{"id":144445,"date":"2024-01-05T13:52:24","date_gmt":"2024-01-05T13:52:24","guid":{"rendered":"https:\/\/www.techopedia.com\/?post_type=definition&p=144445"},"modified":"2024-02-07T16:29:35","modified_gmt":"2024-02-07T16:29:35","slug":"virtual-receptionist","status":"publish","type":"definition","link":"https:\/\/www.techopedia.com\/definition\/virtual-receptionist","title":{"rendered":"Virtual Receptionist"},"content":{"rendered":"

What is a Virtual Receptionist?<\/span><\/h2>\n

Virtual receptionists streamline communication with customers and help enhance customer support<\/a> systems. In this article, we\u2019ll explore what a virtual receptionist is and how they help businesses.<\/p>\n

A virtual receptionist is an automated<\/em>, interactive voice technology<\/a> built into a business phone system that answers and addresses customer calls. They manage incoming calls, provide account information, route calls, and schedule appointments.<\/div><\/div>\n

A virtual receptionist can be customized with predefined protocols or custom instructions in various languages. The key difference between virtual receptionists and in-house receptionists is that they work remotely from a call <\/a>center<\/a>, provider\u2019s office, or at home.<\/p>\n

How Does a Virtual Receptionist Work?<\/span><\/h2>\n
A virtual receptionist is a kind of automated<\/em> voice technology that’s designed to answer customer queries. With configuration<\/a>, it delivers a professional and friendly experience for callers.<\/div><\/div>\n

Most virtual receptionists offer advanced capabilities like bilingual support, and they’re HIPAA<\/a> compliant. They can be customized to answer calls, troubleshoot, or transfer calls to other departments.<\/p>\n

Virtual receptionists can also be programmed to take messages or prompt voicemails, freeing up on-site teams to focus on other important work.<\/p>\n

What Do Virtual Receptionists Do?<\/span><\/h2>\n

A virtual receptionist can do more than just answer calls. Here are other tasks they can help with:<\/p>\n

<\/span>Taking Messages<\/strong><\/div>
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Virtual receptionists record all messages received and relay them to appropriate recipients. Not just messages, they\u2019ll also save voicemails<\/a>, so no messages get lost.<\/p>\n<\/div><\/div>\n

<\/span>Answer FAQs<\/strong><\/div>
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Since voice receptionists are well-trained, they\u2019ll professionally answer the most frequently asked questions without reference, saving businesses valuable time.<\/p>\n<\/div><\/div>\n

<\/span>Offer 24\/7 Support<\/strong><\/div>
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Virtual receptionists work 24\/7, including weekends, unlike traditional receptionists who only answer calls during set open office hours. This ensures businesses never miss a sale or important call.<\/p>\n<\/div><\/div>\n

<\/span>Call Routing<\/b><\/div>
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A virtual receptionist will attend calls and will route them to the right person or department, ensuring all calls are answered efficiently and quickly.<\/p>\n<\/div><\/div>\n

<\/span>Client Intake<\/b><\/div>
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Virtual receptionists often integrate with the CRM software<\/a> to track communication history and automatically capture client information.<\/p>\n<\/div><\/div>\n

<\/span>Live Chat<\/b><\/div>
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Most virtual receptionists offer live chat<\/a>, where they guide customers and help with product information. They can also handle multiple customers, ensuring everyone receives a timely response.<\/p>\n<\/div><\/div>\n

<\/span>Lead Screening<\/b><\/div>
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Spending time on unqualified leads results in wasted efforts. A virtual receptionist will use the criteria provided by the user and screen leads on the first call and filter them accordingly.<\/p>\n<\/div><\/div>\n

<\/span>Schedule Appointments<\/strong><\/div>
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This is one of the main features of virtual receptionists. They\u2019ll arrange the meetings, confirm the time and date, and even send reminders to participants.<\/p>\n<\/div><\/div>\n

<\/span>Filter Spam Calls<\/strong><\/div>
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Virtual receptionists also block unwanted calls like spam and robocalls<\/a>. Users can create a block list by uploading individual or bulk numbers to block.<\/p>\n<\/div><\/div>\n

How Much Does a Virtual Receptionist Cost?<\/span><\/h2>\n
A virtual receptionist costs around $30 to $3,000<\/strong> a month, depending on the provider. If you select a per-minute rate, you\u2019ll be charged on your monthly call volume.<\/div><\/div>\n

If you consider monthly payments, you\u2019ll be allowed a prepaid package<\/strong> with a set limit of minutes. With this, there will be monthly minimums on how many minutes you can use.<\/p>\n

You can also go for tiered pricing<\/strong>, where you pay only for the services you want. If you only want automated call directing, choose a low-tier package. For advanced services like live agents answering FAQs, choose a higher-tier package.<\/p>\n

Advantages and Disadvantages of Virtual Receptionists<\/span><\/h2>\n

Let\u2019s look at some pros and cons of virtual receptionists:<\/p>\n

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Pros\"pros\"<\/strong><\/p>\n

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