There is an incredible degree of flexibility when you work with Smiledog as your virtual reception solution. Some of our clients come on board with Smiledog as full-time users, meaning that Smiledog handles all incoming calls and messaging. However, many businesses don’t need that much coverage, and would prefer using Smiledog on a part time or backup basis. The good news is that our services are entirely customizable, and we can arrange a coverage solution that meets your individual needs.
Whether using Smiledog full or part time, the way our service works is the same. If Smiledog is answering your incoming calls for that day, each caller is answered with a live receptionist, using your preferred greeting. After announcing the call, we complete the transfer, or take a message as directed. Full time reception users get this service throughout the business day, every day.
Those using Smiledog on a part time basis can manage their service in a few different ways. The first option is to simply turn on the call forwarding feature, sending calls coming directly to your business line to Smiledog’s dedicated line for your business. This is a great feature that you might use when you have meetings, are out of the office, or otherwise need phone coverage. It’s also convenient for call answering while your receptionist is at lunch, on vacation, or otherwise unable to answer calls.
The second option for part time Smiledog services is is to use our busy call forwarding service, which sends the call to Smiledog if the incoming line is busy. This is great for businesses who have occasional high call volumes. Another option is to have the call automatically transferred after 3 or 4 rings, a great option if you don’t want to worry about remembering to turn on the feature when needed.
At Smiledog, we understand that every business is different, and we want to meet your needs, whatever they may be. Our services are completely customizable, and we focus our energy on making sure we fulfill your needs and expectations.
Call Smiledog today and learn how virtual receptionist services can change your office operations for the better! If you’re ready to begin now, visit our GETTING STARTED page!
Those running busy medical offices may not realize just how beneficial virtual receptionists can be for increasing productivity and freeing up support staff for more complex tasks. Smiledog is the perfect complement to medical offices, as they are experts at handling appointment setting as well as call-outs for rescheduling as needed. By turning over repetitive tasks such as appointment setting to Smiledog, staff is able to give patients with more pressing issues and concerns better attention. We can help make your medical office one that is more fully-focused on patient care.
Each medical office runs differently and has different patient loads and needs. While Smiledog can’t handle every caller’s medical concern, they can certainly take a portion of the call load and ease the stress on your existing staff. Many medical offices employ a full time receptionist who juggles in-office patients as well as those calling on the phone.
When you set up virtual reception with Smiledog, we can take those callers simply seeking to set an appointment. With our dynamic web calendaring systems, these appointments are updated in real time. You’ll never have to worry about a double-booked appointment, as the calendaring system is always up-to-date.
The less time your support staff is spending on the phone, the more face time they have with patients in your office. In most medical offices, there are always people coming in and out of the office with various needs — whether to check in, to ask a question, or to pay a bill. By freeing up your support staff from appointment setting, they are better able to focus their attention on those in immediate need. Your patients will notice the difference!
Are you ready to use virtual reception services to improve your medical office or just want to learn more about how we can help you? Visit our GETTING STARTED page for more information now!
We work with businesses of all kinds as a virtual reception provider, and law offices are among those firms that can really benefit from trying out our services. We serve offices with several partners, as well as single proprietors hanging their own shingle. Because of the nature of incoming calls to law offices, we think our services are ideal for improving client communication and satisfaction. In addition, virtual receptionists alleviates the pressure of attracting, training, and retaining reliable reception staff.
Some firms find themselves in a kind of limbo state, where they would like to hire a full time receptionist, but they can squeak by with their support staff — or even they themselves — answering the incoming calls. This works for a while, but does decrease overall productivity. It can also get complicated and stressful when work requires spending time at the courthouse or traveling. So why consider virtual reception?
In busy legal offices, your support staff is often engaged in important tasks. Freeing them from the task of answering each incoming call has the potential to greatly increase their productivity. Instead of using firm resources to employ a receptionist, you can instead focus resources in other areas more likely to improve the firm’s bottom line, like marketing or additional support staff. Why spend money on attracting, training, and retaining a full time receptionist when Smiledog virtual receptionists can do it all, hassle free, at an affordable rate?
Some law offices set up a marketing number with Smiledog, directing those calling in via marketing materials to our friendly receptionists. Our receptionists can take down callers’ information for you to call back, or can transfer calls directly to you as you direct. Marketing your firm is necessary to grow your client base, but you can’t always take every incoming call. Rather than lose potential new clients, why not direct them to one of our virtual receptionists instead?
Callers to your law office will hear a friendly, personalized greeting when they call, established by you at the time of sign up. Our receptionists will announce and transfer the call or take a message, as the situation dictates. If you are going to be at the courthouse all day or in important client meetings, you can send a message to Smiledog to advise our receptionist of your needs.
Want Smiledog to automatically take a messages all day? We can do that. Want Smiledog to transfer calls to one of your associates while you’re out? We can do that too. Each and every day, we can personalize how your calls are handled. If you get busy and can’t contact us to let us know your preferences? We’ll continue attempting to announce and transfer each call, and take a message if we cannot reach you. The only time during your business hours that your clients are routed to voicemail is if they are calling with business of a sensitive or confidential nature. As with all of your messages, you’re notified immediately via e-mail or SMS/text.
Are you ready to sign-up for virtual reception services or just want to learn more about it? Visit our GETTING STARTED page for more information now!
Businesses of many different stripes can benefit from giving virtual reception a try. Business to business and manufacturing firms are great candidates for virtual reception services. Incoming calls to these businesses must be handled quickly and efficiently, and Smiledog can help make that possible through friendly, capable virtual reception.
What tends to happen in growing businesses is the administrative staff juggles the incoming calls while also completing their other office responsibilities. Occasionally, these two objectives conflict, and often the ringing phone gets the “short end of the stick.” Perhaps there is a client in the office that your admin is helping with an issue, and the phone starts to ring. Typically he or she would be at the desk, available to take the call, but certainly can’t walk away from a client to take a call.
This is a scenario where virtual reception really makes sense. Your administrative staff no longer has to juggle incoming calls with administrative work — they can focus on the job duties that keep the business humming along. Our virtual receptionist can answer calls quickly, route them effectively, and everyone gets to experience even greater productivity.
Callers to your firm will hear your personalized greeting via our Smiledog receptionist. Our receptionists will announce the call and check availability prior to transfer. If you prefer a message, they’ll be happy to do so, or they can send the call through to you promptly. Every call is answer live, which means nothing slips through the cracks. We’re confident that you’ll be satisfied with the improved productivity in your office even as your clients experience even greater levels of customer satisfaction. Everybody wins!
Are you ready to get started with Smiledog? You can visit our GETTING STARTED page for more information about how to sign up, or you can call our office to discuss how we can help your business grow with virtual reception!
Most clients, before they join Smiledog, are familiar with voicemail and how it works. In fact, many of our clients were using voicemail as a de facto receptionist before coming to Smiledog and enjoying the benefits of a live answer to their incoming calls. When a client joins the Smiledog family, they’re given a voicemail account, which is utilized in a few different ways.
You might be wondering, “Wait! I’m looking for virtual reception, not another voicemail service.” Of course, we understand that! Your Smiledog voicemail during business hours is strictly used for confidential messaging that is “for your ears only.” Most clients don’t have urgent, private messaging, but we don’t want to close off that option to our clients, especially those in sensitive occupations like an attorney, doctor, or accountant. The only time your caller would be routed to voicemail during our daytime hours is in this “confidential” scenario.
The other use for your Smiledog voicemail box is after hours, when the office is closed. Our typical client receiving a call after hours will have their incoming calls routed to voicemail. Those messages are automatically emailed out and the client can play the message as soon as they receive it, either online or you can call in, if you prefer. This is a terrific way to keep up on your messages, even if you’re at home. Even if someone has an urgent after hours need, you’ll get that message as soon as possible.
We’re confident that you’ll find our virtual reception services a great way to grow your business and increase your productivity. It’s easy to get started, and you can be up and running within 24-48 hours.
Call our office if you’re ready to learn more, or your can use our contact form. You can also visit our GETTING STARTED page that will start you on the path to terrific Smiledog services!
Smiledog prides itself on being a virtual reception provider that really listen to its prospective clients, offering them ways to increase and grow their business, no matter what their current circumstances may be. They do this by offering a variety of different services that businesses can use depending on their needs, which can later be changed or altered if needed, in order meet the needs of a growing company.
Our staff really shines when it comes to full-time virtual reception services. With one simple call forwarding function, Smiledog can answer all of your incoming calls according to your predetermined script, announce and transfer calls as needed, and take messages as you direct. For businesses that are appointment-based, Smiledog can also use live, dynamic web-based calendaring systems to book appointments for you. This means no double-booking, even if you are booking an appointment with a client at your office at the same time.
We offer 24×7 backup answering service for clients that need that kind of coverage. This is the type of service that many plumbers, roofing, or those in health services might need for clients with after-hours emergency needs. This service is a little different than the services offered during normal business hours, but no less effective in getting you your messages as soon as they come in. We can use auto-attendants or redirects to other numbers as well. You let us know your needs, and we make it happen.
Typically, incoming calls after hours are routed to voicemail, where clients are invited to leave a message for you. As soon as the call is completed, you’re notified via email with the audio message attached. We can also use alternative notification services such as text/SMS. This means that you get your after hours messages immediately, without any kind of delays. We want to serve our clients to the best of our ability at all hours, so this is why you can count on us for reliable after hours services. For those who use our appointment-setting services, unfortunately we cannot provide these services after hours.
Smiledog makes it easy for any business to get started with their services, and most businesses can be up and running within 24-48 hours. We can get you started over the phone or even right online —it’s really that easy! There is no need to change your number or any of your marketing materials to use Smiledog services, so you can try Smiledog with confidence. In addition, you can probably do the forwarding easily using the phone system you already have. There is no complicated changes to your phone system needed, in most cases.
We think you’ll love versatile and affordable of virtual reception services —not only how it makes messaging easier and more convenient, but also how it can increase your productivity and business volume.
Call our office today or use our contact form to get in touch and learn more about our services. If you want to sign up today, it’s very easy! Just visit our GETTING STARTED page!
One of the most common questions that we’re asked here at Smiledog is, “How the heck do my incoming calls get to your offsite receptionist?” After all, many of our clients are not in the same city as we are. The answer may be surprising: it actually isn’t that tough at all to make this transition, and it is likely that your current phone system already has the technical capability built right in. If you’re interested in making the transition to an offsite receptionist, the transition could be as easy as changing a few programming options.
We offer three types of call forwarding features, and businesses choose the option that best fits their business needs. We offer full call-forwarding, “busy” call forwarding, and “no-answer” or delayed call forwarding. Once you sign up with Smiledog services and choose your type of call forwarding, services are as easy as forwarding to your unique, dedicated Smiledog phone number you receive upon signup.
Full call forwarding is the solution for clients who don’t currently have in-house reception, and wish to have all incoming calls answered by our friendly receptionists. This is an easy, hassle-free setup. All you do is forward your current business line to us and leave the settings in place permanently. You go from no reception to full-service, friendly reception in a matter of hours — no reading resumes, running background checks, or haggling over hourly pay. It’s really that easy!
Busy call forwarding is the next option that we offer to our clients, where the line is forwarded to Smiledog only when your line rings busy. This makes Smiledog a backup reception, ready to take the call when your current receptionist is busy with other clients. Forget missing important calls — you’ll get your messages instantly via email or text from our receptionists.
The final type of call forwarding that we offer to our clients is a no-answer or delayed call forward option. In this scenario, your callers are sent to Smiledog’s receptionist after a set of rings with no answer. Most of these clients tend to have periodic episodes of high call volume, or receptionists that double as office administrators and who have duties that periodically take them away from the phones. After a number of rings that you specify — usually 3 or 4 — the call is forwarded to Smiledog. Using this option prevents missing calls (and potential new business) and relieves you of the need to hire a another person to your payroll.
If you are ready to expand and grow your business, one way to do that is to use virtual reception. We allow you to take more calls, get more messages, and book more business.
Call our office today or use our online contact form to learn more, or visit our GETTING STARTED page and sign up right now!
Getting started with Smiledog offsite virtual reception service is about as easy at it gets. We live in a technological age where the Internet makes it easy to make a change such as starting virtual reception services quick and pain-free. The main issue our clients experience during the setup process is forwarding a current business line to the new, exclusive Smiledog phone line.
When you start with Smiledog, we don’t expect you to change your number. We understand the marketing money that you’ve invested in your advertising, and changing your number in phone books, business cards, and in other venues can be costly as well as a hassle. That’s why we provide a number to which you can forward your current line, making the change to your Smiledog number seamless and easy.
There are a few ways that you can use Smiledog services. The first way that many of our clients choose to use our services is as a full-time reception solution. This service is straight-forward and simple, meaning that you forward your phone line to our service as a permanent reception solution. We answer all incoming calls according to your preferred script, announce and transfer calls or take messages as you direct from day to day.
You might be wondering how to forward your number, and most of our clients can do it themselves at their business location. Should you run into difficulty during this step, you can call your telephone provider and they can direct you step-by-step how to forward, or send a technician to assist you. Call forwarding in this manner results in all calls being forwarded to Smiledog when clients make a call to your office number.
Smiledog also offers backup reception options for their clients, which can work a few different ways. How you use it is entirely up to you. Some clients use Smiledog only when they are out of the office, turning on the call forwarding when they leave.
An alternative option for backup reception is to set up no-answer or delayed call forwarding. This is a great option for those who have in-house reception with periodic high call volume, or who also deal with administrative manners or helping clients in the office. For these times when the in-house receptionist isn’t available, calls can be forwarded to Smiledog. Usually in this scenario, you might have an auto-forward that engages after 3 or 4 rings.
For those wanting this more involved forwarding setup, we will assist you in getting everything exactly as you want it. Smiledog wants you to have your virtual reception settings arranged exactly in the manner that most benefits your business and helps it to grow. We are here for our clients, and we are flexible, tailoring our services to meet your needs.
If you are ready to try virtual reception services, call our office direct today or use our contact form to get in touch. You can also visit our GETTING STARTED page and sign up now! We are excited to learn more about your business and help you discover the ways that Smiledog can help you grow even further!
Smiledog has a few key goals as a provider of virtual reception services, not the least of which is to provide services that are every bit as smooth as traditional in-house reception. After all, who wants sub-par reception services? For many of our clients, the person answering the business phone is the main “face” of the business — the first point of contact.
If you are thinking about using Smiledog for your business, you might be wondering how calls are handled when you are unavailable to take them — whether you’re out of the office, on vacation, or otherwise engaged. There are a few ways that Smiledog handles this sort of situation, with the most important factor being whether or not we know you’re out of the office.
The best way to keep things quick and efficient in the handling of calls when you’re out of the office is to notify Smiledog of your absence. If we know that you’re gone for a block of time, we can automatically take the message without going through any other steps to locate you. For the convenience of your clients calling in to reach you, we always suggest you notify Smiledog when unable to take calls for a longer-than-normal period of time.
Of course, unexpected things happen, and your virtual receptionist isn’t always foremost in your mind! Those times when you simply cannot contact Smiledog to let us know about your out-of-office status, we will answer calls according to our established best practices.
Under normal circumstances, if you receive an incoming call, Smiledog attempts to call your preferred line to announce the call to you and determine if you’re available for a transfer. If so, we proceed, and if not, we take a message and relay it immediately via email.
So, if you’re out of the office but are unable to let us know, we’ll continue answering calls as usual and sending the messages via email.
Smiledog can handle calls when you’re out of the office, whether you’re able to let us know about the absence or not. We never want to send callers into the black hole of a voicemail, especially when you’re out of the office and unable to check it. Most people are able to access their email via home computer or smartphone, meaning you can still check your messages even when away from the office.
Call Smiledog today to discuss your business goals, and learn how we can help streamline your operations and keep things going even when you’re out of the office!
Smiledog offers businesses of all sizes services tailor-made for the scope of their operations. Virtual receptionist services are not just for small offices with a few people or for home-based businesses. Smiledog’s services are a scalable, offering full service virtual reception for larger businesses, from 10 — 100 employees. If you have many employees who each need to be able to receive calls and have messages taken, it’s no problem handling these multiple lines.
Smiledog’s systems can handle multiple employee extensions or cell numbers, in addition to emails. Our established set of best practices help us to efficiently handle all incoming calls for your business. When we receive a call for one of your employees by name, we announce the call to that person’s preferred line, whether office, cell, or home. If unavailable, we’ll take the message and send it instantly to their preferred email.
Let’s say you operate a law firm with 20 attorneys on staff. We would have each attorney’s name in our system, in addition to their contact information and email address. Each attorney can call in with their schedule for the day, letting Smiledog know if they’ll be in the office and available, or elsewhere with clients and needing messages taken. The only difference between Smiledog receptionists and in-house receptionists is where the receptionist is sitting.
Smiledog’s reliable virtual receptionist services are scalable, working well for one-person shops all the way to busy 100-person offices. If you have a large office and are considering virtual reception, give Smiledog a call today to discuss how we can streamline your reception and simplify your office operations!