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Frequently Asked Questions
What sets Alert Communications apart from your competition?
We specialize in Live Receptionist/Answering Service to attorneys. Our dedication to providing professional and friendly receptionists to represent your firm is evident when listening to calls. And the overwhelming feedback received from our clients confirms we are providing excellent service.
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How will my calls get to your receptionists?
Alert Communications will provide a local or toll free telephone for which to call forward your line. Also, you may direct your toll free number to us.
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Can I forward my cell phone to your service?
That is a feature of your cell phone carrier. If you have call forwarding on your cell phone, then simply call forward to the telephone number that we provide.
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How will your receptionist know how to handle the variety and importance of incoming calls?
Our skilled programmers will design a screen layout to include your specific call types, escalation protocols, customized message form’s; they can add links to your website, online Appointment Calendar and more. All of these enable our receptionists to handle your calls efficiently.
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How can Alert help me retain client leads, and avoid losing prospective business to my competitor?
Alert offers V.I.P. Services and depending upon the complexity of your needs, can assist your callers. We’ll screen the call based on your protocols then reach your staff immediately with the information needed to determine the viability of the opportunity.
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Will my callers notice the difference between my own staff and the Alert receptionists?
The only way a caller will know the difference is if you instruct us to inform them. Our receptionists are trained to use phraseology and phone etiquette that gives the impression that your office has been reached directly.
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My goal is to strengthen the confidence in my client relationship. What steps does Alert take to ensure my clients are well received and assisted in a professional manner?
Quality of our service is at the forefront of our business. We hire smart, friendly individuals who then go thru rigorous training prior to taking calls. On going call monitoring and coaching continues throughout employment to ensure consistent service.
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I have a large number of employees. Can Alert handle multiple calls for multiple staff?
Yes, Alert is positioned specifically to handle this type of an account. Our existing client base varies. Some accounts receive as little as 50 calls per month and others that receive thousand of calls per month.
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I and much of my staff work out of the office. How will Alert find us and get us our important calls?
We understand how important it is to receive your calls and stay ahead of your competition. Your call may be a new client, another attorney, investigator, or even a distraught client that needs to reach you right away. Receptionists follow your protocol and our technology enables them to reach you quickly and efficiently.
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If I or my staff are unavailable, how will we receive our messages?
A variety of options are available, including: receiving messages via e-mail to your PC, PDA or cell phone. Additionally we can relay the message to your voicemail or connect your caller directly to voicemail.
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I never want to miss out on an opportunity. Can your receptionists schedule consultations and other appointments for me and my staff?
Absolutely! Our scheduling software is internet based. We’ll customize a calendar for you that can be accessed anytime via the internet. You’ll be able to access your calendar to check or schedule appointment’s, block out a day etc. Our receptionist will access this same calendar and schedule appointments in real time.
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I get many calls after regular business hours. What are your hours? Receptionists are available 24/7 365 days a year.
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Many of my callers are Spanish-speaking, but I don't speak Spanish and I often need translation services. Do you have Spanish speaking receptionists?
Yes, we are staffed 24/7 365 days a year with Spanish-speaking staff who are available for translation services.
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Where is your facility?
All calls are handled at our Ventura, California facility. It doesn't matter where you are located—we handle calls nationwide.
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What measures are taken to ensure confidentiality?
All of our receptionist sign a confidentiality agreement.
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How long does it take to have an account activated and start service?
Standard Professional Receptionist Service and other standard call answering services can be set up within 24 hours to 48 hours. Appointment Scheduling can take 48 hours to two weeks depending on the complexity of the calendar and training needed.
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Is this a long term contract?
No. Your Alert account is on a month to month basis with a 30 day notice to cancel.
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Does Alert offer its services nationwide?
Yes. We’ll answer for your business wherever you are located in the U.S.
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What do I need to do in order to start service?
Contact our National Account Executive who will make recommendations based on your call handling needs, call volume and your firm’s goals. After you’ve made the decision to use our services we’ll gather the information needed to setup your account. Typically, that information includes your staff names and phone numbers, call handling protocol, message delivery methods and other company information needed to enable our receptionist to assist your callers.
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How will I be billed?
A set number of receptionist minutes are included in your monthly base rate. Alert tracks two categories of receptionist minutes. These are incoming and outgoing minutes. The two are added together to get the total number of receptionist minutes used. If your receptionist minutes used exceeds the set amount of minutes in your package, then the remainder of minutes are billed at a fixed per minute rate.
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What are the advantages of time based billing?
The biggest advantage is that you’ll have staff ready to answer your calls 24/7 365 days a year and you’ll only pay for time used. We have several rate packages to accommodate different levels of usage.
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Can I change my plan?
You may start on a plan and later realize you need to change to a higher or lower plan. Just contact our offices and we’ll gladly assist
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