5 VoIP Features That Will Make Your Veterinary Practice More Efficient

Discover 5 essential VoIP features to boost efficiency in your veterinary practice. Read on to learn how to streamline communication for better patient care.

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In a world where our furry friends are family, providing top-notch care at your veterinary practice is a must. But let’s face it, managing appointments, communicating with pet parents, and keeping track of medical records can sometimes feel like a cat-herding challenge. That’s where VoIP (Voice over Internet Protocol) comes in to save the day – and your sanity.

If you’re still stuck with old-school phone lines and sticky notes, it’s time to leap into the 21st century. These 5 VoIP features will help make your veterinary practice running like a well-groomed poodle.

1. Tail-Wagging Appointment Reminders:

Ever had a pet parent forget an appointment, only to call in a panic when they’re already running late? It happens more often than we’d like to admit. But fear not! VoIP systems can help you send automated appointment reminders via text or voice calls. Imagine your client receiving a friendly “Woof! Just a reminder that Bella’s checkup is tomorrow at 2 PM. Looking forward to seeing you.

Not only does this save your staff time, but it also reduces no-shows, keeping your schedule on track.

2. Paw-some Call Routing:

You’re in the middle of a delicate surgery, and the phone rings off the hook with new appointment requests and urgent inquiries. Sound familiar? With VoIP’s virtual receptionist triage, and unlimited call routing options, you can assign calls to different departments or team members with ease, making sure that only the right person receives the call.

Emergencies can go straight to your on-call vet, appointment requests to your front desk only, and general inquiries to your knowledgeable support staff. No more missed calls or mix-ups that leave everyone howling.

Phone tree

3. The Vet’s Office in Your Pocket:

We all know how a pet’s health concern can pop up at the most unexpected times – like when you’re stuck in traffic or right in the middle of your favorite TV show. Enter VoIP’s ultimate superhero move: bringing the vet’s office to your pocket!

With cloud soft-phone VoIP feature, you can offer on-the-go consultations via any mobile device. The whole office setup can be mirrored on it, allowing for ultimate mobility without sacrificing any functionality. This feature turns your mobile device into a lifeline for worried pet parents. And let’s not forget how handy this can be for those who live in remote areas or have pets that don’t travel well.

4. Tidy Record-Keeping:

Scraps of paper, scattered notes, and a file cabinet that’s basically a black hole? Say goodbye to that chaos with VoIP’s call recording feature. It’s not just for training purposes; you can use it to keep accurate records of conversations with clients. Did they mention a change in Fluffy’s eating habits during a call? Easily refer back to the recording before their next visit. Plus, it’s a lifesaver for any potential misunderstandings, ensuring everyone is on the same page.

Kontak Retriever software uniquely offers you all actionable data you need for a warm and productive conversation before you pick up the phone, giving you the chance to collect all missing data, or remind the pet parents of outstanding appointments/obligations. Your records will never be as tidy once you try this.

5. Friendly Hold Music and Custom Greetings:

We’ve all been stuck on hold, listening to elevator music that makes us question our life choices. Why not make that wait time a bit more enjoyable for your clients? With VoIP, you can customize hold music to reflect your practice’s personality.

Play soothing tunes or share fun pet facts to keep callers engaged. You can also use this space for promotions, special offers, seasonal messages, etc. And when they finally get through, greet them with a personalized message that lets them know they’re in caring hands from the get-go.

Customized hold music

In a nutshell, VoIP is like having a trusty sidekick in your veterinary practice. It streamlines communication, improves client experiences, and frees up your staff to focus on what they do best – taking care of our furry companions.

So, whether you’re running a small animal clinic or a large one, embracing VoIP technology and VoIP phone features can undoubtedly give your veterinary practice the boost it deserves. From managing appointments to unlimited phone trees, call routing to call recordings, and even jazzing up those hold times, these features are all designed with one goal in mind: making your practice more efficient, client-friendly, and pet-tastic!

Remember, happy pets and satisfied clients lead to a thriving practice. So fetch some modern tools that ensure your clinic is a cut above the rest.

What is Kontak Retriever?

Kontak Retriever is the most comprehensive PIMS-integrated phone system on the market with the most robust VoIP phone features. So, what does that mean? Retriever connects our phone system to your practice management software to automatically extract important client and pet information.

Once the call comes in, no more wondering who it is and who their pets are. You already know. You’ll also know the pet’s gender, species and spay or neuter status, last and next appointment, the outstanding balance on the account, and many more data points of your choosing.

The data sync is in real time, so you always have the most current data before you even pick up the phone. Integrated SMS lets you send and receive messages to and from any of your numbers, including the main number. Your pet parents will never be confused or have to make a choice of which channel to use.

Your practice management system’s scheduling calendar is also visible in Retriever, allowing your team to have efficient conversations. You can also improve your team’s performance by showing the scorecard of the impact of handling each call’s opportunities. Armed with all this info upfront, imagine how drastically you can reduce the duration of every call.

Also, Kontak always has your back — our customer service team is available 24/7. There are no hidden fees for additional support or modifications made to the system once you go live.

Sounds good?

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