Everything About the InDesk Aesthetic Clinic Receptionists

General

What is InDesk?

InDesk is a receptionist service designed to answer every phone call, email, text, and WhatsApp message received by your clinic. Our agents deal with all of these in real-time and book patients directly into your chosen booking system. Based on your requirements, we provide patients with information about the treatments offered by your clinic and take deposits on your behalf.

Who is InDesk for?

InDesk receptionists help busy Medical Aesthetic practitioners save time. It's the perfect solution, especially if you consider starting your own clinic, expanding the existing business or if you just want to improve your workflow and free up your time. The InDesk agents are a budget-friendly alternative to front desk managers. The service is designed to help Medical Aesthetic practitioners in the UK through better patient enquiry management and efficient communication with patients. With InDesk, you can focus on what is important to you, whether it is performing more treatments or spending time with family and friends.

How aesthetic practitioners can benefit from InDesk?

Working with InDesk allows you to save time that can be devoted to growing and organising your clinic, performing treatments without distractions or pursuing your personal interests and improving your work-life balance. In addition, your patients receive the highest level of customer service, and you save money compared to the cost of hiring a traditional receptionist.

Who are the InDesk Receptionists?

The InDesk agents are an extension of your team, following your guidelines, always open to your feedback and determined to provide your patients with the best customer service possible.

Every InDesk agent undergoes an in-depth training, which consists of soft skill exercises, role plays and acquisition of complementary knowledge of popular Medical Aesthetic treatments. Each clinic is unique, that’s why our receptionists will adapt to your booking system and adjust to your clinic's workflow during the onboarding process. As a result, you gain the assistance of a well-trained specialist in patient communication.

Enquiry handling

Will InDesk handle all of my enquiries?

Yes. Receptionists from InDesk answer phone calls and respond to text messages, emails, and WhatsApp messages as well as contact forms from your website. We also contact potential patients who have sent an enquiry but never made an appointment to maximise the number of bookings at your clinic. Our agents are trained to comply with GDPR and follow all the confidentiality protocols of your clinic.

What kind of enquiry channels do you handle?

- Telephone enquiries: calls, voicemails
- Text messages
- WhatsApp messages
- Email enquiries
- Website enquiries and contact forms

In case of any additional sources, we are open to discussing them with you!

Can I still answer enquiries myself?

You can decide at what times InDesk agents take care of patient communication on your behalf. All this is established during the onboarding process, but we are also open to further adjustments during the collaboration so that you get the most out of the service.

‍Our receptionists are available:
Monday to Friday: 8.30 – 19.30
Saturday: 9.00 – 16.00

Will I have support from the InDesk team?

Your account manager will arrange the entire onboarding process, tailoring the service to your requirements and making sure everything runs smoothly. At any time, you can contact her or him to check if everything goes according to your requirements and see reports of the agents’ performance. They will also schedule regular meetings to get your feedback and improvement suggestions so that you are fully satisfied with the service.

How can I see how the Receptionists communicate with my patients?

You will get access to the InDesk Go app, which provides full transparency. You will have access to phone call recordings, all messages exchanged with patients, patients' profiles, and booking details.

How will I get all the necessary information about patients?

During the onboarding process, the InDesk team learns how your clinic operates, in order to adapt to your workflow. We discuss your aims, learn how you manage your patients, what booking system you use, how you book your patients and gather every other necessary information. The InDesk Receptionists will adapt to all of the above and suggest possible improvements. Together with your account manager, you determine what information you would like to obtain prior to the patient's visit at your clinic.

Integration

How do I connect my telephone number?

We will take care of connecting both your landline and mobile numbers. You will only need to ask your current provider for the PAC or LOA code, which will allow us to add your number to InDesk. Then we will set the specific times you want our agents to take your calls. Alternatively, you can opt for a new phone number provided by InDesk.

Do I have to change my booking system?

No, our agents adjust to any booking system you are currently using, once you have given us access to it.

Which systems are InDesk agents familiar with?

Our agents are familiar with the following systems and are constantly learning about new ones:

Pabau
Phorest
Ovatu
Timely
Fresha
Google Calendar
WriteUpp
Calendly
Treatwell
Salon IQ
Aesthetic Nurse Software

Privacy & terms

What about privacy?

To find out more, please see our Privacy Policy hereand Terms and conditions here.

Any Questions?Learn everything about the InDesk Aesthetic Receptionists