CALL SCREENING & TRANSFERRING
Call screening involves assessing incoming calls for their purpose and gathering caller/lead information. Call transferring is the process of connecting callers to specific individuals or departments based on their needs. Both functions are customizable to meet your business requirements and enhance caller experiences.
MESSAGE TO EMAIL/TEXT
Messages taken by your virtual receptionists are sent via email or text to the desired party ensuring a convenient and efficient way to ensure that important information reaches the right individual. This feature helps streamline communication within your business and ensures that messages are delivered reliably and in a format that suits the preferences of your clients or team members.
MONTHLY CALL REPORT
A monthly call report, enriched with call details like duration, call recipients, notes, and transfers, offers businesses and clients valuable insights into call performance, enhances transparency, aids in data-driven decisions, identifies areas for improvement, ensures accurate billing, and addresses legal compliance requirements.
CUSTOM CALL GREETING
Personalized greetings make your company stand out, creating a unique and memorable experience for clients. They add a personal touch, building stronger client relationships and boosting your reputation for excellent customer service.
APPOINTMENT SCHEDULING
Your virtual receptionists will make appointments for your business as calls come in, ensuring that clients or callers can schedule meetings, services, or appointments seamlessly during their phone interactions with your receptionist team. This proactive approach simplifies the appointment scheduling process and enhances customer service by immediately addressing callers' scheduling needs.
BILINGUAL CUSTOMER SUPPORT
Experience unmatched customer service with two dedicated bilingual receptionists (English/Spanish) available from 9am to 5pm, ensuring that every call is answered promptly. With our commitment to responsiveness, we guarantee that your clients will receive top-notch support at all times.
-
Professional Business Address: Providing a prestigious address for your business, which can be used on marketing materials, websites, and official documents.
-
Mail Reception: Receiving mail and packages on behalf of your business.
-
Mail Notification: Informing you when mail or packages arrive.
-
Mail Forwarding: Sending your mail and packages to your preferred address, either on a regular schedule or on demand.
-
Mail Scanning: Opening, scanning, and emailing you digital copies of your mail.
-
Mail Storage: Securely storing your mail until you are ready to collect it or have it forwarded.
-
Package Handling: Managing larger deliveries and packages, ensuring they are received and stored safely.
-
Call Answering: Answering incoming calls professionally, often using a script or specific guidelines provided by the business.
-
Call Screening: Filtering calls to determine their nature and importance, directing them appropriately or taking messages.
-
Message Taking: Recording detailed messages from callers and ensuring they reach the intended recipients promptly.
-
Appointment Scheduling: Managing calendars and scheduling appointments for clients, often integrating with online booking systems.
-
Call Forwarding: Redirecting calls to the appropriate personnel or departments as needed.
-
Customer Inquiries: Addressing customer questions, providing information about the business, and handling common inquiries.
-
Email Management: Handling and organizing emails, responding to routine queries, and forwarding important messages.
-
Order Processing: Taking orders over the phone, processing payments, and managing customer accounts.
-
Outreach Calls: Making outbound calls for purposes like appointment reminders, customer follow-ups, and marketing campaigns.
• On-Demand Booking: Ability to reserve meeting rooms as needed, often through an online booking system.
• Professional Setting: Access to well-equipped, professional spaces suitable for client meetings, presentations, and team collaborations.
• Amenities: Availability of essential amenities like Wi-Fi, projectors, whiteboards, conference call equipment, and sometimes refreshments.
• Flexible Use: Options to book rooms for various durations, from hourly to full-day usage.
• Support Services: On-site support for setup and technical assistance during meetings.
• Privacy: Private and secure spaces for confidential discussions.
• Prestigious Location: Often situated in reputable or high-profile areas to convey credibility and professionalism.
• Address for Official Use: Used on business cards, websites, marketing materials, and official documents.
• Privacy Protection: Keeps personal or home addresses private by providing an alternative business address.
• Regulatory Compliance: Can be used as the registered business address for legal and regulatory purposes.
• Client Trust: Builds trust with clients and partners by providing a recognized, stable address.
Virtual Business Solutions of Florida LLC is a family-owned business with over 12 years of expertise in the virtual receptionist industry. We specialize in offering tailored virtual receptionist services to a wide array of clients, including attorneys, insurance agencies, mobile services, property management, and anywhere there is a phone ringing. Our commitment to delivering exceptional service and accessibility sets us apart, ensuring that every call is handled professionally and according to our clients' unique needs.
