Medical and Wellness

Never miss a call with 24/7 live receptionists.

Capture every opportunity to grow your business when live agents answer your calls around the clock.
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Here’s why businesses rely on Smith.ai

82

%

of consumers expect an immediate response to a sales inquiry

50

%

of lead generation budgets are wasted on leads who are never contacted

79

%

of marketing leads never convert into sales

67

%

of customers who receive excellent service spend up to 14% more

Talk to our expert sales team

Book a Free 15-Minute Consultation

Learn how Smith.ai can help your business. We’ll address your questions about Smith.ai phone receptionists, live chat, or both.

Call/text  (650) 727-6484

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Keeping up is impossible

Incoming calls are unpredictable

Calls come in and there isn’t always someone available to answer. We can capture and screen callers, book appointments, and log details in your software.

MORE LEADS IN LESS TIME

Care for patients while we handle the calls

Your staff only has so much time. And you can't delegate patient care. Hand off "the rest" to our receptionists. We can screen calls, book appointments, and take payments.

FOLLOW UP PROMPTLY

Outbound communications yield superior results

Smith.ai follows up for fast, effective new patient screening. We call-back website leads who complete forms and send follow-up emails and texts after every call.

46% OF CUSTOMERS PREFER LIVE CHAT

Take in more patients with live chat, texts & Facebook

New leads come to your website with questions. With Smith.ai 24/7 Live Chat, we can respond in seconds to turn website visitors into patients. We answer texts and Facebook messages, too.

integrations

Smith.ai integrates with your software.

Calls, chats, appointments, and payments are automatically logged in your systems. We directly integrate with over 30 programs, including Salesforce, Hubspot, and Zapier.

Trusted by businesses &
the agencies that support them

Everything You Need to Know About Medical and Wellness Answering Services

The best medical and wellness answering services do much more than pick up phone calls and take messages for medical professionals. At Smith.ai, we provide virtual receptionists capable of a wide range of services from calling handling, to scheduling, to lead intake, to website chat, and more. Whether you need a virtual receptionist for full-time call handling, overflow support only, after-hours, or triage, here are the answers to the most common questions we receive from physicians, physical therapists, and nurses.

What are the benefits of a medical and wellness answering service?

Medical and wellness businesses are normally too busy addressing patient care to answer every phone call that comes in, however, providing quality customer support through a reliable medical and wellness answering service can help busy medical professionals save time without neglecting client relationships. Here are a couple of the benefits medical and wellness businesses experience with us:

  • Expanded availability

With a phone answering service that’s available 24 hours a day, 7 days a week, your clients will always have a real person to talk to, whether your business is busy, closed, or on holiday. Your clients’ questions always receive a thoughtful response.

  • Increased leads captured  

Missed calls mean missed opportunities. Don’t lose out on leads just because you’re too bust to pick up the phone. Answering services provide evening, weekend, and after-hours availability so your business will never miss another call.

  • Increased work productivity

Through outsourcing call handling to an answering service, your team will be able to dedicate time where you need it most and focus on more important work to build your business.

  • Enhanced client satisfaction and business reputation

At Smith.ai, we know great customer service and how to deliver it for a range of business types and industries. Our virtual receptionists are trained in customer service and hospitality, so let us put best practices to work for you and deliver an exceptional and professional response that represents your business well every time.

  • Save money and time

No need to allocate limited time and money towards hiring an in-house receptionist when you can get all of the services you need and then some with an answering service for a fraction of the price. Medical professionals who use Smith.ai can save upwards of $30,000/year.

  • Stay up-to-date with leads and clients

Phone answering services can provide your medical and wellness business with detailed call summaries after each call and even provide your clients with chat, social media, and text messaging so you can stay in contact with your most valued clients.

A medical and wellness answering service can provide your business with much needed relief, whether your team is on a budget, overwhelmed by overflow calls, or simply looking to enrich your company’s customer service. With Smith.ai’s answering service, your medical and wellness business can receive even more benefits to help your company accomplish its goals, whatever they may be.

Smith.ai’s answering service can provide medical and wellness businesses with…

24/7 availability

After-hours & overflow answering

Bilingual answering

Outbound call-backs

Spam blocking

Appointment scheduling

Sales development

Payment collection

CRM Integration

Lead development

And much more…

With almost limitless features, Smith.ai’s answering service is guaranteed to grow your company’s productivity, revenue, and outreach. Smith.ai has offered quality service to medical and wellness businesses for years and our clients trust Smith.ai to provide their business with premium support. Read our 5-star reviews to learn why medical and wellness professionals prefer Smith.ai.

How much money will I save by hiring an answering service for my medical and wellness business compared to an in-house receptionist?

The price of a receptionist is one of the most important factors to consider when deciding on whether to hire an answering service or a traditional, in-house receptionist. Let’s look at the average price for an in-house receptionist.

The average salary nation-wide for an in-house receptionist is about $37,000 and they often come with hefty, additional fees, such as:

  • Medical, dental, and vision insurance, costing about $11,000/year
  • Life and disability insurance, costing about $2,000/year
  • 401K’s, retirement and pension plans, costing about $2,000/year
  • Paid sick leave, holidays, and vacations, costing about $5,500/year
  • Commuting reimbursement, costing about $5,000/year
  • Child care subsidy and parental leave, costing about $3,000/year
  • Health and wellness programs, costing about $1,000/year
  • Bonus pay, costing about $2,000/year
  • Company retreats, team bonding events, and employee outings, costing about $4,000/year
  • Free lunch, snacks, and drinks, costing about $3,500/year

Total Cost, Including Salary: $77,000/year

If your medical or wellness business is located in a highly populated area, you may be stuck paying even more. In-house receptionists can even add to that cost when they inevitably come in late, call in sick, request time off, take personal leaves of absence, go on vacation, and so on. On the other hand, Smith.ai’s virtual receptionists can accomplish the same tasks as an in-house receptionist and then some, barring coffee runs and supply restocks, of course, and are much less expensive because your company doesn’t have to pay for any time off, benefits, or salaries.

Smith.ai’s answering service costs as little as $140/month, with no hidden or unexpected fees. Your business could save over $35,000/year, not to mention up to $42,000/year in benefits beyond salary payments, by choosing to hire an answering service instead of an in-house receptionist. Not only will your medical and wellness business save money, but your business will also be able to optimize productivity and revenue like never before. Contrary to in-house receptionists, virtual receptionists can answer calls outside of regular business times, which is far more important than you might recognize, as 27% of leads call after hours. Smith.ai’s agents can answer live chats, texts, and social media messages. SMS answering can be overlooked, but over 46% of customers prefer communicating with businesses through text.

Virtual receptionists can even provide sales assistance by making outbound calls to convert more leads, which has been proven to be helpful. It’s critical for businesses to respond promptly, as over 67% of clients base their decision to hire a business on the initial responsiveness to their call or email. Long waiting periods encourage leads to take their business elsewhere and you may not have the opportunity to explain why you’re the right medical and wellness company to hire. With Smith.ai’s medical and wellness answering service, your business can receive all the benefits of an in-house worker without the absurd expenses. Read our article to learn more about the differences between an in-house vs. a virtual receptionist.

What common scenarios do medical and wellness businesses use virtual receptionist services for?

Keeping a medical and wellness business up and running can get hectic, from managing projects and tasks to overseeing company development and growth. Businesses like these constantly face issues that impact their ability to succeed. The most common scenarios that medical and wellness businesses use virtual receptionist services for are:

  • I need “front desk” support, but can't afford to hire in-house staff

“Front desk” support is a great way for medical and wellness businesses to receive consistent administrative assistance that can help operations run smoothly. With many medical and wellness businesses on a limited budget, however, they may not be able to afford pricey in-house receptionists, especially when they already have to pay for office rent, medical supplies, marketing, and advertising.

  • Constant interruptions from calls keep me and my team from focusing on real work

Calls come in whether your medical and wellness business is available to answer them or not. When medical professionals have to answer phone calls in addition to their regular duties, they can easily fall behind on more important tasks and lose focus. On average, it takes about 23 minutes to get back to a task after being interrupted by a phone call.

  • My medical business is growing and my team can’t handle it all

Businesses grow and it can be difficult to keep up. With calls that need to be answered, appointments that need to be scheduled, and invoices that need to be sent, medical and wellness teams can get overwhelmed and struggle to keep up.

  • I can’t offer around-the-clock availability to answer calls

When the work day ends, medical professionals and wellness leaders want to go home and enjoy their free time away from clients, but calls don’t stop coming in and leads can often be missed, as over 27% of leads call outside of normal business hours. Medical and wellness companies may not be able to provide after-hours availability, but may still want to offer accessible customer service.

If your health and wellness business is experiencing one or any of these scenarios, an answering service can help by allowing you to outsource these tasks directly to a professional agent. An answering service will take on some of the more painstaking responsibilities, addressing and alleviating the tedious issues your staff faces. Smith.ai’s virtual receptionists can accomplish the same, whether your medical company needs assistance handling phone calls, blocking spam, or qualifying leads. By eliminating the need to set aside precious time to screening calls and answering clients’ questions, your medical and wellness business can get back to focusing on more important work without letting your client relationships fall to the waste side.

What are the common problems that indicate my medical and wellness company needs a virtual receptionist service?

Medical and wellness businesses, like any business, often find themselves in compromising situations that require outsourced assistance to resolve. Some of the most common problems are:

  • I can’t answer all of the incoming calls and messages I receive from clients

With a limited staff and an endless list of assignments, medical and wellness teams frequently struggle to answer phones and respond to messages from clients when they also have to complete their other duties. Running a medical business and providing quality customer service at the same time can prove to be difficult and lead to poor performance in both.

  • I’m spending my entire day on administrative tasks and can’t get productive, real work done

With the price of in-house receptionists being as high as it is, businesses are often left to delegate daily tasks themselves. Despite spending a large portion of their day performing administrative duties, teams often struggle to balance their important projects with their regular office tasks.

  • I’m losing out on new business leads due to missed calls and it's costing me money

Responding to each call can feel impossible for medical and wellness businesses when they have higher priority assignments to address. Businesses can easily fall behind on responding to new inquiries so potential leads can be frequently missed. Leads don't wait for call-backs. They call the next business in the search results. If businesses fail to pick up, they not only lose a lead, they lose ROI, money on marketing campaigns and ad spend, as well as conversion rates from ads.

  • I can’t reply fast enough to leads to beat my competition to new clients

With the crowded marketplace for medical and wellness businesses being what it is, it can be a major obstacle for companies to distinguish themselves and stand out amongst the crowd. Providing quality customer service through quick and thoughtful responses can place businesses above their competitors, but many medical and wellness business owners often lack the time to do so.

  • I’m struggling to find and keep new clients

One of the most crucial, yet challenging aspects of growing a successful business is finding and converting new clients. With so much time and effort being spent towards existing clients, medical and wellness businesses may not have the opportunity to seek out and nurture new clients. Professionals who spread their workload too thin may not be able to deliver quality customer service. Slow response times may frustrate customers and hurt client loyalty and retention, as well.

  • My clients’ data is difficult to keep track of

Maintaining detailed phone records and call summaries can be demanding for businesses who disperse client data across a multitude of software platforms. Knowing how, when, and why clients call is significant for any business hoping to successfully navigate client relationships, but unfortunately, is not always easy to accomplish.

If your medical and wellness business is facing any of these challenges, a virtual receptionist service may be useful. One of the many wonderful aspects of Smith.ai is that our services fit your business needs, not the other way around. Our virtual receptionists can allocate time where you need it most and address the specific issues your business face, whether you need help qualifying and intaking new clients or sending invoices and collecting payments. Sign up for a free trial today and see how Smith.ai’s virtual receptionists can alleviate the problems your medical and wellness business faces.

What do I need to prepare to get started with a medical and wellness virtual receptionist service?

Determining which services are important to your medical and wellness business is a good place to start. To figure out which services would be best for your business, ask yourself what problems or opportunities you face that a virtual receptionist service can address:

  • Does your medical and wellness business need some assistance responding to leads?
  • Does your medical and wellness business fall behind in answering website, social media, and text messages?
  • Does your medical and wellness business struggle to collect payment on time?

Whatever it may be, Smith.ai’s virtual receptionists can adjust their service to better suit your business needs.

After that, consider what services would best fit your company’s activity level:

  • Does your business receive hundreds of calls a day or just a few?
  • Do you receive more online messages than calls?
  • Would your business benefit from 24/7 phone answering or would you prefer a particular time frame, such as 9-to-5, for answering calls?

Whether you get fifty calls a month or five, Smith.ai can customize your virtual receptionist service to fit your business activity so you only pay for what you need.

All you have to do next is sign up. Getting started with Smith.ai’s virtual receptionist service is simple and fast. No annual contracts, no setup fees, and no need to supply scripts.

Follow three simple steps:

  1. Complete a new client form – Just answer a few, quick questions about your business and the preferences you have and we’ll get you started. We’ll use your answers to customize the way our virtual receptionists answer your calls and your clients’ questions.
  2. Get a 14-day/20-call free trial – Experience our fully-featured service first hand for free and learn how Smith.ai’s virtual receptionist can fit into your company. We’ll collaborate with you throughout to make sure you’re getting the most out of your risk-free trial. No credit card required!
  3. Pick a monthly plan – At the end of 14 days or 20 relevant calls – whichever comes first – we’ll recommend a plan based on your company’s usage during your free trial and you get to choose what plan works best for your business. If you end up not liking the plan you chose, you can change it at any time.

Whether your medical and wellness business is looking for a full-time virtual receptionist or an occasional phone answering service, Smith.ai can offer personalized assistance to your medical team with quality customer service, lead screening, and sales development. When your company signs up with Smith.ai, you won’t just be gaining a virtual receptionist service, you’ll be gaining a professional, reliable, and friendly new team member who’s guaranteed to transform your business.

Learn more about how to get started with Smith.ai’s virtual receptionist service.

"Smith.ai is our inbound sales team. Having a trained and personable voice has transformed our ability to answer the phone and convert callers to clients."
Jeremy Treister
CMIT Solutions of Downtown Chicago
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How do the best businesses make use of Smith.ai?

Use our best practices to hit the ground running with Smith.ai virtual receptionists, and achieve results from Day One.