Your hearing practice probably goes through ebbs and flows with phone calls – use these slower times to your benefit when phones aren’t ringing off the hook.
Right now is a sort of “in between” seasons for hearing offices. You’re still a bit on the heels of Better Hearing Month in May where you probably got an influx of calls, and a quarter before the holiday season when families may be spending time with loved ones and scheduling calls for them to come get their hearing checked.
According to CallSource’s call data, there is a bit of a lull in inbound calls in hearing offices around this time of year. So what to do? It’s important to use this extra time you may have to get all of your office ducks in a row.
Check previous years’ call volume to stay prepared
By reviewing the calls you received last year with your call tracking data, you can be prepared for your next influx of calls.
Check out the upcoming months and weeks for the previous year and see when you had more or less incoming calls. Also be sure to pay attention to what campaigns you had running at these times, if any, and compare that to if you are running similar campaigns or not this time around – since that will make a difference in your inbound call numbers.
It is important to pay attention to the calls you received by hour to staff according to your peak inbound call times.
Don’t get short-staffed and fall behind on inbound calls as well as taking care of front office patients. Be prepared by reviewing the correct data.
Review your current, or recent, data
Don’t have call tracking information from a whole year back? Maybe you just recently signed up for call tracking, or maybe you don’t have any call tracking data yet at all.
If you do have call tracking but don’t have last year’s data, look at the past few weeks or months to determine any patterns. For example, are there fewer calls from 3-5pm? Block off calendar time to make sure you dedicate it to other important tasks since you know you’re less likely to get sidetracked with lots of calls instead of doing those during busy times and possibly making a mistake.
Efficiently Schedule Employees
By reviewing your inbound call data, as briefly mentioned above, you can staff employees according to call volume for maximum efficiency.
This is especially useful for hearing businesses with more than one office. Make sure you have the right amount of employees covering each office, and at the right times.
Do you need to open another office earlier or keep it open later than usual? If you are missing too many inbound calls, it may be worth it to have an employee on call or roll over your phone lines at a certain time to another office that may be open later.
Don’t let the down times in your office go to waste – use the slower season to prepare for what’s ahead, and do it more efficiently with call tracking.
Curious to learn how CallSource’s call tracking can help you in the areas noted above, as well as in other aspects of your business? Contact a representative now.
