Services
SUCCESSFUL BUSINESSES HAVE ANSWERING SOLUTIONS
Call us today and learn how we may be able to help you. When we understand your business' structure, a specialist in our office will be able to determine what best fits your company's needs.
Our phones are never off, so call right now! 800-543-5178
Technical Support
We can create a comprehensive system/database on our end, or we can log onto your internal network so that it will allow us to assist callers in technical support questions.
Seminar Registration
Imagine: You are the caller that is interested in registering for an advertised class/seminar. You dial the number and hear a kind voice on the other end say, "Thank you for calling business name. This is Communications Specialist. How may I help you?"
S/he answers your questions, takes your contact info and a credit card for the deposit and gives you a confirmation number as a guarantee. When you get off the phone you check your e-mail and you have received a notification e-mail that you are registered for the class, a detailed description of the event, address and directions.
You also notice a few days later that your credit card has been charged and another e-mail has been sent confirming your spot in the class. The next night you get another e-mail saying, "This is just a friendly reminder of your reservation for tomorrow....."
You were impressed the whole time with how warm and inviting everyone was from start to finish and are amazed at how simple the whole process was for you.
NOTE: Our communication specialists create a comprehensive package for your business that makes the reservation process simple and accurate. Our staff is always warm and inviting and with the best interests of your business growth in mind.
Resort/Inn/Bed and Breakfast/Hotel reservations
Most businesses in this industry have websites with the capability to make a reservation on-line for any potential guest. We also can create an internal database for internal communications and reservations. Even with this capability there are reasons why people call:
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Late or Early arrivals
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Messages for a guest
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Guest emergencies (personal)
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Family or personal emergencies
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Guest needs: towels, pillows, etc
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Maintenance/Plumbing/Electrical problems
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Make or break questions on a reservation request
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Same day reservation requests up to 10pm
Other reasons can include no internet or a dislike for online forms, requests for directions, and phone calls from the road for last minute openings.
We understand that most of the businesses in this industry are operated by the owners themselves. It is a big job to handle the upkeep of the property, guest needs, the business' finances, marketing and everything else. The very first place to start looking for help is to use a reservation service. This will give you more time and less stress so that you can do what you love to do.
Appointment Management
SUMMARY OF APPOINTMENT MANAGEMENT:
- On-line customer/appointment database or Integration with existing system.
- Accessible 24/7 and automatic e-mail updates.
- Information is secure and stored indefinately.
- Integrates with Microsoft Outlook, Outlook Express and Excel Spreadsheets.
- Search engines that help us find existing customers/appointments quickly and easily.
- Confirmation numbers and Appointment confirmation calls the day before.
- Automatic notification, confirmation, reminder e-mails sent to the person with the appointment.
- Customizable appointment specifications: lead-in time, lead-out time, appointment duration, overlapping prevented, adjustments for individual Personnel or Locations and blocking of appointment availability.
- Easy report generation
- As little as $28.95/month for all of the above capabilities. Price goes up with the amount of Personnel or Locations.
We are capable of integrating with an already existing, web-based CRM that you are using or we can create one for you. With our system, you will be able to login to your account 24/7 to review appointments. All of the customer's data and appointment data are stored indefinately in your personal scheduling database providing us the capability to search by customer's name, or phone number or by the appointment confirmation details. All appointments are e-mailed to as many people as you would like, instantly. We can also fax a summary or fax each individual appointment. Each e-mail can be directly added to your Microsoft Outlook or Outlook Express calendar or you can print a summary of your day onto an Excel spreadsheet. We are able to adjust for lead-in and lead-out time for each appointment, make the appointment duration flexible depending on what the appointment is for and prevent overlapping of appointments with different Personnel or by Location. You have the capability to block your availability or give us a simple phone call or e-mail requesting us to block a time for you. We can also input a script into a template notification, confirmation and reminder letter that is e-mailed to the customer/client. We also make confirmation phone calls to every person scheduled for the next day. Many of our clients have us explain the cancellation policy when every appointment is made. Some of our clients have us take credit card numbers to keep on file to further illustrate the importance of holding to a strict cancellation policy. This alone has saved many of our clients time and money because they have very few missed appointments.
Call Screening
We can screen calls for our clients. We weed out the waste of time recordings or solicitations and ask the appropriate questions to determine if the caller has needs that can be appropriately met. We determine this by an exact customized form with questions that are related specifically for the business and to their specifications.
Customer Satisfaction Surveys
Introduction Marketing
Send out a letter/post card or e-mail blast and we do all the follow-up phone calls. Pay us only for phone time that is recordable. Get solid new lead appointments set. Ask for more information. We design a model that is right for your business.
Informational Voicemail
Attorneys, Accountants, Mortgage Companies and Real Estate Agents use this service most often but this is beneficial for any industry. It is very useful to have the caller be directed to an informative voicemail tree that allows the caller to be introduced right away with valuable information about the company/program/etc. and screen themselves before choosing to be transferred to a receptionist that will make an appointment/reservation or transfer to an available expert.
Example: Real Estate Agents print a phone number and an extension on the flyer showcased at homes for sale allowing prospects to call and receive information specifically about that house. This helps screen out the "just curious" or "dreamers" that are not serious buyers. If the caller is interested than they can be directed to a receptionist that can set-up an appointment to meet the Real Estate Agent at the house, a phone consultation or transfer them directly to the agent.
Customized Voicemail
Some of our clients opt for us not to answer 24/7 and have the calls be directed to a voicemail after certain hours. The messages are retrieved in the morning and sent to our clients first thing in the morning.
Dispatching/Paging Services
We answer for many different industries that demand dispatching to an agent/tech/specialist/driver/etc. 24/7 on an emergency basis. We do our best to be as accurate, detailed, and timely as possible. All calls are dispatched within 3 minutes, and we have excellent follow-through with special call down lists, back up plans, or timed waiting periods before the we take action.
Help Desk
Post a number on your website for a help desk to answer basic questions that you provide us through a searchable Q and A.
Order Processing
Most databases are web based now so we can integrate our system with yours to do all of your order processing or just the first step to get the order taken over the phone and directed to a fullfillment warehouse.
Virtual Office
Virtual Office: This is really what we are, more than an Answering Service. We represent your company as the front office/administrative staff and our capabilities enable us to work directly with you...but virtually.
Emergency Dispatching
We provide emergency dispatching for towing companies, Doctors, HVAC, security companies, etc. We understand the importance of merging compassion with action in every phone call. We have proven reliable systems and very capable professionals that are ready and excited to take your calls.
Reminder Service
We offer a reminder service for your office appointments, personal schedules, wake-up calls, or medication taking needs. Please ask us for details on a custom package.
Referral Programs
We love referrals! On their 30 day anniversary as a client you will receive 50% off your next billing, not to exceed $50 or a $25 gift certificate.
Employee Emergency Hotlines (up to 500 cards)
Each employee is assigned an employee number and will have an individual card to reference when they call the emergency hotline. Everything is documented and our system is capable of pulling reports so that management my track an employees performance.
Job Lines
If you have numerous employees, more than 5, than you may want to print cards with an employee number and a phone number to call about hours, sick days, late arrivals, or any issues they may have. We direct this to management through an organized system.
Accepting faxes which can be retrieved by e-mail
We provide you a fax number in our office to pick-up in person or have e-mailed to you directly.
Secure Office Database
Everything we do is accessible on-line 24/7 in a secure customer/appointment database. You are provided a user name and password to access our internal pages for your account in a real-time format.
Comprehensive Customer Satisfaction Surveys
These customer satisfaction surveys identify your strengths and weaknesses. We record all the phone calls or send completed forms of each contact for your evaluation. In addition, ongoing surveys track what customers are saying about your business.