legal virtual receptionists

Discover how you can turn callers into clients with virtual receptionists.

Your clients aren’t shy about their experience expectations. 67% admit that their standards are higher than ever. Are you meeting, and exceeding, their expectations?

A virtual receptionist service might just what your firm has been waiting for! With a team of virtual receptionists at your back, you have the power to give each client the attention they need—without the distraction of a ringing phone.

Whether you’re heads down focused on a case, in court, or away from your desk, you can count on a virtual receptionist service to ensure you aren’t missing potential clients on the phone. With intake, message taking, call forwarding, customizable call handling instructions (always want to personally take calls from your biggest client?), and even outbound calling, you can rest assured that your clients are always taken care of.

Discover the who, what, when, where, and why behind live virtual receptionist services.

In the Ultimate Guide you get:

  • The power of exceptional customer experiences
  • An ROI of the phone call worksheet
  • 5 main benefits of live call answering
  • A breakdown of your virtual receptionist options
  • How a virtual receptionist service works
  • And more!

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New Brand Identity Signals Future Intent to Expand Products & Services to Serve Small Business Market

We’re excited to announce that Ruby Receptionists is evolving—and becoming Ruby. Our new name and tagline, “All business is personal,” reflects our continued commitment to helping our customers uniquely standout and thrive through the power of personalized interactions.

“Through our years of servicing the small business community, we’ve seen a shift away from real human interaction toward the automation of daily tasks,” stated CEO Kate Winkler. “At Ruby, we want to double down on our commitment to keeping our services human. We want to help our customers build trust-based relationships by ensuring every interaction says ‘we care.’ Our new brand not only does that but also expresses the expansion of our services over the coming months and years to continue to better help our customers grow.”

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In 2005, Jill Nelson, Ruby Founder, huddled around a table with a creative agency and laid out a vision to transform Worksource, Inc. into the company and brand you now know (affectionately!) as Ruby Receptionists.

Inspired by the retro feel of the 1962-set movie “Down With Love,” Jill wanted to develop a brand that not only was vibrant, and fun to look at, but also conjured up an era when customer service was king. A time when every business call was answered by a friendly receptionist providing a personalized human touch, ready to make someone’s day. 

So we set about the task of developing a brand and visual identity that communicated Jill’s vision of perpetuating meaningful, human connections in an increasingly technology-focused world. A brand that was friendly, vibrant, and approachable. And thus, Ruby Receptionists (and the visual representation of “Ruby”) was born!

Over the years, we know many of you have come to love “Ruby’s” smiling face. You’ve seen the representation of Ruby on our website, emails, and the handwritten thank you cards and notes our receptionists personally send out to customers “from the desk of Ruby.” You’ve seen her jetsetting, barbequing, eating turkey, and drinking cocoa. Ah, to live like Ruby!

Ruby, or at least the illustration of her, has probably become a familiar presence in your inbox and life by now! But “the Ruby girl” is just a hand-drawn representation of the hundreds of dedicated, caring receptionists and chat specialists that work tirelessly every day to make each interaction better for you and for your clients.

Since our humble beginnings, we’ve stayed true to our mission, vision, and core values. In that time our brand identity has stayed the same, but the world around us has changed. We came to the realization that our existing brand doesn’t reflect the fact that we are a people-powered business that cares about your clients just as much as you do. That we are a team of more than 600 real, live receptionists and chat specialists focused on crafting each and every customer experience to build great relationships on your behalf that win business and build loyalty. People are what’s behind our success, and we knew that it was time to bring them forward in a new way to represent our company. 

We set about refreshing the brand through the lens of showcasing human connections, replacing the illustrations with photos that represent how real Rubys, real customers, and real people truly interact. We wanted to keep the same friendly spirit, with a more modern feel that better reflects our current business. We saw this as an opportunity to incorporate the most important thing that we’ve learned from our customers over the years—that each moment, each connection matters to them and their business. And that’s why the personalized interactions that Ruby has with their clients are so meaningful to their business.

We chose the tagline “All business is personal.” to reflect our commitment to treating our customers and the people on the other end of each call or chat with care, and to learn from each interaction to improve our level of service and deliver a great customer experience. We know how hard our small business customers work, how hard it is to be the “Chief Everything Officer”.  And we know how personal delivering a great service, growing a business and being the best at what they do is vital to the small business owner.  

We dropped the “receptionists” from our name to be more inclusive of our chat services and any future services as we continue to grow and help our customers do the same!  We selected a color palette that is still friendly and vibrant, but more considered, thoughtful and inclusive, just like our services, which we work diligently to perfect year after year to ensure we’re always representing our customers’ businesses just as they would—with the highest degree of professionalism and care. We brought in shapes representing live interactions between people, as well as the “WOW-worthy” moments we strive to create for our customers and their clients.

And we added a few unexpected items because, well, they’re just fun. And Ruby is all about inspiring moments of happiness and joy. As you browse our new website, keep an eye  out for the fun smiley faces made from the same shapes as you see elsewhere on our site, and for the chat bubble shaped heart, which signifies our commitment to doing a hundred little things to make each interaction better for you and your clients, and doing it with heart, every time.

For more on the decision-making process behind the rebrand, watch this video with  Ruby CMO Molly Moore.

We’re excited to share our new brand with you. We aren’t changing who we are or what we do with this rebrand—you can still expect the same great service you’ve come to know and love. We can’t wait to hear how you feel about it, and to celebrate the value real human connections bring to your business. 

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Nextiva Nextcon

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Location: Scottsdale, Arizona
Date: November 3-5, 2019

NextCon features more than 30 sessions, workshops, and keynotes featuring thought leaders, entrepreneurs, and captains of industry. This botique-style conference features opportunities to network, meet with sponsors, and participate in in-depth training.

Ruby is a proud Nextiva partner and NextCon sponsor–and we can’t wait to attend our first event! Make sure to stop by to discover the potential ROI of ensuring every call is answered by a live, trained virtual receptionist. We’re excited to see our customers, chat with industry influencers, and meet attendees!

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The American Association of Orthodontists presents the world’s largest orthodontic tradeshow! With over 16,000 attendees and nearly 400 exhibitors, Annual Session is more than just 245+ speakers and 20 hours of CE. Celebrate the art and science of orthodontics with a series of events, exhibits and cutting edge lectures showcasing the latest innovations in the orthodontic specialty.

Want a chance to win a year lease on a Mercedes Benz, then you need to check-in at Ruby for your passport! When you stop by make sure you ask about how we can increase your new patient flow by over 30%! If that doesn’t sound convincing enough let us answer your patients 24/7 on your website (new patients, current patients and weed out spam traffic for you).

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Make sure you visit Ruby at the event to help supercharge the event as we snag leads on your website 24/7 and answer your phones so you can free up your time to focus on what you have learned! Join us for our lunch and learn at the event to gain more information about how Ruby and how can help you.

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Prero Orthodontics case study.

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Healthcare virtual receptionist case study

For most business owners, a client’s smile is a bonus. For Dr. Dovi Prero, it’s a lifelong pursuit.

Discover how live online chat can put a smile on the faces of your clients in our Prero Orthodontics case study!

Inside you’ll find:

  • Dr. Dovi Prero’s customer service story
  • The measurable impact of live chat on your bottom line
  • How real, human interaction helps your clients feel cared for
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Small business live chat benefits

There’s an easy way to tell whether a business is likely outperforming its competitors: visit their website and look for a live chat window. If there’s a box in the corner offering live customer support, you can be confident the business is experiencing better than average customer service, conversion, retention, and satisfaction.

The benefits of Live chat for businesses are numerous. Many small businesses use live chat to expand customer service while saving money. Rather than calling, emailing, or visiting a company in person, an interested customer or prospect can type in a question or request and instantly connect to a business representative.

In the most effective systems, that representative is a live chat specialist: a human agent (not a bot) ready to engage in conversations and handle issues 24 hours a day, 365 days per year. Live chat specialists are part customer service agents, part salespeople. Their job is to…

  • create personal connections with customers
  • incent potential buyers to provide contact information
  • engage in friendly, non-scripted conversations
  • understand context and proactively solve problems
  • facilitate live call transfers to the sales team represent the brand professionally, and more!

42% of all customers prefer chat over other communication channels.

What Are The Benefits Of Live Chat For Businesses?

The advantages of all of the above are obvious. (Who wouldn’t want capable sales and service agents meeting customers’ needs on-demand, around the clock?) Still, many business owners opt not to use live chat. They assume chat services are prohibitively expensive, overly complex, or simply irrelevant to their customers.

But these ideas about live chat almost never hold true in reality.

Data shows that 42% of all customers prefer chat over other communication channels?

And 73% of consumers are satisfied with their experiences on live chat. That’s the highest level of all customer service channels.

Adding a chat function to a website is simpler than ever. And for virtually any company, it tends to pay for itself before long. Chat prospects are 4.6 times more likely to convert into customers.

(Read more statistics every business owner should know about live chat and customer service.)

Yes, the number one reason to use live chat is that customers want you to. And nearly ⅓ of customers expect you to have live chat A good number—30% and counting—expect you to. Live chat enhances your customer relationships and, ultimately, your bottom line.

Live Chat Benefit #1: Stand Out from Your Competitors

Given the demand for live chat, and its reputation for efficient customer engagement, you’d think service-oriented businesses would be zeroed in on live chat. Yet only between 9% and 14% of all company websites have chat functionality in place.

In other words, the vast majority of all businesses—likely including your competitors—either undervalue chat or don’t know about it at all. In today’s aggressive markets, where customer attention comes at a premium, live chat presents a significant and highly advantageous opportunity for you to differentiate.

Live Chat Benefit #2: Increase Conversion Rates

One of the key benefits of live chat is lead generation: attracting interested parties to your business and turning them into buyers. Conversion improves because chat specialists work proactively to gather site visitors’ contact information. Some chat solutions (including ours) can even connect chat customers live to the business’s sales team within seconds using connect-to-call features, or via real-time email, text, or phone call notification.

A chat window can make a major difference in terms of new business. That data speaks for itself: businesses that use Ruby’s live chat turn their websites into lead generation machines, experiencing an average 40% increase in leads directly from website visitors.

Live Chat Benefit #3: Boost Customer Loyalty

Between its speed, convenience, accessibility, and 24/7 availability, live chat is built with customers in mind. Chat eliminates many barriers associated with conventional sales and service channels. It should come as no surprise, then, that people who use chat report high levels of satisfaction. This, in turn, increases brand affinity and customer loyalty.

Keep in mind that high customer expectations go both ways. While meeting those expectations is harder than ever, customers are also more likely to stick with companies who have earned their trust. Whether it’s used for sales, support, or both, live chat offers an uncommonly fast and flexible experience, ultimately motivating people to make return visits and become repeat customers.

Live Chat Benefit #4: Illuminate Customer Pain Points

Information gathering is yet another crucial benefit of live chat. Chat log data can help pinpoint repeated issues with customer service, leading the way for creative solutions. Identifying these pain points is much more difficult—if not impossible—to discover with other communication channels.

At Ruby, our chat technology captures every conversation transcript in its entirety, along with the IP address and visitor referral source (Google, social media, etc.), providing you with vital context on your customers’ needs, as well as the performance of your marketing dollars, which brings us to…

Live Chat Benefit #5: Improve your Margins with Customers

Tired of wasting money on business marketing, sales, and support efforts with no identifiable impact on your bottom line? There’s no better time to consider the benefits of live chat. Everything related to chat is documented, transcribed, and timestamped— you can track exactly how long conversations take and tie those exchanges directly to sales numbers and other performance indicators.

Find The Best Live Chat Service For Your Business

Ruby’s live, US-based chat specialists are highly-trained to provide a stellar customer experience personalized for your unique business. Within 30 seconds of someone visiting your site or your Facebook page, they’re engaged, ready to make a positive first impression.

Think of Ruby as an extension of your sales and support teams, ensuring your prospects’ and customers’ needs are met, delighting them with spectacular service, and ensuring they remain with you rather than leaving for a competitor’s site. Our specialists are available 24 hours a day, year-round, to help you build your brand and grow your business.

Learn more in our free, comprehensive ebook: The Ultimate Guide to Live Chat.

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Four fundamental reasons to connect

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Running a business means different priorities are constantly competing for your energy (and your budget).

It’s hard to know what to focus on, what endeavors will gain the most ROI, and what will have the most significant impact on achieving your business goals. 

But when it comes to pleasing and keeping your customers, the answer is clear — they want prompt, personal service — and many are not currently getting it. 

65% of people would prefer to reach a business by phone!

Source

1. Customers expect (and want!) to reach a real person.

Think about the last time you needed to call a business. What feeling did you have while the dial tone rang? Was it dread that you would have to get through a gauntlet of automated options before actually talking to a real person? If so, you’re not alone. 

Customers want to talk to a real person when they pick up the phone. Unfortunately, this experience has become increasingly rare. 

2. You will stand apart from your competition.

Another rare experience? Receiving excellent customer service

You know how essential it is to differentiate yourself from your competition. Imagine how much more likely a customer will be to want to do business with you again if they’ve received fast, friendly, helpful service when reaching out.

3. Your customers will be more satisfied.

Customers whose needs are attended to promptly are happy customers. And happy customers stick around. 

Increasing your customers’ satisfaction leads to long-lasting relationships, which are the best for your bottom line, since acquiring a new customer costs five times as much as retaining a customer that you already have.

4. Word of mouth referrals will increase.

Word of mouth is the best advertising money can’t buy

And good news travels fast. Give a customer excellent and helpful service, and you have just created a brand new advocate, ready to spread the word about their experience with your business. 

A word of mouth (WOM) referral is more meaningful than any exposure to new customers you could buy, as 92% of consumers trust recommendations from people they know over any other form of advertising

No matter what your business’ value proposition, or what your goals are, focusing on delivering better, more personal service will help you achieve them faster.

The ROI of Personal Connections eBook

Discover the value of meaningful connections for your business in our free guide!

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Sales Support
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Ask the right questions and rate virtual reception services with our handy guide and scorecard!

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the canceled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner. Some restrictions may apply.