Appointment Setting for Primary Care Physicians

As a primary care physician, you know that providing quality patient care is your top priority. But you also know that maintaining a successful medical practice requires more than just delivering exceptional care. You need to be able to attract new patients and retain existing ones to sustain and grow your business.

In this article, we’ll explain how a medical answering service like AnswerHero can help primary healthcare providers optimize their appointment-setting process and free up their time to focus on delivering quality patient care.

At the front desk for a primary care physician’s office, you have all sorts of tasks on your plate. Your staff is responsible for booking appointments, checking in patients, and keeping files organized.

Wouldn’t it be nice to take one of the biggest tasks off your team’s to-do list each day? Delegating appointment setting to a virtual receptionist service frees your staff up to focus on their other responsibilities.

Better Patient Service

When a virtual receptionist service takes care of scheduling your office’s appointments, your front desk staff will be freed up to take care of the needs of patients who are currently in the office. Their full attention can be devoted to making sure patients are welcomed, checked in, and prepared to see the doctor.

Likewise, when people call to book appointments, they will receive personal, helpful service from your live virtual receptionist service. When they talk to an AnswerHero team member, they’ll receive the full attention of that representative, who will help them set up the best appointment time for their schedule.

Greater Patient Satisfaction

Sick and hurt people want to be seen as soon as possible, and they often don’t want to wait until regular business hours to set up appointments. With AnswerHero’s 24-hour answering, patients can call anytime to book office visits–an ability that grants them peace of mind. They’ll sleep better knowing that the doctor is all set to see them the next day.

The AnswerHero team also specializes in message-taking. Therefore, patients who call to set up an appointment can rest assured that special notes they have for the physician’s office will get passed on accurately and efficiently.

Plus, AnswerHero provides appointment booking services in both Spanish and English, so their team can communicate in your patients’ language of choice.

With 24/7/365 service, accurate message relay, and bilingual call answering, AnswerHero will increase your patients’ satisfaction with the appointment-booking process.

How Can a Live Answering Service Streamline Your Appointment Setting Process?

There is a big misconception that a professional answering service can only help you answer phone calls. In reality, a quality answering service like AnswerHero can do so much more than that.

Here’s how AnswerHero’s telephone answering service can help you streamline your appointment-setting process:

Call Screening

One of the most time-consuming tasks for a primary care doctor is screening calls. With AnswerHero’s phone answering service, you can have all of your business calls answered by a professional receptionist who will screen each call and only transfer the ones that require your immediate attention. This way, you can avoid being interrupted by non-urgent calls and focus on the patients who need your care the most.

This is particularly useful for clinics that receive a huge call volume, as our team can help to filter out calls that are not related to appointments, such as calls from pharmaceutical companies or salespeople.

Message Taking

If a customer call is deemed non-urgent, our team can take a detailed message and forward it to you via email, SMS, and/or secure message as soon as possible. This way, you can return the call at a time that is more convenient for you, without having to worry about forgetting or losing the message.

Our live answering service can also help to take pressure off of your administrative staff, as they will no longer have to field calls and take messages during their already busy day.

Appointment Scheduling

AnswerHero’s answering services also come with a built-in appointment scheduling feature (at no extra cost) that can be customized to fit your unique needs. We’ll work with your existing scheduling system to ensure that appointments are made at a time that is convenient for both you and the patient.

And in the event of a double booking, our team can work with the patient to reschedule their appointment for a more suitable time. This way, you can avoid having to deal with angry or frustrated patients and focus on delivering quality care.

24/7/365 Availability

Answering calls around the clock can be a daunting task, especially for small medical practices that may only have a few staff members who are already bogged down with other administrative tasks. AnswerHero’s live answering services are available 24/7/365, so you can rest assured that your calls will always be answered, even if it’s outside of normal business hours.

This is particularly useful for clinics that offer extended hours or weekend appointments, as our team can help attend to your patients in a timely manner, schedule appointments, and answer any questions they may have.


If you are looking for a quality and affordable way to streamline your business communications, hiring a virtual receptionist service is a great option. AnswerHero’s medical answering service starts at just $39/month, and there are no long-term contracts or hidden fees. This makes it a cost-effective solution for primary care providers who want to improve their patient communications without breaking the bank.

Setting up a virtual office is also just a fraction of the cost of hiring a traditional in-office receptionist, which is often upwards of $35,000/year. In addition, you won’t have to worry about paying for health insurance, vacation days, or other benefits that are required by law when you hire an employee.

Take Your Primary Care Practice to the Next Level with AnswerHero

Hiring a 24/7 live answering service is a wise investment for any primary care doctor looking to improve their appointment setting process. By outsourcing your calls to AnswerHero, you can focus on delivering quality patient care, without having to worry about missed calls or frustrated patients.

To learn more about our services and how we can help you take your primary care practice to the next level, check out our pricing plans or contact us today! We’ll be more than happy to answer any questions you may have and help you get started with our service right away.