If you are looking for a way to improve the efficiency of your medical practice, you need to pay attention to your voicemail messages. You probably have a lot of patients who call the practice regularly. They have questions that need to be answered, and you need to respond to their concerns on time if you want to improve patient loyalty and provide the highest possible level of care. Unfortunately, there are situations where there can be a significant turnaround time between when patient calls come in and when you respond to them. This can often lead to multiple calls and voicemails from a single patient. How can you determine if your voicemails are being handled promptly?
The Problem: A Disconnect Between The Staff and Your Patients
If you find that you have a lot of repeated calls coming into your practice, it could be because your staff cannot keep up with your voicemail. If your staff states that they cannot keep up with the voicemails coming into practice, you need to turn them into trackable tasks that can make it easier.
Of course, there is always a chance that your staff is simply not handling the voicemail fast enough, but there is also a chance that there are too many of them. The best way you can answer this question is if you streamline your processes and work to turn your voicemails into actionable, trackable tasks.
The Solution: Turn Your Voicemail Messages Into Trackable Tasks
At DataMatrix Medical, it would be our pleasure to help you with that. If you can get your voicemails off of the office answering machine and into the electronic medical record system, you will have an easier time figuring out if your staff is responding to the messages promptly as you can track the task!
We provide a voicemail transcription service that can take the messages from your patients, and put them into your EHR, as there are timestamps on everything in the EHR, you can quickly identify if actions are being taken from the voicemails. Furthermore, this will allow you to get necessary messages and update your patients much more quickly. Our team is also trained to turn the voicemails into individual tasks for a variety of departments with the EHR so your staff doesn’t have to. This eliminates the build-up of voicemails and keeps requests and tasks moving forward so there is more time for other important tasks.
The Benefits: Better Patient Care and Less Wasted Time
If you decide to partner with our voicemail transcription service, there are several significant benefits you will enjoy. They include:
- Better Patient Experience: Your patients will have a much better experience because they do not need to worry about calling the office multiple times to get something answered. They will address their concerns promptly, leading to an improved experience.
- Less Wasted Time: You also don’t have to worry about your office staff wasting as much time. Because patients will receive a response to the original voicemail, you don’t have to worry about your staff members listening to the same message multiple times.
- Better Staff Efficiency: Your staff will also be much more efficient during the course of the day. They will know that there is an easy way to track when voicemails are coming into the practice and when they are transcribed into the record system. This level of accountability can help you increase the productivity of your staff.
For these reasons, you need to invest in a service that can help you transcribe your voicemail messages into the electronic medical record system. At DataMatrix Medical, we can help you do exactly that.
Trust DataMatrix Medical for Help Managing Your Medical Office Voicemail
You need to turn your voice messages into actionable, trackable tasks in the EHR. You can track when messages come in, when they are handled, and how long it takes for each action to be completed. That way, you can take care of your patients and maximize the productivity of your staff.
At DataMatrix Medical, we can handle that for you. We provide you with access to a team of professionals that will quickly and efficiently listen to your patient voicemail messages, transcribe them for you, and place them in the medical record system. If you want to learn more about how this service works, contact us today to speak to a member of our team!
Nathaniel Smathers is a contributor to the DataMatrix Medical blog and has a background in healthcare content creation for over a decade. Nathaniel is passionate about exploring the intersections of healthcare, data analysis, and digital innovation.
