Читать книгу Managing Patients: The Patient Experience Guidelines for Pratctice Success - American Dental Association - Страница 8

Even though people are doing more from their computers, phones and tablets, a phone call is still likely to be the first communication with your practice. Follow these tips to make a patient’s right connection:

• Try to answer every phone call by the third ring.

• The person who answers the phone should speak “with a smile” in his/her voice. Try it; having a smile on your face really does make your voice friendlier.

• Have a standard greeting that is used without exception by everyone who answers the phone. Make sure it mentions the name of the practice, the name of the person speaking and that it invites the caller to share the reason for their call.

• Use scripts to handle the most frequent topics covered over the phone, whether it’s visiting the practice, changing or canceling an appointment, or handling an emergency, etc.

Scripts ensure that the same message is communicated to every patient every time.

Scripts ensure that the same message is communicated to every patient every time.

Have your team role play different telephone scenarios so they become comfortable with them.

Have your team role play different telephone scenarios so they become comfortable with them.

• Don’t allow interruptions or put callers on hold unless there is a medical emergency or a situation that requires staff members to abandon their duties. Short holds to answer another line before the fourth ring may be necessary.

• Once callers indicate they’re interested in a first appointment, restate your name and ask for theirs.

• Start completing a new patient intake form.

Basic questions that should be on the form include:

The date of the caller’s most recent dental appointment

The patient’s availability

Any medical issues

How they prefer to be contacted if necessary

Whether they have coverage through a dental benefit plan

Any other information that will allow you and your staff to better accommodate them

• Thank callers for contacting your practice and invite them to visit the office, even if they don’t make an appointment. While few callers will take you up on the offer, it lets them know that your practice is an accessible and caring environment.

• Make sure every caller feels like he or she is the most important person you’ll talk with all day.

Make sure every caller feels like he or she is the most important person you’ll talk with all day.

• Have the front desk staff direct all new patients to the practice website. You and your staff can even suggest specific pages with content that’s relevant to their visit. Of course, make sure your website looks professional, has strong visual appeal and is easy to navigate.

Consider whether you’re comfortable with patients making online appointments; if so, ask your webmaster if that feature can be integrated into your website.

Consider whether you’re comfortable with patients making online appointments; if so, ask your webmaster if that feature can be integrated into your website.

Many practices also offer a newsletter, available by an “opt-in” email and via the practice website. This is a great way to keep patients engaged with you and your practice.