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Answering the Phone and Taking Down Information from a Physicians Office

  • When answering the phone for any call, use the following greeting.  "Good (morning/afternoon/evening)!  Behavioral Medicine, PC, This is (insert name).  How can i help you?"

  • When taking down information from a physician’s office, log all information on an ADMIN NOTE. Note the caller’s (nurse or admin’s) name, the patient’s name, the physician’s name, office phone number, and date of call. Be sure you listen attentively and ask enough questions to thoroughly understand and note their reason for calling. If needed, repeat the information back to the caller to clarify that you understand them. Let the caller know that you will relay the message to the appropriate therapist/individual.

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