February 17, 2021 by bettyhayden

Top Ten Tips for How to Effectively Answer the Dental Office Telephone

Hello Friends,

The phone is ringing, the calls are coming in, but appointments aren’t being made. In fact, it is quite possible potential new patients are unintentionally being turned away.

“You never get a second chance to make a great first impression.”

What kind of impression is your dental office team creating for you? Do you really know how effective they are in answering the office telephone? Are you tracking how many calls come in and how many of those callers schedule an appointment? Does it really matter? Absolutely!

All your marketing efforts lead people to the phone first. Don’t waste your money by losing the potential patient or aggravating current patients due to poor telephone skills and habits. Your entire team (clinical & admin) should be trained on how to properly answer the phone and effectively care for the caller.

Answering the phone is a privilege and a great opportunity!

Here are 10 helpful telephone tips & ideas:

Always Smile before you pick up the phone.
Answer the phone within the first couple of rings.
Answer the phone with a thank you for calling, identify the office and give your name. (ex: Thank you for calling Dr. Smiles, this is Betty. I can help you.)
Do NOT let the caller go to voice mail (or a busy signal!) during business hours (including and especially lunch hours). People hate leaving messages. Oftentimes, they’ll hang up and call the next office on their list.
Never, ever answer the phone with “hold please” or “can you hold?”! Take a quick second, find out who they are and what they need. People hate to be put on hold. If you are habitually needing to put callers on hold, you need more people answering the phones.
For the few times when you do need to put a caller on hold – please, consider having a great message on hold service. Here’s why: Should I Use A Message On Hold Service?
Get the caller’s name early on and use it often. BEFORE you answer their initial question, you should know who you are talking with. (ie: “Great question, I can help you that. Again, my name is Betty may I ask your name?”)
Find out how they heard about your office (document the referral source in the software!).
“What type of insurance do you have?” shouldn’t be the first thing you ask. In fact, let the caller bring that part up. Your goal is to build a relationship with the caller, to get to know them and their expectations.
Offer an appointment. Sounds obvious right? You might be surprised to know how many offices miss this important step. Seriously, this one is so simple and yet it is shocking how many offices totally miss this opportunity. Remember, the goal should be to end the call with an appointment scheduled.

Set aside some time to meet as a team – everyone in the office should be trained on how to not only answer the phones but should know how to effectively handle the calls. At the very least, professionally & courteously direct the caller to someone who can help.

Practice, Practice, Practice how to effectively handle different types of calls and questions until you feel comfortable. (Yes, I am talking about role-play – I know we hate role-play it’s uncomfortable (and embarrassing) to do but it’s necessary to be truly successful. Work through the discomfort. It’s worth it!)

As a team, create your Telephone Principles (scripting guidelines)which are your goals & expectations for each call.

Know how to respond to the following callers (not just answer their question but with the goal of welcoming them into the practice by scheduling a new patient appointment):

Shopper Callers – Great opportunity! Typically, the shopper caller has a need and is ready to “buy”, that’s why they are “shopping”. Don’t blow it by refusing to quote fees over the phone or by failing to invite them to come in for a complimentary consultation.
Insurance Questions – Have a great response for: “Do you take XYZ ins?
Wrong Numbers – offer an appointment anyway.
Sales Calls – Be kind, they’re just doing their job. Maybe they need an appointment. Plus, you don’t know who they know. It’s simple – always be kind.
Organizations or local businesses requesting donations – Empower your team to fulfill their request. At the very least, offer them an appointment.

The telephone ringing should never be viewed as an interruption to your already too busy day. Certainly, handling the phones is a big responsibility but it’s an even bigger privilege. Don’t miss out on any opportunities to set your office apart from the others by always exceeding the caller’s expectations.

If you have questions about how to successfully handle telephone calls or need help training your team, don’t wait, ask for help. I’m ready to help you. Email:bhaydenconsulting@gmail.com

If you find the complimentary ideas that I share each month to be helpful for your practice, I would love and truly appreciate for you to please leave a review here on GOOGLE and/or FACEBOOK –Thank you!!

Be sure to take a second and subscribe to receive in your email inbox each month, my FREE (no spam ever!) dental marketing, leadership, and practice management tips & ideas. Or if you prefer to email me at bhaydenconsulting@gmail.com your email address and I will send you an invitation to follow.

Yours for Greater Success,

~Betty – Dental Coach

P.S. Please stop by and say hello to me on Facebook, Twitter, Instagram, LinkedIn, and Pinterest

July 19, 2016 by bettyhayden

How to Effectively Answer the Dental Office Telephone

Hello Dental Friends,

Is an article really necessary on how to answer the telephone? Absolutely! This one is key to your success. All of your marketing efforts lead people to the phone first. Don’t waste your money by losing the potential patient or aggravating current patients due to poor telephone skills and habits. Your entire team (clinical & admin) should be trained on how to properly answer the phone and handle the call. Answering the phone is a privilege and a great opportunity!

tips on answering dental office phone betty hayden consulting

Here are a few tips:

Smile before you pick up the phone.
Answer the phone within the first couple of rings.
Answer the phone with a thank you for calling, identify the office and give your name. (ex: Thank you for calling Dr.Smiles, this is Betty. I can help you)
Do NOT let the caller go to voice mail (or a busy signal!) during business hours (including lunch hours). People hate leaving messages. Oftentimes, they’ll hang up and call the next office on their list.
Never, ever answer the phone with “hold please” or “can you hold?”! Take a quick second, find out who they are and what they need. People hate to be put on hold. If you are habitually needing to put callers on hold, you need more people answering the phones.
For the few times when you do need to put a caller on hold – please, consider having a great message on hold service. Here’s why: Should I Use A Message On Hold Service?
Get the caller’s name and use it often. Find out how they heard about your office (document the referral source!). “What type of insurance do you have?” shouldn’t be the first thing you ask. In fact, let the caller bring that part up. Your goal is to build a relationship with the caller, to get to know them and their expectations.
Offer an appointment. Sounds obvious right? You might be surprised to know how many office’s I have called as a “shopper” and was never offered an appointment.
There are words/phrases that should never be used on a call. Make a list of the words/phrases you want to eliminate from the office vocabulary.

Set aside some time to meet together as a team – everyone in the office should be trained on how to not only answer the phones but they should know how to handle the calls. At the very least, professionally & courteously direct the caller to someone who can help. Role play will help all to feel more comfortable handling different types of calls.

Worried about your team members sounding like robots on the phone? Don’t be. This is what you do, create as a team, Telephone Principles (your goals & expectations for each call.)

Firm In Principle – Flexible in Procedure

The procedure may vary but the principles remain the same. This will allow the team member’s to customize their words to the individual caller’s. However, professionalism is always a must!

A few more things to consider during your meeting and training with your team:

What times are your phones being answered? Examine whether or not the times you’re actually available to answer the office phone is when your patients and potential patients are actually available to call the office.

What happens after hours? Ringing? Voice Mail? Answering Service? Here’s your chance to exceed expectations by answering the office phone after hours! (Forward calls to a cell phone.)

The Greeting – First impressions matter!!

Shopper Callers – Great opportunity! Typically, the shopper caller has a need and is ready to “buy”, that’s why they are “shopping”. Don’t blow it by refusing to quote fees over the phone. By all means, offer them to come in for a complimentary consultation.

Insurance Questions – (Have a great response to: “Do you take —-ins?)

Wrong Numbers – offer an appointment anyway.

Sales Calls – Be kind, they’re just doing their job. Maybe they need an appointment. Plus, you don’t know who they know. It’s simple – always be kind.

Moms calling for donations or any organization that asks for donations – Empower your team to fulfill their request. At the very least, offer them an appointment.

Certainly, handling the phones is a big responsibility but it’s an even bigger privilege. Don’t miss out on any opportunities to set your office apart from the others by always exceeding the caller’s expectations.

If you have questions about how to successfully handle telephone calls or need help training your team, don’t wait, ask for help. I’m ready to help you. If not me, there are many other excellent dental professionals out there that are ready to help.

Be sure to take a second and subscribe to receive in your email inbox each month, my FREE dental marketing and practice management ideas. If you liked this article, please let me know by giving it a “like”. Thank you!

Yours for Greater Success,

~Betty

P.S. Please stop by and say hello to me on Facebook, Twitter, Instagram, LinkedIn and Pinterest