0333 772 0692

Clinic Diary Reception

Clinic Diary Reception

Our Clinic Diary service is specifically for clinical businesses across the medical sector and includes call answering with diary management.

Our call and diary managament team has been supporting businesses since 2003. Patients checking in and out, calls ringing in to confirm or cancel appointments and, bless her, Mrs. Brown can’t find the parking for your practice. Clinics have a frenetic energy that can overwhelm even the best practice manager, so you need to make every moment matter. If you do not need diary management then our standard Telephone Answering service is ideal for you.

Clinic Diary Reception

£49.95
per month
One off set up fee from £50
Calls charged at 2p per second
Mon-Fri 8.30am-5.30pm
*Out of Hours Option (OOH)
OOH Message taking only
OOH Charge £25 per month
OOH Call charge 2.5p per sec
OOH Set up from £150

About Our Clinic Diary Reception

Answer in practice name
Patient data updates
Unlimited staff profiles and updates to company profile
Relay practice information (ie, pricing, treatments, directions, etc)
Manage appointments via your online portal for diary bookings and/or secure online payments
Relay message via email or SMS (additional 10p per SMS)
Call transfers to any UK based landline or mobile for 15p per announcement PLUS BT rate
Here’s how it works:

1. A member of our Telephone Answering Service team will either speak with you over the phone or meet in person to go over the ins and outs of your business. Everything from staff details to the colour of your front door.

2. We use this information to create a personalised profile then go over the brief process of how to divert your phones.

3. We test all your specified message sending options and transfer lines.
If your business needs a bit more than our telephone answering service, we’re ready for you! This could include…

Logging into your CRM to complete a “Customer Form”

Logging support calls for your technical team

Registration of candidates for upcoming training courses or events

Processing of payments via your secure online terminal

Diary management

Aylesbury Foot Clinic

After a poor experience with a different VR company it was suggested I try Factotum. I asked around and found a few colleagues using them who were pleased and then I found that they also offered a deal for RCOP members so I contacted them.

I received a prompt call back for an initial conversation and was soon signing up. The detail that Factotum require in order to manage your phone lines is excellent. I really felt that they were getting to know my business properly.

When I ask for any kind of assistance they respond really quickly and the request is carried out promptly. I am always amazed at well they work with me as I can be forgetful and not always explain what I need well but they always seem to work it out for me.  I am getting complements from patients about the team answering the phones.

They are reliable, friendly and efficient. They provide a really good value service. My bills come in 70% cheaper than I have experienced elsewhere but offer 100% of the service. They exceed my expectations daily.  I really feel that they have become part of my clinic.

Katy

Roundhouse Podiatry

Since we moved to Factotum's services, I couldn't be more delighted. Having had a bad experience with another company previously, it was on recommendation that we chose Factotum as our new Virtual Reception providers. So far, our bill is around 1/3 of what it was with our previous company, and the service has been second to none.

Calls have been answered in a very timely manner, and actioned appropriately for our clinic. There have been no issues we have had to raise so far, and the out of hours answerphone is so easy to use.

Our call handlers have done a fantastic job of actioning our waiting list if we have a cancellation. It is a huge relief to me to know that our calls are being handled so well, it lets me relax when I'm not in clinic, and my stress levels are so much lower!

They really know and understand Podiatry, and how our practice management system works. I can't recommend Factotum highly enough.

Anna
How to Divert your calls to Factotum?

To divert your calls to Factotum, simply follow the instructions below and dial the appropriate numbers / keys into your Handset.

  • To divert when ENGAGED dial:
    *67* (your factotum divert number) #
    To cancel dial #67#
    Note: *67* can be left on permanently to ensure that a caller never receives an engaged tone.
  • To divert calls UNANSWERED after 15 seconds dial:
    *61* (your factotum divert number) #
    To cancel dial #61#
    Note: *61* can be left on permanently to ensure that calls are divert in unanswered for 11 rings.
  • To divert ALL calls dial:
    *21* (your factotum divert number) #
    To cancel dial #21#
    Note: *21* overrides *67* & *61*, however when it is cancelled *67* & *61* remain active.

Remember, you can divert any phone (landline OR mobile) to Factotum.

Can I Keep My Existing Number With A Virtual Receptionist Service?

Yes. You simply set up a divert to a new number we provide and answer in your company name. All the calls to your existing number will come through to us.

Why Choose Factotum for My Virtual Receptionist Service?

Yes! We are happy to shift and change your Virtual Receptionist Service as your business grows. There may be some training of the team required if you need a more in-depth service.

Can I Change My Virtual Receptionist Service Package At Any Time?

Yes! We are happy to shift and change your Virtual Receptionist Service as your business grows. There may be some training of the team required if you need a more in-depth service.

Why Choose Factotum for My Telephone Answering Service?

Factotum Ltd has been providing a Telephone Answering Service since 2003 and is perfect for your call answering requirements. As part of our services our clients value…

  • Our commitment to a partnership approach.
  • The ‘Full Call’ ownership and management by each of our in-house call team professionals.
  • Our commitment to service delivery – All of our team has either achieved or is working
    towards customer
    service/management NVQ’s.
  • Our unique and fair pricing structure that includes a fixed monthly fee together with calls
    charged on an individual basis.
  • Our Director level involvement and support.
What Kind Of Tech Are We Working With?

Within our contact centre we do not rely on third party voice over IP (VoIP) systems. We have installed our own dedicated telephone system utilising PSTN services. This means that when we talk to your customers we don’t sound like we’re using two tins and a piece of string!

We don’t rely on inferior broadband either. We have also installed a dedicated fibre optic data circuit. This circuit is not shared with most of the local town; in fact it’s not shared with anyone. And BT guarantees 99.9% uptime on the line. This means that if we do access your CRM or database we won’t be continually losing connection and asking your customers to “Please hold the line sir!”

My Calls Are Complicated. How Can I Be Sure You’re Taking The Right Information?

We talk with you about what you need to get out of each call and will build you a bespoke script based on the information you give us. You can make as many changes as you need to your script to make sure your calls are being answered correctly.

How Does a Short Term Telephone Answering Service Work?

Our Short Term Telephone Answering Service is simple. In short, we show you the easy step to divert your calls to the unique number we provide you. We answer the calls in your company name, as if we work for you. We then either send you a text, email or transfer the call as you prefer.

How Does A Virtual Receptionist Service Work?

Our Virtual Receptionist Service is simple. In short, we show you the easy step to divert your calls to the unique number we provide you. We answer the calls in your company name, as if we work for you. We then either send you a text, email or transfer the call as you prefer.

How Does A Telephone Answering Service Work?

Our Telephone Answering Service is simple. In short, we show you the easy step to divert your calls to the unique number we provide you. We answer the calls in your company name, as if we work for you. We then either send you a text, email or transfer the call as you prefer.

How Secure Is My Client Information?

Factotum prides itself on being 100% PCI compliant. This means all our call handlers keep their handbags and mobiles in a locker outside of the main office. Most of our staff have been with us for 10+ years. We trust them implicitly to keep your calls confidential and well-managed.

How Do I Receive My Messages?

All of your messages will be sent to you in real-time, so as soon as your caller hangs up, you will know they tried to get in touch. You decide whether you would like to receive your messages via email or SMS Text so you can stay up to date wherever you are.

Who Answers My Calls?

A highly trained Telephone Answering Service team based in Cambridgeshire does all the call answering and diary management. Feel free to pop ’round for a cuppa’ and meet the team if you’re in the area!

Can I Keep My Existing Number With A Telephone Answering Service?

Yes you can keep your existing telephone number. You simply set up a divert to a new number we provide and answer in your company name. All the calls to your existing number will come through to us.

What Methods Of Payment Are Accepted?

Direct Debits are preferred, but we also accept one off credit card payments for short term clients and BACS

Can I Change My Telephone Answering Service Package At Any Time?

Yes! We are happy to shift and change your Telephone Answering Service as your business grows. There may be some training of the team required if you need a more in-depth service.

Contact Us
CONTACT US
Factotum Limited
6 The old Railway Station
Green Road
Newmarket
Suffolk
CB8 9WT
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SUPPORTED BY
In order to support our continued growth Factotum received a grant through the New Anglia Small Grant Scheme, which is part funded by the European Regional Development Fund.
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