10 Questions to Ask Before Hiring a Virtual Receptionist
A checklist from the experts at RingHello
What is your primary goal?
Are you trying to capture more leads, provide better support for existing clients, or simply free up your team's time? Your main goal will determine which features are most important.
What are your hours of operation vs. when do you need coverage?
Do you need full 24/7/365 coverage, or just support for after-hours, weekends, or when your in-house team is at lunch?
What is your average monthly call volume?
Knowing your call volume is essential for choosing a plan that provides the best value and avoids overage charges.
What specific tasks must the receptionist perform?
List everything from basic message taking to more complex tasks like appointment scheduling, client intake, payment collection, or live call transfers.
What software must the service integrate with?
Make a list of your essential tools, such as your calendar (Google, Outlook), CRM, or specialized practice management software.
What is their pricing model?
Is it per-minute, per-call, or a flat-rate monthly fee? Understand exactly what is included and what costs extra to avoid surprise bills.
Are their receptionists US-based?
For clear communication and a professional image, having US-based, native English-speaking receptionists is a critical quality signal.
Do they offer HIPAA compliance?
If you are a medical or legal practice handling Protected Health Information (PHI), this is a non-negotiable legal requirement.
What are the contract terms and cancellation policy?
Look for flexible, month-to-month contracts. Be wary of long-term commitments with expensive termination fees.
Can you review case studies or testimonials from businesses like mine?
A reputable provider should be able to demonstrate a track record of success with businesses in your specific industry.