Virtual Receptionist Frequently Asked Questions
- I already have a receptionist in my office. Do I need Virtual Receptionist?
- Who is speaking to my clients?
- What kind of training do the Virtual Receptionists receive?
- How do I receive my messages?
- What if I don't use up all of the calls I paid for?
- What if I want to use the calls intermittenly?
- Can Virtual Receptionists schedule appointments?
- What if I only want to receive certain calls?
- What is the relationship between TotalAttorneys.com and Virtual Receptionist?
I already have a receptionist in my office—why do I need Virtual Receptionist?
Law firms with in-house reception choose Virtual Receptionist for many reasons. Some firms really value our 24 hour coverage. More firms appreciate our value as a complete voicemail replacement when their receptionist is on vacation, out sick or even just on another call. It's easy to configure your calls to "rollover" to Total Attorneys so that you only use us as much as you need us. That way, you make the most of your receptionist's time and still make sure that no calls go to voicemail ever again!
We all know that law firm clients and potential clients often have a sense of urgency. Talking to a live person responds to that urgency and, in the case of a prospect, can put an end to the search for legal services.
Who is speaking to my clients?
All calls are answered by professionally trained receptionists at our office in the heart of Chicago's Loop. Your clients and colleagues will receive the same professional service from our receptionists whether they call your office at 2 p.m. on a Tuesday or 2 a.m. on a Sunday.
What kind of training do Total Attorneys Virtual Receptionists receive?
In addition to diligent training in phone service, our receptionists are thoroughly instructed in the specifics of handling calls for legal professionals. They're familiar with the language of the legal profession and are well-versed in what constitutes the unauthorized practice of law. Virtual Receptionists are trained to be professional, friendly and helpful without overstepping their professional boundaries. With those guidelines in mind, they're also trained to use their best judgment on your behalf and not just follow a script.
How do I receive my messages?
Messages are posted to your online account and emailed in real-time. There's no lag time and you don't have to call in for messages or wait for periodic check-ins. You may also choose to provide specific instructions to our receptionists, to ensure that certain calls are transferred directly to your law office or your cell phone.
What if I don't use up all of the calls I've paid for?
Unlike most traditional answering services, Virtual Receptionist services are billed in blocks of calls and not on a per-minute basis. Those calls never expire. You’ll get the service you paid for, whether you use up those calls in two weeks or three months. Additionally, the blocks are relatively small at 50 calls, making it perfect for small firms with lower call volume that find themselves overwhelmed by traditional tiered packages.
What if I want to use the service intermittently?
With our "rollover" capability, it's easy to ensure that Virtual Receptionists pick up your calls whenever you need them to, but only when you need them to. Turning special features on and off is just as easy. If you’re headed out of town or your receptionist calls in sick, a quick telephone call will turn on appointment setting or change your transfer instructions immediately.
What if I want to receive only certain calls?
Our receptionists will take messages from each caller or, if you prefer, will use your instructions to determine which calls should be transferred immediately to your office. If you don’t want your staff overwhelmed with every question and inquiry in real-time but there are calls you don’t want to miss, our receptionists will use your criteria to determine when to take a message and when to forward the call directly to your office. We can even transfer to a particular person in your office based on your predetermined criteria.
Can Virtual Receptionists schedule appointments?
Our Virtual Receptionists will schedule appointments using your shared calendar. Use this service all the time, after hours, or when your office is closed for the holidays or a vacation. With Virtual Receptionist, you can return to the office to find your new business pipeline full of prospective legal clients who might otherwise have dropped off the table while you were unavailable.
What is the relationship between TotalAttorneys.com and Virtual Receptionist?
TotalAttorneys.com is a full-service, web-based law practice management platform. Through the platform, Total Attorneys delivers a variety of services to small law firms and solo attorneys. Attorneys can purchase Virtual Receptionist services independent of the platform, but for those attorneys operating on the platform management and delivery of messages, appointment scheduling and other features will soon be integrated into the platform.