Can Your Receptionists Work From Home?

Remote work flexibility is an aspect that many organizations have considered integrating into some of their departments. Some companies have cited cost-efficiency and convenience as reasons for this transition. However, not all positions can be pliable to this change, especially customer service and other departments whose functions require the person to be physically present.

With that said, can receptionists work from home? The answer is a resounding yes.

Here’s what you need to know.

How Can Receptionists Work From Home?

Traditionally, front desk reception is an in-person role where staff must be physically present to facilitate essential check-in functions. But with the advent of virtual front desk solutions, it has become possible for receptionists to perform their responsibilities remotely.

Here’s how:

The Check-In Process

Much of the conception that being a receptionist is an in-person role stems from the check-in process. A live receptionist must be present to ensure that every patient is checked in properly for their appointment.

Fortunately, with a live virtual receptionist service like WelcomeWare, receptionists can facilitate the check-in process remotely by live-streaming themselves through kiosks, greeting the patient, and checking them in promptly.

Here’s what it would look like:

1. The patient or visitor enters the clinic.
2. They walk to the touchscreen kiosk and press the check-in button.
3. A smiling remote receptionist appears on the screen, greets the patient, and shares a digitized version of any necessary forms on the screen for the patient to complete in real-time.
4. The patient fills out the form, provides their signature, and completes other processes involved during check-in, such as scheduling future appointments and collecting payment.
5. If the patient has any questions, they can ask the receptionist, who will answer them in real time.
6. The receptionist thanks the patient and asks them to wait for their turn to be called for their appointment.

Administrative Tasks

Even outside of front desk operations, administrative tasks have been known to be possible anywhere. The additional benefit to receptionists working from home is that they’ll be more efficient in performing these tasks thanks to the lack of distractions that often happen in the office.

Nevertheless, transitioning to a virtual front desk arrangement requires adjusting to a new workflow and tools. But if you choose the right remote front desk provider, such a transition should be seamless.

For example, here is how some administrative tasks can be performed remotely:

• Scheduling appointments – Scheduling software such as Calendly
• Intake forms – Google Forms and other survey software
• Answering calls – VoIP software that can connect directly to a landline phone
• Responding to emails – Gmail, Outlook, and other email providers
• Updating electronic databases – Google Sheets, CRM systems, or EMR systems

Front Desk Coverage

One of the most significant advantages of remote work for receptionists is increased availability and streamlined operations.

Your front desk operations can be significantly impacted when at least one of your receptionists:

• Suddenly don’t show up for work
• Call in sick
• Are out on vacation

In the long run, consistent front desk coverage becomes challenging to maintain because of constant turnover. A receptionist’s tenure typically lasts 12 months on average, which can lead to scrambling to hire and train a replacement.

Using a remote front desk drastically reduces issues with coverage by:

• Reducing the need to commute. Your receptionists can save an average of 72 minutes of traveling daily, enabling them to allocate more energy to their work.
• Improving staff satisfaction. Data from Global Workplace Analytics shows that 95% of employers experienced increased staff retention because of offering a work-from-home arrangement. Enabling your receptionists to work from home increases their retention significantly.
• Increasing front desk availability. If a receptionist becomes unavailable, other front desk staff can easily fill in for them. This ensures seamless visitor management by -always having someone available to greet and check in patients.

Why Should You Let Your Receptionists Work From Home?

Letting your front desk staff work remotely has plenty of advantages for them — but what’s in it for you?

There are numerous benefits to your operations:

• Increased satisfaction and retention. Work-from-home receptionists are significantly more likely to stay at your organization for a longer period of time, thanks to the benefits of a remote work arrangement.
• Streamlined front desk operations. Your front desk will always be available to check in your patients, schedule appointments, and perform other administrative tasks, even when part of your receptionist team is out.
• Maximizing receptionist ROI. Whereas in-person receptionists can only attend to one front desk at a time, a virtual receptionist can cover multiple locations simultaneously, allowing each front desk staff member to bring the most value possible to your operations.
• Cost reduction. Since you can leverage a single front desk team to cover multiple locations, you can reduce your headcount and reinvest cost savings in other aspects of operations.

Choose The Right Remote Front Desk Solution

Allowing your receptionists to work from home can bring several benefits not only to them but also to your organization as a whole. If you decide to transition to a remote work arrangement for your front desk staff, be sure to choose the right cost-effective virtual front desk solution for your receptionists.

WelcomeWare is an all-in-one software and hardware solution that enables your receptionists to work remotely. Discover how WelcomeWare can help you grow your business, streamline front desk operations, reduce costs, and improve your bottom line.