How To Answer Phone Calls Effectively – Medical Assistant Tasks

One of the major duties of a medical assistant is to act as an administrative assistant of the medical professionals. They act as mediator between patients and medical professionals. To be efficient in their duties, they need to learn how to be gallant and considerate in delivery messages.

Addressing a patient or medical staff with his or her appropriate name is cardinal. It is a sign of acknowledge and professionalism. Cited below are good tips on how to make and to take calls which is one of the most important tasks of medical assistants.

First, when making a call, introduce yourself and state your business. At the start of the call, communicate your purpose. Make the call sound businesslike.

Secondly, try to use your normal or your average tone of voice. In this manner you will feel more mellow and sound more honest.

Third avoid shouting. It gives a negative impression that you are impolite and the company that you represents is unprofessional.

Fourth, be clear and concise. Avoid long and eloquent sentences and words that are too complex to decipher. Know that you are talking with a person and not to a wikipedia or a dictionary. Also, be considerate. You are dealing with a diligent health care worker and a sick person who have no time for convoluted calls. Try answering any questions from the person clearly and without anxiety. Use of slang words are not the rhetoric of the professionals.

Fifth, eating while talking is a bad habit. Your voice will alter and your words will not sound clear. There is a right time and a proper place for drinking and eating.

Six is to bring notes and pen always and write important messages.

Receiving calls from a patient or health care worker is part of the duty of medical assistants. Giving your name at the start of the call and greeting the caller is a good sign of professionalism.

Stating your name initially makes the caller realize if he or she makes a mistake or right in dialing. Listening good-naturedly to what the person is saying is a must. Repeat the message of the caller in order that you get his or her message right. If you receive a call while still talking to a person, ask her or him politely if she or he could hold. Try to get back to the person on hold within one minute.

When receiving a call from an angry person don’t shout back. Still, you need to show your respect. Don’t show that you are irritated or else that call will be a long and painful one. Say some comforting words that would calm her or him down. Make sure you don’t raise your voice in any time. Consider that you are dealing with a tired medical person or a sick person that could lose their temper any time so be patient and be nice. Don’t be distracted by anything. Avoid talking to a friend, eating and drinking while making and taking a telephone call.

Make a record of all the telephone calls that you made and the reason why you made them. The same way of all the telephone calls that you received and the messages that goes with it, this way you won’t forget what you should do in respond to those messages. Thus you protect the patient, the medical person and yourself and most of all you give significance to the messages that you received and the person that give them.