Blog Home > How it works > Outbound Calling with WellReceived
Rob McClellan | 12 mins read
Outbound Calling is a feature that allows our virtual medical receptionists to proactively call patients, leads, or contacts on your behalf.
Instead of waiting for the phone to ring, our team reaches out when a specific action is taken such as a patient submitting a form, requesting an appointment, or when you provide us with a list of contacts to follow up with.
It’s a simple way to respond faster, cover more opportunities, and ensure no patient inquiry goes unattended.
Yes. Our 100% human, U.S.-based receptionists can make outbound calls as part of your plan.
Outbound calls use the same pool of minutes as inbound calls, giving you flexibility in how you allocate support across your practice.
There are two primary ways to initiate outbound outreach:
Provide us with a spreadsheet of warm leads or patients who have engaged with your practice. We securely upload the list and begin calling based on your instructions and script.
Forward lead or inquiry emails to a designated WellReceived email address. When we receive the notification, our team will place the outbound call promptly to follow up.
Fast response times increase the likelihood of converting inquiries into booked appointments.
Our medical receptionists can access your approved calendar to book appointments directly into the correct time slots with the appropriate provider or team member.
If needed, we can transfer qualified leads directly to your internal team for immediate assistance.
For urgent matters, we can follow your escalation protocols and contact the appropriate on-call provider.
Every outbound campaign follows your tailored call script to ensure consistent messaging and alignment with your goals.
If a call goes unanswered, we can schedule additional attempts at intervals you define.
We can display your preferred local or toll-free business phone number to increase answer rates and make callbacks seamless.
Outbound calls use the same pool of minutes included in your WellReceived plan. There is no separate rate for outbound versus inbound calls. Time is calculated the same way as standard call handling.
If you are unsure how many minutes are included in your plan, your Client Success Manager can provide a breakdown.
Yes. If your account includes bilingual support, our receptionists can place outbound calls in both English and Spanish.
If you do not currently have bilingual coverage enabled and would like to add it, please contact our team to discuss options.
Absolutely. Many clients use outbound calling for:
You can activate outbound calling for a defined period and pause it when your campaign concludes.
You can share your preferred call script, qualification criteria, and booking rules with our team. We’ll configure your account so every outbound call follows your specific objectives and escalation protocols.
If your goals change, we can update scripts at any time.
Yes. If a lead needs immediate assistance, our receptionists can perform a warm transfer to the appropriate team member based on your instructions.
No. Outbound calls cannot be recorded. However, our team can help set up anonymous outbound test calls for you to review how we do! We are always happy to receive feedback and serve your practice better. We’ll review your feedback and make any necessary adjustments to scripts, workflows, or escalation processes to ensure alignment with your expectations.
If you’d like to activate Outbound Calling or discuss the best setup for your practice, our team is happy to help configure everything to your specifications. Please reach out to us at care@wellreceived.com or call directly at 877-381-4105.
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