virtual receptionistWhy do you need a virtual receptionist? How your calls are answered and managed are critical for your business success. That’s why having a dedicated virtual receptionist isn’t just a convenience-it’s a strategic advantage that ensures your business always makes the right first impression and never misses a beat. From the first time a potential customer calls requesting a quote, to the day to day operations, a live receptionist is essential for the growth of your business. A receptionist plays a vital role in filtering those calls that need immediate attention, but our services go beyond typical virtual receptionists’ services of answering calls, scheduling appointments, and handling customer calls with care and expertise. We make sure customer satisfaction is a priority through our “one time resolution” protocols. 

How Our Virtual Receptionist Service Works

Our virtual receptionist service works by combining the efficiency of advanced technology with the personalized touch of live agents to manage your incoming calls: 
  1. Customized Greeting: Your callers are greeted by a professional virtual receptionist using a personalized message that reflects your brand’s tone and style.
  2. Call Screening and Routing: Calls are screened and routed according to your specific instructions-by department, time of day, or caller type-to ensure they reach the right person quickly.
  3. Live Call Handling: Our virtual receptionists answer calls live, providing friendly, knowledgeable assistance based on your industry and business protocols.
  4. American Live Receptionists: Our US-based virtual receptionist service offers the advantage of culturally attuned, professional agents who provide personalized, high-quality customer care.
  5. Bilingual English and Spanish Virtual Receptionists: We offer bilingual receptionists, fluent in English and Spanish, to serve diverse customer bases and address any communication barriers. 
  6. Message Taking: Responsive’s virtual receptionists carefully record caller details and deliver messages promptly via your preferred channels like email or SMS. You can customize how often you receive updates, ensuring timely follow-up without the hassle of voicemail.

Benefits of A Virtual Receptionist Service

The benefits of a virtual receptionist service include:  
  • Cost-Effective:With plans starting at just $29/month, Responsive’s virtual receptionist service is an affordable alternative to full-time in-house receptionists.
  • Professionalism: Virtual receptionists provide a professional image to your business. They handle calls and inquiries with a high level of professionalism, making a positive impression on clients and customers.
  • 24/7 Availability: Our  virtual receptionist services operates around the clock, ensuring that your business is accessible to clients in different time zones or those with urgent needs.
  • Customer Service: At Responsive Answering, we know that a virtual receptionist is the first point of contact for your business. Our intensive 3-week virtual receptionist training goes beyond basic call handling. We focus on industry expertise, phone etiquette, call handling, administrative support, brand voice, and customized solutions.
  • Call Screening: Virtual receptionists can screen calls, filtering out spam or non-essential calls, so you only deal with important matters.
  • Appointment Scheduling: Virtual receptionists can manage your calendar and schedule appointments, reducing scheduling conflicts, and helping you stay organized.
  • Scalability: Virtual receptionist services can scale up or down to accommodate your business’s changing needs, ensuring you always have the right level of support.
Whether you need someone to warmly greet anxious clients calling your law office, or a reliable professional to manage appointment bookings and customer inquiries for your growing small business, Responsive is here to help. Our virtual receptionists are trained to handle the unique demands of various industries, ensuring every caller receives prompt, knowledgeable, and friendly service.
Watch how the Responsive team answers a live call.
 

Virtual Receptionist vs. Auto Attendant

A virtual receptionist is a live, human agent who answers calls on behalf of a business, providing personalized customer service by handling inquiries, scheduling appointments, and taking messages and routing calls. In contrast, an auto attendant is an automated system that uses interactive voice response (IVR) technology to route calls through pre-recorded menus, allowing callers to self-direct by pressing keypad options, offering 24/7 availability and cost efficiency but lacking the personal touch and adaptability of a live receptionist. While auto attendants excel at managing high call volumes and providing consistent, scalable service, our virtual receptionists offer a more personal and interactive experience. There is simply no substitute for the personal touch and nuanced understanding that a live virtual receptionist provides.  

Virtual Receptionist for Lawyers

Lawyers often have incredibly demanding schedules that require their full attention. Having a virtual receptionist service in place can be especially beneficial for legal professionals. As a legal answering service, Responsive appreciates that your time is valuable, and that’s why our virtual receptionists are dedicated to efficiently managing your calls, appointments, and messages. If you are in court, you cannot be interrupted by phone calls. A virtual receptionist for lawyers service can efficiently manage incoming calls, screen for urgent matters, take messages and schedule appointments while you are focused on representing your clients. We’ve designed our service with the flexibility and professionalism you need to maintain a polished image and provide outstanding client service, all while allowing you to focus on the legal matters that demand your expertise. Our live receptionists for attorneys can take care of your calls, while also providing office and administrative support for you. As answering service professionals experienced in the legal industry, our staff knows it’s very important to manage your calls, establish personal connections and deliver first-class customer service. The responsibilities of an outsourced virtual receptionist include, but are not limited to:
  • Live phone answering,
  • Live phone transferring,
  • Call screening/forwarding,
  • Appointment scheduling,
  • Customized greetings,
  • Flexible call routing,
  • Administrative support,
  • Email & fax services, and
  • Message taking.
Responsive makes all these virtual personal assistant services affordable.  Our service does not only consist of operators sitting by telephones, our Virtual Receptionists are fully equipped with computers, scanners, and printers to respond to any executive assistant need you can think of, and to provide top-notch services. Our state-of-the-art answering service systems and technicians will work with you so as to integrate our business to yours in a seamless way. When one of your clients calls you or your company, they will be greeted by someone who names your company/practice when they answer the phone. We will follow your instructions carefully and can respond to your ever-changing needs on a daily basis.