5 Reasons Why Medical Practices Benefit From A Virtual Front Desk

A doctor starting her day at office by briefing her virtual front deskDue to technological advances, an increasing number of businesses are opting for a virtual office environment. The medical industry has followed suit, as a virtual front desk, while saving a medical practice both time and money, still offers patients excellent quality care. But though this practice is gaining in popularity, many healthcare providers are still unsure about what a virtual front desk is or how it could benefit them. We will take a look at both of these issues.

A Virtual Front Desk

A virtual front desk provides the same customer service as a traditional one, except for one thing – the person manning the desk works remotely. They carry out many regular front desk tasks like making appointments, taking payments, and answering the phone.

The person managing the responsibilities of the virtual front desk, or a virtual receptionist, thus takes on the traditional role of an in-house receptionist.

While many people believe the concept of a virtual front desk is new, this is not the case. Many businesses have engaged the services of remote workers to handle customer support as well as sales jobs.

People, on the whole, prefer to talk to a person. Human interaction is thus an important aspect of any kind of customer service provided. This makes a virtual front desk a valuable asset to any business, including medical practices. This type of front desk with its remote receptionist can ensure that your first line of client interaction is with a human.

But what, exactly, can a remote receptionist do?

A Virtual Front Desk Receptionist

A remote front desk receptionist contributes to your healthcare practice’s success in many ways, especially with the increasing demand for excellent patient care and the challenges associated with hiring qualified in-house staff. Cool Blue VA represents many qualified remote workers who can more than adequately assume the responsibilities required in managing a front desk at a fraction of the cost of a regular hire.

The tasks carried out by the remote receptionist manning your virtual front desk largely depend on the tasks you need them to complete. We will take a look at a few of the services they can provide.

Taking Calls

A virtual receptionist can take your medical practice’s calls, provide patients with needed information, and route calls where needed. Ensuring your calls are dealt with both promptly and efficiently ensures client satisfaction with fewer missed appointments.

Appointment Scheduling

An important task in any medical practice is the scheduling, and if necessary, rescheduling of appointments. This is time-consuming, and it may cut into the time your in-house staff could use to carry out other pressing tasks. A remote receptionist manning a virtual front desk can easily take on this role, keeping your appointment schedule up to date.


A virtual receptionist can handle a variety of payment options, including deductible payments and addressing overdue payments with patients. These professionals can process payments either via the phone or online. This makes it simple and easy for your patients to use technology to settle any payment balances.


Following up with patients or specialists is time-consuming. But this is something a virtual hire can do instead. They can confirm appointments, check the status of a referral, or answer patient questions. When you reach out to your patients in this way, you assure them you care about them. This promotes patient loyalty and satisfaction.

Record Updating

Keeping patients’ records up to date is one of the most vital tasks carried out by any front desk receptionist. A virtual hire can consistently keep these records updated, ensuring all files stay current. Certain states have regulations regarding these updates.

Starting Your Own Virtual Front Desk Through Cool Blue VA

Starting your own virtual front desk is easy with Cool Blue VA. You simply need to tell us about your particular requirements and the tasks you want the person taking charge of your front desk to handle. We will then present you with some imminently qualified candidates to choose from. Once you have made your choice, they can start working.

It is as easy as that.

Furthermore, there are no contracts that need signing. There are no hidden costs, and you can cancel at any time without cost. Another benefit is that your virtual hire works as an independent contractor. This means they are not your employee and are thus not bound by employment laws.

If you are looking for a cost-efficient, effective way to manage your medical front desk, a virtual front desk assistant from Cool Blue VA may offer you the ultimate staffing solution. Contact us today at 714-695-8000 to learn more about the diverse services we provide.

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