Medical Virtual Receptionist: An Upgrade in Efficiency and Patient Experience

A virtual medical receptionist is a VA that takes a position in the front line of patient contact. Just like your in-practice front desk personnel, they are the first point of contact with a patient and can handle the same responsibilities but with additional benefits that in-practice employees can’t beat.

This article will explore the roles virtual medical receptionists fill for healthcare providers, the benefits of hiring one, and what to look for in sourcing virtual receptionists.

What Roles Can Virtual Assistants Play at a Practice? 

Virtual assistants play various roles in practice and offer cost savings and additional benefits. This is why the market for virtual medical receptionist services in the USA is growing.

A recent report by AHIMA predicts that the market will increase from $684 million in 2021 to $5.3 billion in 2028. This growth is significant and shows a positive trend in the industry. The market is expected to experience substantial growth over the next few years. That is a compounded annual growth rate (CAGR) of 34%.

The tasks listed below can be completed by either one virtual assistant or a team of assistants. They can also be handled by a medical virtual receptionist, depending on the size of the practice.

The Role Of The Patient Coordinator  

Your medical virtual receptionist will be actively involved in maintaining relationships with patients, in person and online, from the moment of first contact until the last bill is settled. In a changing world where the patient experience is becoming more critical to the well-being of medical practice, the role of the patient coordinator is also becoming more vital.  

But this role also has financial ramifications. Without a clear focus on patient benefit verification and pre-authorizations, the practice stands the risk of paying hefty penalties imposed by the No Surprises Act of 2022. 

medical virtual receptionist

The Role of Medical Triage Specialists   

Virtual medical receptionists can be medical specialists, which means they can be empowered to prioritize appointments for those in fast need of medical care. They can also assist with prescription refills and answer lab-test-related queries. In addition, medical virtual receptionists who are qualified registered nurse virtual assistants can also provide telehealth services. 

This role can alleviate the medical provider from unnecessary answering of questions and spending more time away from their core focus, which is providing excellent medical care. 

Neolytix Medical Virtual Assistant

The Role of Medical Scribe  

Your virtual medical receptionist may collect vital patient information before the consultation and capture the information live during the consultation. This saves medical providers time by reducing the amount of time they spend updating charts. On average, medical providers spend 8.7 hours per week (16.6% of their working hours) on administrative tasks. 

Doctors do not have to spend extra time monitoring virtual medical scribes. The actions of our virtual receptionist for medical practices are recorded and reported by an external source. 

The Role Of Translator (Bilingual VAs)    

Imagine the points your practice will score if a patient can be served in the language of their choice. 

Having a bilingual person at your front desk would not only increase the patient experience for your existing clients, your practice would also become more appealing to new prospective patients searching for a practice where people can communicate in their language of choice.  

medical virtual receptionist

In Texas, over 12% of people speak Spanish. Studies predict that by 2050, one-third of the US population will speak Spanish. Now is a great time to welcome Spanish-speaking patients with the assistance of a bilingual medical virtual assistant

What Are the Benefits of Neolytix Virtual Receptionists?  

You are well familiar with the old expression: First impressions last.     

Your virtual front desk receptionists are in many ways, the face of your practice. They are the first people prospective patients encounter, and the impression they leave is vital to the overall patient experience and how patients perceive your practice.    

According to Forbes, it takes seven seconds for someone to create a first impression. This impression is likely to dictate how the patient will continue to perceive your practice. A bad first impression can make patients feel negative and that feeling may grow if their expectations are not met later.    

Monitoring, Reporting, And Sentiment Analysis  

Medical providers rely on hope when it comes to the service their in-practice employees offer patients. While they are busy at the back providing care to a patient, or prepping for the next session, they assume that the front-desk personnel are doing their best to provide stellar service to the patients.   

Often, issues are only detected once negative testimonials start appearing online. But then it’s too late and the level of quality of the service the practice aims to achieve becomes tainted. 

medical virtual receptionist

Source: Google

Neolytix virtual medical receptionists are equipped with cutting-edge communication technology that reports every single line of correspondence. Phone calls are recorded, transcribed, and analyzed by AI to determine how patients felt about the communication.  

Neolytix supervisors monitor medical virtual receptionists in real-time. They also review reports to ensure the virtual front desk for medical practice services are meeting their level agreements. Medical providers are frequently supplied with reports, highlighting the quality of the service provided.  

Industry-Best Communication Platforms 

Our medical virtual receptionists use advanced systems. These systems can perform sentiment analysis and other tasks. You may have noticed this after reading the section above. But apart from the monitoring function these systems provide, they are also exceptionally good at elevating the patient experience.   

medical virtual receptionist

In-depth analysis and reporting of all forms of communication 
Source: Talkdesk 

Talkdesk offers omnichannel solutions for medical office virtual receptionists to communicate with patients using their preferred channel. All communication, whether it’s text, email, phone, or live chat, is recorded and stored in one place. This creates a clear paper trail for easy access to patient information, all while following HIPAA regulations.

Reducing operational costs 

With Talkdesk, your patients won’t realize the virtual medical receptionist is working remotely.  The communication quality is so good that it seems like they are in your practice, not somewhere else. 

Using remote resources for receptionist services is cheaper than hiring an in-house employee. This virtual receptionist cost savings is one of the main advantages. Hiring an in-house employee for receptionist services is more expensive than using remote resources.   

Live Within An Hour  

Our virtual assistants across the board are trained and constantly upskilled to always be ready to roll. Our virtual assistants and medical receptionists (virtual receptionist for doctors) can quickly start working at your practice. Transition managers help them with the process so they don’t require extensive training.   

In just one hour, they can start taking calls with top technology for the best service quality. 

Uninterrupted service   

Neolytix medical virtual receptionists come with a free backup. If your virtual assistant or receptionist can’t work, a backup will smoothly step in to prevent any problems at your practice.  

And yes, this is a free benefit. 

HIPAA Compliant Virtual Receptionist 

Neolytix ensures that all virtual medical receptionist services are HIPAA compliant. Our HIPAA-compliant virtual receptionists adhere to the strictest confidentiality and security protocols, ensuring that patient information is handled with the utmost care and in full compliance with HIPAA regulations.

What does a virtual receptionist cost?

The hourly rate of a virtual medical receptionist varies and depends on many factors such as the service provider, VA’s skills, contract, amount of hours needed, and so on. Neolytix provides their best-in-industry virtual medical receptionists at $7.99 per hour, which includes the free back-up virtual assistant, a dedicated transition manager, and an ever-present supervisor to ensure high-quality service at all times.

medical virtual receptionist

Where to find a virtual medical receptionist? 

Neolytix has been providing the best virtual receptionists and virtual medical receptionists to healthcare providers nationwide for over 12 years. For more information regarding virtual medical receptionists, rates, or the featured deals, schedule a FREE, no-obligation consultation today. 

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