What is a remote receptionist?

Reading time:
What is a remote receptionist

A remote receptionist (or virtual receptionist) is like your in-house receptionist, they perform many of the same tasks, but they work remotely. They handle incoming calls, take messages, transfer calls, make outgoing calls, and more!

They serve to solve the issues facing small businesses everywhere. For small businesses, initial success and subsequent growth in customer management can mean an ever-growing number of calls, more than can be personally handled. Remote receptionists can help ease the burden of handling these client calls, so you can focus on serving customers and growing your business.

What are the benefits of remote receptionists?

Studies have shown that despite improvements in customer service technology, customers still prefer to connect with a human being. Remote receptionists can still bring a personal touch to your calls, providing a friendly, professional person who sounds like they’re sitting in your office. Your callers get the attention they deserve and you save on having to hire a full-time employee. 

There are a number of direct benefits that come from hiring a remote receptionist:

  • Remote receptionists can respond to customers outside of business hours. Rather than allowing potential sales opportunities go to voicemail, leverage the flexibility virtual receptionist services provide.
  • Remote receptionists can help businesses save money. With remote receptionists, business owners only have to pay for time spent directly on the call. Training and employment overhead required for in-house receptionists is avoided entirely, a cost-savings that can be invaluable when growing a business.
  • Remote receptionists can manage callers when you’re too busy to talk. A remote receptionist can engage with prospects, handle customer issues and inquiries, and collect critical information when you’re otherwise preoccupied.
  • Remote receptionists can improve customer satisfaction rates. Human connections increase customer loyalty, and surveys show that live receptionists can have a large impact on customer loyalty and retention.

How do remote receptionist services work?

  1. Customers and new clients call your business number
  2. The call is forwarded to the line of a remote receptionist
  3. They answer the call promptly with a customized greeting
  4. After determining the needs of the customer, they either resolve the issue directly or forward the call to an employee or take a message.

Remote receptionist services with Ruby

Want to learn more? Download our Ultimate Guide to Virtual Receptionists to learn the ins and outs of Ruby’s receptionists!

Additional reads you may find interesting...

View All
Needs-based selling: woman using laptop in well-lit office next to large window.
Small Business Tips

Needs-based selling 101

Closeup image of a business owner texting message from smart phone in cafe
Small Business Tips

Why you should be texting from your business number—and how to get started

Title card: Craig Rashkis, Farwell Rashkis LLP, Ruby customer feature series
Customer Feature

Ruby customer feature: Craig Rashkis, Falwell Rashkis LLP

What you can do to support Hispanic and Latinx-owned businesses

Wall clock nearing 8:00 on pink background

Using virtual receptionists for full-time answering

How to end a phone call: person holding phone
Receptionist Tips

How to end a phone call

Virtual receptionist sitting at desk

Virtual receptionist pricing 101

Professional sitting at desk on computer, working on a law firm's website
Legal Practice Tips

What Google’s Core Web Vitals mean for your law firm’s website

A group of Ruby customers stand together, smiling and talking

Does your business need an answering service?

Screenshot of a YouTube channel's live videos

How to use YouTube Live to engage your clients & audience

Smiling woman standing in a bicycle workshop with a mobile device in her hands
Small Business Tips

3 ways virtual receptionists elevate customer experience (while making your life easier)

Circular cutout of Rebecca Grimes, Ruby's Chief Revenue Officer

A conversation with Ruby’s Chief Revenue Officer, Rebecca Grimes

Woman in yellow sweater working in front of open laptop, sitting in home office interior, drinking coffee
Small Business Tips

Happy customers, efficient businesses: How to supercharge growth with virtual receptionists 

Help wanted sign hung in reflective window
Small Business Tips

Using online presence platforms for recruitment

A man in silhouette looks out over a foggy mountain range
Small Business Tips

How to communicate with employees during times of tension

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

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.


The Secret to Successful Law Firms

The inside scoop on Clio’s latest legal trends report.

Phone Thumbnail 2

10 Questions to Ask a Virtual Reception Provider

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