Virtual Medical Receptionist vs In-Person Medical Receptionist: Which Suits Your Needs?

Last Update: Dec 16, 2022

Serving patients in healthcare requires a team effort from hospital staff, with the medical receptionist being the most visible on the front lines. The daily tasks of a medical receptionist can impact patient care more than one would think.

According to a study, 82% of patients consider quality customer service the most important factor when choosing their healthcare needs. While patients may receive excellent service from their doctor, a medical receptionist that is difficult to deal with may turn people off and cause them to reconsider their options.

Without proper training or a suitable work environment, a struggling medical receptionist may start a domino effect in a hospital’s operations. Fortunately for businesses, today’s digital age has developed ways to improve work conditions in different fields. Thus, the idea of a virtual medical receptionist has become a new trend in healthcare.

However, one might wonder if their clinic would be better off with a traditional approach before making a change. Read on to learn more about a virtual medical receptionist vs. an in-person medical receptionist, and find out which will suit your business best.

Responsibilities of a Medical Receptionist

Medical receptionists are the “touchstone” of the medical field, serving as the central point of contact among doctors, patients, and staff. Their work requires them to be good communicators that are professional and organized, among other factors to consider when hiring healthcare receptionists.

The daily responsibilities of a medical receptionist include the following:

• Answer phone calls and emails from patients, insurance companies, and other affiliated organizations
• Schedule appointments and follow-ups for patients
• Organize medical records and other documents
• Keep the office workflow running smoothly
• Update digital records to keep information organized
• Process payments from patients
• Greet and redirect patients to fill out necessary forms
• Answer patient inquiries and concerns
• Transcribe notes from doctors
• Order necessary medical supplies

Factors to Consider for In-Person Receptionists

While many hospitals still prefer an in-person receptionist, the concerns of a traditional work environment have become more evident since the rise of the COVID-19 pandemic.

These additional factors should be addressed when handling in-person receptionists:

• Employee costs. With employees serving as the foundation of a company, employers should take into consideration the daily sacrifices that their workers put in every day, which can be broken down to these costs:
  • Commute cost. As of 2022, a report reveals that the average American pays a rise of 37% in commute costs compared to 2021 due to rising gas prices.
  • Travel time. Proving to be an additional hassle for in-person health workers, consider the time employees consume to prepare and sit through traffic instead of remote options.
  • Personal time. With both initial costs considered, employees sacrifice another precious resource in their daily commute: personal time, specifically with their loved ones. According to a study, 72% of employees consider work-life balance as an important factor to consider when looking for a job.
• Risk of infection. A recent Occupational Health & Safety report has found that 90% of U.S. employees believe in a legal and moral obligation for organizations to protect their workers from potential harm.

With your medical workers’ safety in mind amidst COVID-19, consider the health risks that in-person receptionists could bring to your hospital staff and patients.

• Pandemic fatigue. The World Health Organization (WHO) warns the public of the pandemic fatigue phenomenon, which is a mental demotivation caused by the long-term anxiety from the pandemic that affects the productivity of cultural, social, structural, and legislative environments.

Additionally, a 2022 report finds that about 52% of health and care workers attested to experiencing burnout during the pandemic, suggesting that the medical field is highly susceptible to the phenomenon.

Virtual Medical Receptionist Capabilities

The new option of virtual medical receptionists provides facilities with the best of both worlds. Aside from the training they’re equipped with for their daily responsibilities, hiring virtual medical receptionists brings the following advantages:

• Increased work productivity. Performance-based remote work statistics find that 85% of companies can attest that work productivity has improved in their sector due to greater flexibility.
• Better mental headspace. Being able to save time from daily commutes would give your virtual medical receptionists more personal time to prioritize their work-life balance. A survey report says that 84% of employees felt happier working remotely after the pandemic, revealing that some are willing to take a pay cut.
• Lower costs. A virtual medical receptionist can help your business save up by cutting off the logistical responsibilities of maintaining an office space. These expenses include rent, hardware maintenance, and even software upgrades, which can cause a hefty total. Read here to learn more about how virtual receptionist software can help your company cut costs.
• Seamless communication. With the advancement in digital tools that a virtual medical receptionist offers, communication apps are easily accessible to send files, schedules, and other information quickly and conveniently.

Finding The Right Receptionist For Your Medical Business

While reflecting on the pros and cons of a virtual medical receptionist vs. an in-person medical receptionist, consider asking yourself these questions to understand your business needs better:

• Is keeping your medical business up to date with digital trends important to you?
• Do you need a cost-efficient solution to train your medical staff?
• Are you looking for efficient ways to boost employee retention?
• Is employee safety a top priority for your work environment?

WelcomeWare Virtual Receptionist Solution: Custom Fit For All Needs

If you’re on the lookout to upgrade your medical workplace with a digital touch, look no further than WelcomeWare and our virtual receptionist solution. Equipped with the right training and technology, courtesy of the WelcomeWare kiosk software, hiring a virtual medical receptionist can greatly improve your medical business’s employee and customer experience.

Make the digital switch for your medical reception today, and contact us to learn more!