One of the main duties of a medical assistant is to act as an administrative assistant for medical professionals. Their responsibilities are to connect patients and medical specialists, update and maintain medical records, and answer and make phone calls on their behalf. Being polite, maintaining a respectful and pleasant voice when delivering messages is important for these tasks.
Addressing the patient or medical staff by his or her own name is necessary, especially when making a phone call. This is a sign of respect and professionalism. Here are some methods and etiquette that should be followed during a phone call.
First, when you call the phone, you must introduce yourself, the company in which you work, and the purpose of your call. At the beginning of the call, convey your intention. Make the bell sound professional.
Secondly, use your usual voice. This way you will feel more relaxed and sound more sincere.
Third, avoid screams. This will make a negative impression on the receiver.
Fourth, communicate your message briefly, but clearly. Avoid long and eloquent sentences and words that are too complicated to decipher. Remember that you are talking to a person, not a dictionary. Also, be careful. You are dealing with a busy medical character and a sick person who does not have time for complicated calls. Try to answer any questions from a person clearly and without excitement. The use of slang words is not the language of professionals.
Fifth, eating and drinking during phone calls is a bad habit. Your voice will change and your words will not be clear. There is a suitable time and a suitable place to drink and eat.
Six, used to have a pen and paper with you when making and receiving phone calls.
Receiving a call from a patient or medical staff is another responsibility of a medical assistant that requires serious attention. Pointing your name and greeting the caller is a sign of courtship.
When you give your name, he understands whether he is making a mistake or has the right to dial a number. Listening patiently to what the person is saying is obligatory. Repeat the caller's message to receive his or her message. If you call while you are talking to a person, ask her or him politely if he or she can hold. Try to get back to the person waiting for one minute.
When you receive a call from an angry person or someone who has a complaint, listen to what he or she has to say. Answer this person with kindness and respect and without any irritation in your voice. Say a few comforting words that will calm her or him. Make sure you do not raise your voice at any time. Remember that you are dealing with a tired medical person or a sick person who can lose his mood at any time to be patient and good. Do not be distracted by anything. Avoid talking to a friend, eating and drinking while you are preparing and making a call.
Record all the phone calls you made and the reasons you made them. Just like all the phone calls you received, and the messages that come with him, you will not forget what you should do in response to these messages. In this way, you protect the patient, the medical person and yourself, and, above all, you give value to the messages you receive and the person who gives them.
