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Reduce HR Headaches With Callhero's Virtual Receptionist

Fully trained to convert callers into scheduled appointments directly into your software, waitlist management, payments, message taking, live transfers, follow-up calls, and more. 16hrs/day of coverage Mon-Sat for as little as $597/mo

Do You Find it Difficult to Hire and Train a Good Receptionist to Answer the Phones Using Your Software?

All our virtual receptionists are put through our intensive CallHero Academy which teaches them everything that's working right now to turn more callers into appointments. Also each pod has its own dedicated and experienced front desk coach that holds them accountable for their performance metrics like answer, booking, and win back rate.

Plus because we also own CallHero, a phone analytics company for clinics that analyzes over 103,000 calls per month at clinics all over the world. So we have the unique privilege to see what's working and what's not on the phones. So your virtual receptionist will constantly be using the latest and best converting phone scripts without you having to lift a finger.

In the past, in order to get full coverage, you would have to hire two full-time receptionists. Which is too expensive for most clinics. Plus it's difficult to find people to work off hours and on weekends to avoid lost patients. Callhero’s answering service solves this. Allowing any size clinic to get full coverage for as little as $597 per month from 8 am EST to 11 pm EST. 16 hours a day for weekdays and on a little less on Saturdays. Or just when you need it like during off hours or weekends.

Also, you get major savings. Basically you are hiring 3 staff for price of less than one. The reason why we can do this is because you timeshare 3 staff with 2 other clinics. It doesn’t make sense for you to hire 3 staff because you don’t have that many calls right? We allow you to share that resource reasonably with a few other clinics and you enjoy the cost savings. Plus, you get a pool of up to 20 VRs if needed free of charge so you can scale up or down automatically... while only paying for what you use.

You'll never have to worry about your receptionist calling in sick, quiting, having to take care of their child, or going on vacation. We never call in sick or go on a vacation.

Did you know you can convert up to 30% of patients who said "I'll call you back" or didn't leave a voicemail? It's true with the right phone script. Call Hero's Virtual Receptionist will call them back for you with a proven script and win them back. The extra patients you get from this alone more than covers the cost of our virtual receptionist. You can even upload your list you want called back.

When looking for a Virtual receptionist or answering service. It’s essential that they understand your specialty and lingo. Callhero’s Virtual receptionists are trained by those who currently run patient experience operations at successful Chiropractic, Physical Therapy, Massage, and Naturopathy Clinics.

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No more missed calls (and HR headaches) because of staff turnover,
 sick days or evening shift coverage

Highly Trained in Patient Experience and Converting Callers into Patients Using Your Software

CallHero virtual receptionists work just like a receptionist working at your clinic.  They will learn the ins and outs of your clinic so they sound like someone who works there.

Trained by business coaches who have experience in running clinics and training front desk teams. Our coaches will work with you, review your existing scripts, and customize how you ’d like your calls to be answered. Then work on training your Virtual Receptionists on how you want your calls handled.  All our virtual receptionists are pre-trained in your scheduling software and HIPAA privacy certified.  

Get a Fully Trained Virtual Reception for A Fraction Of The Cost Of A Full-Time One

If you don't need a full-time virtual receptionist we have a pay for only what you use option that allows you to instantly scale up and down during peak hours or sick days or staff turnovers... without you lifting a finger.

CallHero is also more affordable (and more effective) than all the other virtual receptionist services because of our unique setup model and high training standards.

Dedicated Pod Of Virtual Receptionists
Focused On Your Clinic

What makes CallHero truly unique is our team is divided into five virtual receptionists per pod that only take on a limited amount of clinics. So they can get to know your clinic and maintain that personal touch with patients.  Unlike a typically call centre, they will know the names of your practitioners at the clinic and their areas of expertise, making the conversation flow much more naturally.

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Achieve More With Call Hero's Virtual
Receptionist for the Fraction
Of The Cost Of A Full-Time One

  • Direct Communication With Your Virtual Receptionists

    Our direct chat group allows you or your staff to chat directly with your pod of Virtual Receptionists. They could text you if someone is downstairs and needs to be buzzed in, or if there’s a power outage at the clinic, you can text them to alert them. You can even review calls from the morning and text a specific agent to let them know how they can improve. Just like you would do with your in-clinic staff.

  • 16 Hours of Phone Coverage

    Full coverage from 8 am EST to 11 pm EST or just when you need it. 16 hours a day monday through saturday.

  • Built-in Transparency with Call Metrics & Call Recording

    You can easily track how your virtual receptionists are doing on the phones with CallHero from your phone or computer. At a glance you can see their answer rate, booking rate, and win back rate. Plus every call will be recorded (with notes) so you can listen to ensure your phone calls are being handled like you want.

  • Less HR Headaches

    "Callhero's Virtual Receptionist has been wonderful. It is so great not to have to train a new team, not to have to deal with people calling in sick, they are contractors and not employees, and our phones are always being answered. Plus our revenue has gone up. CallHero's Virtual Receptionists are absolutely fantastic and I can't imagine going back to any other way."
    - Katie White

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  • Learn how CallHero’s Virtual Receptionist
    can help your business.

    We’ll address your questions about our receptionist service and give you a
    live demo of the platform. Or Call: (866) 789-4376

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How Does CallHero Virtual Receptionist Work?

Customized Training

Your Virtual Receptionist (VR) team will learn the ins and outs of your clinic so they sound like someone who works there. We will learn your existing scripts, and customize how you ’d like your calls to be answered.

 Easy phone Setup

Call Hero works with your current phone system and phone number. All you have to do is forward your calls over to us. 

Your Scheduling Software 

Your virtual receptionists will book directly into your current scheduling software for new and existing patients

Converting Calls Into Patients 

Your virtual receptionists undergo continuous phone training by a call performance coach using the most up-to-date phone scripts and tactics

Call Metrics & Recordings

You can quickly view your virtual receptionist answer, booking, and win-back rate so you know exactly how they're performing and give feedback. Every call is recorded so you can listen to them too.

Talk To Your Virtual Receptionist

You can talk to them directly just as if they were in your clinic with group chat. Discuss training, scripts, or urgent matters. We can even escalate callers to you via text or call transfer.

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5 Ways Clinics Are Using Callhero's Virtual Receptionists

You can't afford a receptionist yet
and missing phone calls

If you're a startup (or solopreneur) and can't afford a part-timer... or have a part-timer and still missing phone calls during your business hours...  You can use CallHero to convert those patients into your schedule while only paying for the minutes you use.

 You already have a full-timer and still
missing phone calls

Back them up with a Virtual Receptionist to cover the hours they don’t work like during evening hours, weekends, lunch break, last minute sick days, or vacation. 

You have a staff who recently quit

Having a Virtual Receptionist is a great way to combat turnover too. If a staff member leaves, you can easily and quickly transition your Virtual Receptionist to fill their hours to avoid downtime in your clinic.

You spend money on marketing want to
 convert even more leads

You can even direct all the calls you’re getting from your marketing campaigns to us and let us convert them for you... while only paying for the minutes you use.  Perfect for Google, Facebook, Direct Mail, Radio.

You can focus your current staff
on non phones activities 

If you have just 1 staff, focus them on paying helping patients, scheduling, billing, greeting patients, laundry and follow-up calls. And back them up with a Virtual Receptionist so they can focus on answering the phones and converting callers into scheduled appointments.

Pricing Plans

We have a full coverage plan to fit every clinic’s budget whether you want to completely replace or just back up your front desk.

CALLHERO 250

250 Receptionist Minutes
$2.39/min

$597

USD monthly

MOST POPULAR

CALLHERO 500

500 Receptionist Minutes
$2.19/min

$1197 

USD monthly

CALLHERO 1000

1000 Receptionist Minutes
$1.99/min

$1997

USD monthly

CALLHERO Enterprise

Custom Plan

Replacing your full-timers to 
help you save 47% of payroll

All plans include the following features...

Hours of Operation:
M - F 8am - 11pm EST

Take
Messages

Book Existing
Client Appointments

Calling Back
Missed Calls

Book New
Client Appointments

Customized
Appointment

Waitlist
Management

FAQ and
Customer Service

  • How Much Revenue Are You Losing Each Month Because Of Your Phones?

    Patients today have more options for care than ever before. Unlike other VR services that just know how to answer the phones. Callhero’s Virtual receptionists are trained to convert price shoppers or those on the fence into scheduled appointments to help you get even more patients... without spending a dime more on advertising. See how much extra revenue Callhero’s VRs could make you by using the revenue calculator to the right or below if on mobile.

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What Does Callhero's Virtual Receptionist Really Sound Like?

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Clinics From U.S, Canada, United Kingdom,
And Australia Trust CallHero

"I made $8,000 this month using CallHero and I don't miss phone calls anymore."

"I made an extra $2500/month because of CallHero"

"Now we can track my front desk phone performance across 3 my clinics"

"I made $72,000 using CallHero in the last 8 months at my massage clinic" 

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"I'm able to implement a system to easily track every new patient that does not book"

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"I was running blind before CallHero and didn't know my call metrics"

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"I made an extra $15,000/month because of CallHero"

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"Now I can hold my front desk accountable for their conversion numbers"

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"CallHero has boosted my confidence with the phones"

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"I increased my booking rate from 60% to 80% with CallHero"

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"Within a few months my answer rate jumped from 74% to 95%"

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"I thought she was doing a good job on the phones before CallHero"

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Frequently Asked Questions

How do Answering Services work?

When you want CallHero’s answering service to handle phone calls, you can simply forward your calls to a special phone number that routes your calls to the answering service.

You can turn call forwarding on and off at will. At any time, you can choose to handle your own phone calls by unforwarding your phone line. It doesn’t have to be all or nothing though. You can also opt to send calls to answering service if no one answers at the clinic or if your line is busy.

This gives clinics the first shot at answering the call. If your team is busy and can’t get to the call within a predetermined number of rings, the call will then automatically forward to the answering service. This flexibility is part of what makes this answering service so appealing.

Do you live answer all of my calls?

With pleasure! During your chosen service hours, one of our wonderful virtual receptionists will answer your calls.

What happens to my calls when you aren't answering?

They will just go to your regular voicemail.

What will the receptionist say when they answer?

You can give us your own greeting script or we can create one for you that’s proven to work.

Will this work on any phone service?

Yes, you will just need to forward your phones to CallHero when you want to turn it on.

How does charging by the minute work?

It’s like your cell phone plan. The minutes start when they talk to somebody.

If all CallHero did was you answer 1 extra call a day (evening shifts, weekends, sick days, lunch breaks, staff quits), would that be worth $597?

 

Difference between Virtual Receptionist and Virtual Admin?

Virtual Receptionist is phones. Virtual Admin is tasks.

Do they do outbound calls?

Yes. They do outbound calls including missed calls and Did not book 'winback' calls.

Can I give you a list so you can do outbound calls?

Not right now. We are getting a lot of owners asking for this so we will likely do it soon. We plan to be offering this in the future.

How do the rings work, does it take time before it gets forwarded to the VR team?

You can set how many rings you want using the app. And when you want it forwarded.

If I have multiple clinics, do I pay 597 per location?

No you can forward any location to any number on CallHero. The price is $597month + $100/month for each additional location. For example…  $597/month + $100x10/month = $1597/month (includes 250 minutes). NOT $597 x 10 = $5970 per month