How to Be a Successful Receptionist

The job as a receptionist is more difficult than one would think. After hours of chart filing, answering calls, helping customers, concentrating on both short-term and long-term tasks, the job can really take a toll on any employee. For those of you who haven't tried using coffee as a pick-me-up to start the day, I highly recommend it. That's the easiest tip to follow. In terms of actual service, however, there are a few ways to improve your customer satisfaction and efficiency at the same time. Here are a few rules which will keep you from wasting your time (and the time of your co-workers) and stressing yourself out unnecessarily:

1. If you can't help a patient, or are confused about the situation, transfer the call to your supervisor. He/she will probably know more about the situation than you, and will be able to take care of it in a timely manner. Please do so sparingly, however; if you send 90% of your calls to your supervisor, who's really doing all the work?

2. The words "receptionist" and "receptive" share the same root! Being receptive is key to doing well as a receptionist. Your goal is to keep most of your clients interested in what your business has to offer. An easy way to do so is by treating your customers well.

You will soon learn that not all patients are having the best of days when they enter your office. If someone is obviously not in a good mood, the best thing you can do is act helpful and positive. It's hard for a person to stay angry in a happy environment. If your cheery tone and pleasant demeanor don't improve the mindset of the client, don't take it personally. Remember, you're just doing your job.

3. Sometimes, patients will ask for things which your business doesn't allow or cover for some reason. If that is the case, or if you are unsure of the situation, refer back to rule 1. Do NOT, under any circumstances, tell a client that something is doable if that statement is really in question. If it turns out that your business doesn't supply ____ product or ____ service, and you said it did... you're going to have a very angry client. Especially if your initial conversation provoked the client's interest, and he/she ended up in your place of business.

4. Your co-workers will always be willing to lend a helping hand if you're stressed, as long as you show up on time. This is standard for any job. Simply put, don't be late, because it makes people mad.

5. Organize your time based on what's most important. Don't spend two or three hours on a task which could be done tomorrow or the next day, and then find yourself unable to complete the urgent tasks without going overtime. Prioritize, and stick to your schedule: it's easy to get distracted in a busy environment.

I hope these tips have helped those of you out there seeking information on the receptionist position, no matter what the reason. Follow these tips, and you should have pleasant clients and co-workers, and an even more pleasant paycheck.