#9 – Phone System | Dental Practice Coaching

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#9 – Phone System

HealthPark Specific Instructions:

We have 7 phone lines here at HealthPark Dentistry – in order to make an outgoing call pick up the handset and then when you hear a dial tone press 9 for an outside line.  Aside from our regular phone lines that are answered directly by the front desk, we installed a voicemail system.  A new voicemail system was installed at HealthPark July 2005 to free up telephone lines so clients would not get so many busy signals when calling us.  The voicemail system is designed to take detailed, private, non-emergency messages for all staff members and provide callers with a variety of options.

During business hours, secretaries answer the phones primarily to handle patients’ needs.  For non-patient callers (about 30% of all calls), such as suppliers, salespeople, friends, family, etc. the best number to give them is 937-667-5284 (which is 667-LAUGH) this is an easy way to remember and the last number can be dialed and it won’t matter.  This line will be answered by the voicemail system and they can either leave a private message for you or they can dial 0 to speak with a secretary.

When you begin working at HealthPark you will receive an extension number.  Talk to Jill about setting up your mailbox.  Depending upon your position at HealthPark, you may or may not have a phone.  If you have a phone assigned to you, a red light will blink to let you know you have a message.  If you aren’t assigned a phone, please call your mailbox before meals and at the end of your workday.  Voicemail works on all phones.  You can check messages anywhere – at the office or at your home

  1. Here are the basics of Voicemail:
    1. To set your security code so that no one else may listen to your messages, press in order:
      1. Dial 600
      2. Enter # when it asks for your security code
      3. Press *
      4. Enter your Extension (given to you by Jill) then #
      5. Enter 0000# (This is the default security code that you are changing.  Your code must also be four numbers.)
      6. 3 – To manage your mailbox
      7. 2 – User options
      8. 3 – To change security code
      9. After entering security code, press #
    2. To record your name, so that people know who they are calling, press:
      1. Dial 600
      2. Enter # when it asks for your security code
      3. Press *
      4. Enter your Extension (given to you by Jill) then #
      5. Enter your security code, then # (This is your private four digit code.)
      6. 3 – To manage your mailbox
      7. 2 – User options
      8. 6 – To record your name
      9. After recording your name, press #
    3. To record your greeting, press:
      1. Dial 600
      2. Enter # when it asks for your security code
      3. Press *
      4. Enter your Extension (given to you by Jill) then #
      5. Enter your security code, then # (This is your private four digit code.)
      6. 3 – To manage your mailbox
      7. 1 – Change greeting
      8. Select greeting 1.  Your greeting might be “Hello! This is _______.  I am currently working with patients, but you can leave me a message at the beep.  If this is an emergency, please dial “0” and one of the secretaries will get me immediately.  Thank you.  Be sure to wait for the beep.”
      9. 2- Record greeting
      10. After recording greeting, press #
    4. To check messages, press:
      1. Dial 600
      2. Enter # when it asks for your security code
      3. Press *
      4. Enter your Extension (given to you by Jill) then #
      5. Enter your security code, then # (This is your private four digit code.)
      6. Follow the instructions
    5. To transfer a caller to voicemail, press:
      1. Conf/Trans
      2. Extension # of staff member
      3. Hang up

 

To get checked off:

Set up your voicemail

Leave Jill a voicemail (x214) and let her know your voicemail is set up & what your extension is.

She will call your voicemail & leave you a message. When you get this message, bring your level to her & she will sign you off.

Voicemail Extensions – a list is located in T:StaffSchedules

 

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Jill                                                                                    Date