toll-free numbers have been around long enough that people know that they won’t get charged for calling one and therefore have no qualms about making a phone call to your business when they need to.


Toll free numbers were created to serve the people of the business that uses them. It also helps to brand your company as a trustful company because a company that chooses a toll free number is associated with a larger company. You get access to an entire nation of customers, too. You can take the number and advertise it on all of your marketing materials. From business cards to billboards, when people begin to see your number everywhere, they will start to recognize your brand and associate the number with your company.

Customer Service

Toll free numbers up to the ante on your customer service. Most people prefer to interact with a live human on the phone when they have a problem with a product or service. They want to speak with someone right away, and they want their issues handled immediately. When you refer to the web for customer service there can be delayed responses. Choosing to staff a friendly customer service representative will do wonders for your business because it helps to put an angry customer at ease. Since many of the issues in a company can be solved over the phone, your customers will be happy with the swift response time and help. You can also offer support to your customers around the clock. Only with a toll-free number can you provide 24-hour customer service which in turn builds customer loyalty.

Customer Loyalty Toll Free Number Call Center
Source: Stockphoto.com O#23559 – ID#100185868144

Did we mention it’s free for customers?

Again, customers do not want to have to pay to call a business that messed up their order. A customer service line should be free if you want your business to be taken seriously.


Choosing a vanity number for your toll free line can also make your company much more memorable. Using a vanity such as 1-800-FLOWERS shows your customer base exactly what you are selling. Even if they forget the name of your company, they’re not likely to forget a vanity number like that.

It’s better than emails

When customers are frustrated with your company, no matter how polite you try to sound in an email, it is not going to come across well to an angry customer. Customer service lines are the best way to handle upset consumers. A brief email is no match for a charming human on the other line.


If you are running an e-commerce website, people may be wary of your business. Many of these e-commerce sites are untrustworthy and sell damaged products. When your e-commerce company provides a customer service phone line, a person is more inclined to trust your company because you have provided them a way to get in immediate contact with your business in case something goes awry.

Delegating Tasks and Managing a Team

One of the primary tasks of an entrepreneur is to delegate tasks and managing a team. Without proper delegation, business owners run the risk of using up too much of their energy, ensuring burnout and inefficiency.

Effectively Managing a Team with GCF

Luckily, modern business models have made it incredibly easy to manage their staff, especially with the recent innovations made in telecommunication. In this article, we’ll take a look at several ways to delegate tasks efficiently using Global Call Forwarding’s telecom solutions.

Time of Day Routing

One of the more popular add-ons that aids delegation for subscribers to Global Call Forwarding is “time of day routing.” As implied by the name, time of day routing redirects inbound calls based on when the call is placed. This means that you can delegate tasks by the department, for example, when another group is in a meeting. Similarly, you can redirect calls with the time of day routing to ensure that even outside of regular business hours, customers can get in touch with a representative from your organization to answer their inquiries. This helps offset overwhelming your team with an abundance of callers daily, spreading the workload around.

Also, time of day routing enables your business to outsource inbound calls out of business hours to call centers that are located in more favorable time zones. For instance, if you have a business in New York, you’re probably aware of how few hours of overlap there are between London and your headquarters. To cover those early morning hours and late afternoon calls, time of day routing can enable your business to employ a call center in the United Kingdom.

White Listing & Black Listing

Using Global Call Forwarding’s whitelisting and blacklisting capabilities can focus on which department and staff members receive calls from various sources. For instance, you may want to keep your sales team whitelisted to ensure that only important company calls are made between departments. Or, you may want your accounts receivable department to blacklist problematic callers that can gum up the workflow. By limiting and enabling different parts of your company’s communication networks, your business is more easily managed and a natural flow of delegation is possible.

Managing A Team Woman on Phone
Stockphoto.com O#23559 – ID#100158068988

The Use of Directories

Having a directory for your phone system automatically delegates inbound calls to the appropriate sources. By empowering your customers and clients with the option to self-select through your directory, each part of your organization and individual staff members have a higher likelihood of receiving inquiries from the appropriate caller.

Global Call Forwarding offers many customizable ways to create a functional directory system for your organization. These include IVR and PBX. PBX, short for Private Branch Exchange, helps create a system where customers can dial their choices numerically. For instance, using it, you can add extensions for key staff members for high-priority calls. IVR, or Integrated Voice Response, allows customers to use voice recognition technology to navigate through your directory. By having the ability to reach a staff member directly through your company, communication is easier when it comes to assigning tasks (especially in comparison to email, which may contend with important messages relegated to the SPAM folder).

Voicemail to Email

Voicemail messages are important for communication in your company, particularly when contacting staff members that have a busy schedule. However, they can be hard to access for team members on the go. Being able to access emails, however, can be an easier option. That’s where Global Call Forwarding’s voicemail to email service can make delegating through emails a cinch. When enabled, voicemails are immediately converted to mp3 files.

The advantages of voicemail to email are numerous. First, having a reference document for team members helps make sure your orders are carried out to your specifications. Second, it opens up access to documents that can be easily duplicated from user to user. Third, these voicemails can help log information and serve as a backup.

Simultaneous Ringing

Simultaneous ringing is just as the name implies: when a virtual phone number is dialed, devices connected to a particular virtual phone number ring at the same time. While this feature enables customers to have a minimum wait time, it also helps ensure that each available employee can handle incoming customers. For large volume businesses, simultaneous ringing is a must, but it can also serve as a great benefit for workplaces with a number of employees performing different roles. For instance, a call may be answered by a secretary, salesperson, or a customer service agent – which helps evenly distribute the workload depending on your team’s current availability.

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If you are interested in learning more about how Global Call Forwarding can make delegating tasks throughout your business easier, be sure to explore our website. You’ll find in-depth topics that can answer your questions and spark new ways for your business to manage itself effectively.