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Virtual Receptionist Services

Appointment booking and diary management

Our UK-based receptionists answer your calls, book appointments and manage your diary.  We offer a 14-day FREE trial – start yours now!

Virtual-Receptionist-answering-phone

Virtual receptionists for all-round customer support

Best Reception virtual receptionists are real people who answer your phone calls on your behalf, but while working from Best Reception’s UK offices.

Our multitasking virtual receptionists provide your business with that vital front-end point-of-contact for those all-important inbound calls, giving you and your teams more flexibility to focus on building the business – while we handle more customer enquiries and appointment bookings.

We will answer the calls, obtain the callers’ details, book them into your diary, check any queries, and send you a message to advise of the details and outcome of each call.

They answer all calls promptly using a greeting of your choosing – always friendly, always professional.

Best Reception also offers standard telephone answering for small businesses only requiring our entry-level call forwarding and message taking services. For larger companies, our UK call centre package may be more appropriate.

Our appointment booking packages

A small build on our telephone answering service. In addition to answering your calls, our virtual receptionist team will manage your diary and book appointments. This service allows you to focus on the most important, and profitable, aspects of your business.

25 Inclusive calls

£ 65 per month
  • £2.25 per extra call

60 Inclusive calls

£ 130 per month
  • £2.15 per extra call

130 Inclusive calls

£ 260 per month
  • £2.15 per extra call

265 Inclusive calls

£ 520 per month
  • £2.10 per extra call

400 Inclusive calls

£ 770 per month
  • £2.10 per extra call

575 Inclusive calls

£ 1100 per month
  • £2.00 per extra call

All prices subject to VAT

Let us answer your calls for FREE

Discover how the Best Reception team can support your business, saving you time and money. We offer a FREE 14-day trial, sign up today!

Telephone answering equipment
Virtual receptionist answering calls for businesses
Virtual Receptionist with headset managing calls and using computer

Why choose our virtual receptionist service?

Our flexible virtual reception service means you can find the perfect call answering solution for your company. Our range of options has been designed to support businesses in every sector.

When you choose the right call handling package, you will receive a personalised, friendly service with the following features:

We have extensive knowledge and experience with a large variety of diary software such as Cliniko, Jane, PracticeHub and more.

Clinics often find when appointments are booked, our costs are usually covered within the first few calls handled.

Call and caller’s details sent to you via e-mail and/or SMS. Information is also obtained from your callers, based on your requirements, and the nature and the outcome of the call.
As soon as your service starts (including our 14-day FREE trial) our expert team of Best Receptionists will be familiar with your company, what you do and how you like your calls to be handled.

Our team will handle incoming calls, collect relevant information from the callers, schedule appointments in your calendar, address any concerns, and notify you of the specifics and results of each call.

These are super-busy times for business owners. Best Reception’s Virtual Receptionist services ensure that you won’t miss valuable customer leads and sales opportunities because you’re not able to take a call or capture an enquiry.
Whichever call plan you opt for you will receive a personalised, friendly call handling service.

You can be confident that Best Receptionists always engage professionally with your callers and represent your organisation with the same high standards you expect of your own staff.

What is a virtual receptionist?

Don’t misunderstand ‘virtual’ – Best Reception provides a complete, all-round receptionist service. By virtual we mean serving on your behalf – but not on your staff payroll.

And do not confuse virtual receptionists with ‘automated’ call routing systems or answering services where customers have to speak to robotic, pre-recorded voices, and there’s no interaction with a ‘live’ human.

Our virtual receptionists really are real people who handle your phone answering and represent your business, but while working from Best Reception’s UK offices.

They will ensure superior customer experience for all your callers. We do not use ‘automated’ call routing systems or answering services where customers have to speak to robotic, pre-recorded voices.

You can be confident that our trained and knowledgeable Best Receptionists always engage professionally with your callers and represent your organisation with the same high standards you expect of your own staff.

Virtual Receptionist with headset managing calls and using computer

Diary and practice management software

Diary and practice management software solutions have become essential to organisations that operate on an appointments-based model – from hospitals and health spas to opticians and vets.

Such systems manage all aspects of day-to-day customer interactions, both face-to-face and, increasingly, via phone or online meeting.

Choosing a software solution to manage customer appointments and organise your workflow can prove challenging, especially if you are new-to-market.

At Best Reception, we have an extensive understanding of appointment booking systems due to the wide range of clients we work with. Because of this, we can identify the strengths and the features that a specific branded solution could offer your business.

For appointments management, we can adopt an existing diary and/or practice management solution that’s already being used in your business.

And if you do not have a solution in place, we can recommend one that’s best suited to your business’s needs – and also help you set it up and use it.

Best Reception’s Virtual Receptionists have deep experience of working with a wide range of diary and practice management solutions, including:

Cliniko – practice management system for clinics and allied health practitioners

Jane – online app/platform for health and wellness practitioners

PracticeHub – all-in-one clinic platform loved by chiropractors

PracticePal – web-based practice management software suite

Fresha – software for salons and spas

Nookal – smart cloud-based health practice management software

Each of these includes beneficial features to efficiently manage your clients’ bookings.

Find out more – Insight into the diary software we use

Virtual receptionist managing appointments in a diary
cliniko logo
PracticeHub Logo
Fresha Logo
Jane Logo
dentist-assistant-making-appointments-using-headset

Other call handling services

Our business call handling packages have been designed to stop you missing important leads and business calls.

Our friendly Best Receptionists provide the best phone answering service for you and your customers.
You can trust our UK-based call answering team to provide your callers with the highest level of customer service.

Our receptionists answer all calls promptly, and use a greeting of your choosing in a friendly, professional manner.

Phone answering service

The entry-level tier is our baseline phone answering service.

With this our UK-based Best Reception call answering team provides your callers with the highest level of customer service. They will answer all calls promptly, and use a greeting of your choosing in a friendly, professional manner.

Our phone answering service is perfect for small businesses requiring a remote team of trained and efficient receptionists, who will handle all your customer enquiries, call transfers and message taking.

Telephone answering by virtual receptionist
Virtual Call Centre taking calls

Virtual call centre - Switchboard services

This service is ideal for larger companies with teams of staff and a high volume of calls.

Your switchboard will be managed by our fully-trained UK-based receptionists who will answer your calls, creating a positive first impression – always friendly, always professional.

Virtual numbers

Our virtual numbers services can enable local numbers, national numbers and freephone numbers to be assigned to your business. When customers call your virtual number, they will connect through to your existing direct dial and mobile numbers, as you require.

A local phone number gives your business a physical presence and attracts customers who prefer to buy from a ‘local’ business. Best Reception can provide local numbers as virtual numbers for any town or city in the UK.

We can also change a mobile number to a landline number or assign a freephone number (0800 / 0300) to your business to lend extra authenticity to your brand image and advertising.

Our virtual numbers are provided at extremely competitive rates and clients can keep their number forever, even if they leave us.

Business phone with person dialling a virtual number

What services do virtual receptionists provide?

Best Reception’s virtual receptionist service will manage those routine but all-important inbound customer enquiries that you and your team might be too busy to cover:

Best Reception’s virtual receptionists can be tailored for your company’s specific requirements or scale of business – we provide virtual receptionists for small businesses, mid-size businesses and large enterprises.

Best Reception’s virtual receptionist service works with a wide range of diary and practice management software solutions, including Cliniko, Fresha, Jane, Nookal, PracticeHub, PracticePal and many other systems.

How it works

Start with a call to our friendly Customer Service Team, and you’ll experience Best Reception’s service first hand. Discuss your requirements and how you’d like us to work for you.

This helps our team to learn the information about you we need to arrange your fully functioning 14-day free trial. We’ll create your call handling instructions and brief your team. Then we’ll start taking your calls!

From the first call your free trial will work – superbly. With your feedback, we’ll build on this to further improve your service. At trial end, we’ll provide a breakdown of anticipated call volumes and recommend a Best Reception call plan for you.

Let us answer your calls for FREE

Discover how the Best Reception team can support your business, saving you time and money. We offer a FREE 14-day trial, sign up today!

What our clients say

We pride ourselves on providing an exceptional service – friendly, professional, results-driven. And our clients agree – here are just a few examples of feedback and reviews Best Reception has received…

Best Reception
4.8
Based on 33 reviews
powered by Google
A DA D
14:39 03 Oct 23
I've been using Best Reception for a few months and so far their service has been excellent and far superior to the previous company that I used.
Richard ShirbonRichard Shirbon
14:13 27 May 22
I've used Best Reception for around 1 year now. I've found the service superb. My customers comment on how cheerful and professional the call handling is. They are always looking to help and do their job better. How proficient Best Reception is at their job has even helped me from time to time with the extra details noted on conversations by the call handlers. Excellent service and well worth it's money.
InTune ClinicInTune Clinic
13:04 08 Mar 22
Best reception have been a godsend to our small clinic in Gateshead.We were recommended them by our business coach as we were having difficulty in booking patients in and guiding them to our premises.Completely changed the game having them step in. Our stress levels dropped massively!Definitely use them!
Jennifer RimmerJennifer Rimmer
14:34 23 Feb 22
I used Best Reception for 2 years during a particularly busy period when my location-based Reception was unable to use Cliniko as I moved away from a paper-based diary. Knowing someone would answer the telephone quickly, reliably and make bookings on my diary accurately while I was busy with patients was reassuring and took a load of stress off me. Any issues that arose were minor, quickly resolved with the team managers, communication was great. Overall I wouldn't hesitate to use them again - great service & good value for money.
Angela StevensonAngela Stevenson
15:05 09 Dec 21
Efficient and friendly service. 😊 Edit - 2021 a year later -Best reception continually give an excellent service and have been so supportive during this very difficult year. Also more recently I have had 2 patients in the last week comment what a pleasant receptionist I have - and how friendly helpful and clear she is. Well done best reception staff!
Foot Factor has been working with Best Reception for many years - they are an amazing team, very professional and always ready (and able!) to adapt to regular changes we make in our diary. Our clients appreciate an easy booking service, they're surprised not to find the receptionist at the clinic when they come for their appointment. We appreciate a small, friendly, dedicated team who really know Foot Factor well. Thank you!
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Read our 5-star reviews on Truspilot

Reasons to choose Best Reception

Best Reception’s proven track record of outstanding customer service means we are extremely proud of our excellent client retention – which we believe is the best demonstration of how well our services perform.

We understand that every company is different. From sole traders to global conglomerates, Best Reception’s friendly and professional approach will improve your business communication.

We will work with you to provide the service that meets your needs and enables you to achieve your business objectives and ensure customer satisfaction.

We pride ourselves on maintaining the highest standards which all our team are committed to, and provide a high service standard on every call. Try our free two-week trial and see for yourself just how super-good we are!

✅ All our services are easy to set-up and use
✅ Focused and knowledgeable – we know that every single one of our clients is unique
✅ Proven track record – we’ve been expertly handling calls for our clients since 2006
✅ Responsive to business change – we scale with your requirements both in call volumes and service provision
✅ Trusted by our clients across a wide range of vertical sectors

What puts the ‘best’ in Best Reception

✅ High service standards drive everything we do – always friendly, always professional
✅ Pride in our ability to represent your business or organisation
✅ The success of your business keeps us in business
✅ Training and development of our Best Receptionist teams is core to our ethos
✅ We invest in our people, making the Best Reception workforce more productive and professionally rewarded
✅ Best Reception is committed to and accredited by Investors in People, the established standard for people management

Find out more:

Read our reviews on TrustPilot

Read our latest blogs

Don’t forget, we offer a FREE two-week trial, so you can see how we can transform your business.

Meet some of our team

Best Receptionists are customer service experts. Since we began handling our clients’ calls in 2006, our commitment at Best Reception has always been to provide outstanding customer service on every call.

We believe that employing great staff is the first step in providing the best customer experience for our clients and their customers. To achieve this, from their first day, all of our receptionists are individually trained on every client before they start taking calls on their behalf.

Let’s hear from three of our star team members – Beth, Millie and Wendy…

Beth - Trainer

“I love helping people, and watching them learn and develop, not only in their career but as individuals as well, so I knew that training was a role that I would thoroughly enjoy. Having had such amazing trainers myself, I wanted to join their team, by following in their footsteps, and using their fun techniques and quirks to help others grow and progress.”

Training Co-Ordinator at Best Reception
Millie - Virtual Receptionist at Best Reception

Millie - Receptionist

“Working at Best Reception has made a real difference and boosted my confidence, especially as every day I speak with hundreds of people, and this has been a huge benefit to my mental wellbeing as well as my happiness. Full training has been provided every step of the way and the team have been so supportive and helped me gain new skills and experience to quickly progress within the company.”

Wendy - Recruiter

“At Best Reception we are all about working with the individual staff member to support them in achieving their potential. We promote staff at Best Reception based on ability rather than how long they have been with the company. We endeavour to support our staff to progress wherever possible and equip them with the skills they need to do so.”
Lady with headset providing call handling services

Client sectors

At Best Reception we work with a wide range of client types, from leading multinationals to growing small businesses, tailoring our service to suit the needs of the vertical sector and industries that you operate in.

This enables our clients to focus on building their brand quality, market awareness and revenue streams.

Other call centre outsourcing companies simply cannot match the breadth and depth of our client sector experience.

Telephone answering equipment
Virtual receptionist managing appointments in a diary
Business phone with person dialling a virtual number
Lady with headset providing call handling services

Why use Virtual Receptionist services?

As your business grows the volume of customer calls coming into your organisation will likely ramp-up faster than your team’s ability to deal with them – and so valuable sales leads and growth opportunities can be missed.

Most companies do provide voice messaging – but most customers don’t use it. They want their phone call answered by a ‘real live’ person – someone who’s friendly, knows the business, and is empowered to handle their enquiry effectively.

Because the volume of customer calls is not always predictable, employing a full-time inhouse receptionist is cost inefficient. It also takes time to ensure that a receptionist is trained and knowledgeable about your business before they can be trusted as a frontline point of contact.

Outsourcing your receptionist needs to Best Reception gives you a highly efficient and professional receptionist as and when you need them, with a flexible call plan that brings enterprise-class experience and expertise to companies of all sizes – at affordable prices.

Our Virtual Receptionist are on stand-by 24×7 to field your inbound calls promptly as they come in and to resolve routine customer needs, such as call rerouting, appointment scheduling or providing account information.

We’ll answer the calls, obtain the callers’ details, book them into your diary or scheduler, clarify caller queries, and send you a message to advise of the details and outcome of each call.

We’ll obtain all the necessary details from new clients in order to complete an appointment booking, plus relay the essential information so your customers know all that they need in advance of their appointment. We can even accept payments.

This additional support frees up you and your teams to focus on the most important, and profitable, aspects of your business.

Let us answer your calls for FREE

Discover how the Best Reception team can support your business, saving you time and money. We offer a FREE 14-day trial, sign up today!

Testimonials

Benefits of virtual receptionists

Telephone answering by virtual receptionist
male-receptionist-answering-calls
Happy business owner with more time

Frequently Asked Questions

If you are still wondering about the benefits of our services, or have a burning question, hopefully you will find the answer below.

Absolutely they are! Best Reception virtual receptionists really are real people – such as Beth and Millie, who answer the phone on behalf of your business, but while working from Best Reception’s offices in the UK.

When we established Best Reception in 2006, our mission was to offer a cost-effective solution so all businesses could benefit. With that in mind, our pricing plans start from as little as £60 per month. While we do have some standard support packages, we believe in tailoring our solutions to the demands of every client. Call us today to get started

Yes, they are UK-based. Unlike most virtual call centres, Best Reception’s friendly and expert team is not locationally dispersed. All are located at our offices in Ware, Hertfordshire, UK – your calls will never be diverted to an overseas agent. This enables our team leaders to ensure that we are all fully focused on providing your callers with the customer service that helps you to engage successfully with your customers.

By getting to know as much as possible about you and your business/organisation. That starts with a call to our friendly customer service team to discuss your requirements and how you’d like us to work for you. This helps our Team to learn the information about you we need to arrange your fully functioning 14-day free trial. We’ll create your call handling instructions and brief your team. Then we’ll start taking your calls! With your feedback, we’ll build on this to further improve your service.

Yes – easily. Calls can be delivered wherever you want them. Calls can be transferred to you, as you instruct, with our Best Receptionist announcing the call to you so you can choose to accept it. Switchboard calls can be transferred to individual staff, departments, etc., via direct dials or mobiles, based on the nature of each call. We provide simple set-up processes to transfer your staff details to Best Reception.

Yes, you can keep your existing phone number and telephone service provider.

However, if you prefer, Best Reception can also provide a new virtual number (local, national or Freephone).

Our telephone answering service is a basic call taking service.

Almost all telephone systems can be set to divert in just a few moments. We provide you with a dedicated telephone number which you divert your calls to when you are in conference, on another call, or simply otherwise unavailable.

When your caller phones your business, the call is instantaneously and seamlessly diverted to your Best Reception virtual personal assistant. They will immediately know that the call is for your company. The receptionist will then answer in your company’s name and deal with the call as per your set-up instructions.

A virtual receptionist service provides a higher level of caller interaction and back office operations management, such as working with a diary and practice management system.

Our virtual receptionists will answer calls, obtain the callers’ details, book them into your diary, clarify any queries, and send you a message to advise of the details and outcome of each call. No more missed calls that result in a potential lead becoming another company’s customer.

A virtual call centre is a resource that provides a range of telephone call management services. It’s primarily used for receiving or transmitting large volumes of phone enquiries for different types of recipient.

An inbound call centre administers inbound product or service support or information enquiries from customers and others such as business partners. Outbound call centres are usually operated for sales purposes such as telemarketing, soliciting charitable donations, payment collection, marketing and customer feedback.

Yes, you can cancel your service contract at any time. Best Reception works on a rolling monthly contract which can be terminated with two months’ notice (starting from the end of that calendar month). We have a fixed notice period because it enables us to maintain our required staff levels.

Our initial, FREE trial periods usually last 14 days and carry no obligation, so you can choose to simply not continue when they end. If you do decide to continue with our services, there is no separate set-up fee.