Answering the Phone

As you work as a Medical Administrative Assistant you are going to have to answer the phone many times a day.  People are going to need your help and ask many questions.  I am going to show you a guide on how to answer the phone correctly.  With these steps you will do it the best way to satisfy your customers and your boss.  When the phone rings:

•  Let it ring twice to give you a few seconds to get ready to answer in case you were busy with something and then pick up the phone
• You announce the place where you work, say your name and ask how you can be useful to them.  For example. "Good morning, this is Company X office, Kelly speaking, how may I help you?"
• Then you listen to the callers needs, see if you can help them and do so directly in a preferably short, clear, and simple way
• If you can't help that person and you need to transfer the call to someone else, say to the caller that they need to speak with another section and that you are going to transfer the call 
•  When you're going to transfer the call to another person, warn first who the caller is and the purpose of the call then transfer the call
• If you have helped the caller, ask if they need more help, say have a good day and then good bye