Virtual Receptionist

What is a Virtual Receptionist, and Why Would I Want One?

Before the dawn of the digital age, there was only one way for businesses to connect with clients over the phone—someone had to physically pick up the receiver to answer the call. Employees and practice owners no longer have to worry about a ringing phone, thanks to phone trees and auto-attendants, and can rest certain that callers will have the pleasure of hitting "0" till their thumb falls off. Alternatively, they may hang up as soon as they hear a recording on the other end of the line. Then they return to their Google search, clicking to contact another business right away.

Should Anyone Use a Virtual Receptionist?

While automation might improve efficiency, human interaction is more vital than ever in today's high-tech world. Which is great to know, but are you willing to put your business' work on hold in order to answer every call that comes in? Nope. You certainly can't.

But what if you could provide a unique client service experience while still concentrating on the demands of your company? The virtual receptionist has arrived.

What is the role of a virtual receptionist?

Virtual receptionists operate from home, allowing callers to speak with a real, live person who represents your company. Unlike automated phone systems, virtual receptionists provide great customer service while executing responsibilities that would be performed by an in-house employee, such as:

  • Take calls and transfer them.

  • Take notes on the messages

  • On your behalf, relay and gather intake from clients and prospects.

  • Make outgoing phone calls

  • Respond to Frequently Asked Questions

  • Make appointments.

Virtual receptionists provide the same level of service as on-site employees for a fraction of the expense.

With a full crew at your disposal, 100% of your calls are answered, your receptionist is never ill, on vacation, or late, and every caller receives the same high-quality service. How do they manage to do it? A little digital wizardry and a lot of coffee. While I'm inclined to simply leave it at that, here's a quick rundown of what this procedure entails for you, your virtual receptionist, and your caller:


  • Calls from potential (or present) clients: A caller contacts your advertised phone number, which connects to your virtual receptionist service.

  • A Receptionist Greets You Warmly: Virtual receptionists answer the phone with your personalized greeting.

  • Action by the Receptionist: Receptionists will either route the call to your preferred line, take a message, or offer the caller voicemail if they have received training and your unique call handling instructions.

  • You Maintain Contact: Are you unable to accept the call?

  • After your caller and receptionist have disconnected, you will receive a message informing you of what you missed.

Look for virtual receptionist firms that combine the benefits of technology with a human touch, in addition to picking up when you can't.

The top answering services offer a spectrum of complete features that integrate effortlessly into your day, from convenient mobile apps that put the power of the front desk at your fingertips to hosting your business line.

Is it appropriate for me?

That is an excellent question. Let's respond to this question with...more questions.

  • What do you want to achieve with your business?

  • Missed calls are missed opportunities if you're wanting to expand your business.

  • You never know when your next major client is going to call.

  • How many potential clients have you previously let slip through the cracks due to voicemail?

  • What does your client experience mean to you?

  • Are you able to devote enough time to your touchpoints between work, travel, client meetings, and sales appointments?


If you're feeling it and want to start looking into your possibilities, make sure you choose the solution that best suits your company's demands. We've put together a list of questions to ask your top VR contenders to get you started:

  • Will my phone calls be answered in real time? (After all, what's the point of it if not?)

  • How long does it take for a call to ring on average?

  • What services are included in the package?

  • What kind of checks are made on the receptionists? (Unhappy callers equal unhappy receptionists.)

  • How do I make changes to my call preferences? (Is it simple? Or merely adds to the commotion?)

  • I'm not sure how I'll be billed. (It's better to clean the air immediately away.)

  • Is it per minute or per hour?

  • Is it true that I have to pay for the time even if the call has been transferred?