Call Centre Executive

Full job description

To ensure that phone calls to and from the hospital are attended promptly, politely and to the entire satisfaction of the caller.

3.1 Call Centre Executives are ultimately responsible for the call center procedure

3.2 Executives have the responsibility to answer the telephone at all times and at no time the telephone be left

unattended.

3.3 To ensure calls should be attended on or before the third ring promptly

3.4 Voice clarity should be there so that the caller will be in a position to understand.

3.5 Please remember that you are working for a Hospital and act with responsibility.

3.6 Need to note down the details clearly so that there is no miscommunication at any point of time. For this

purpose always keep the note/writing pad and pencil near the phone and note the following for clarity:

3.6.1. Caller’s name (asking caller for correct spelling)

3.6.2. Caller Company / institution

3.6.3. Ask for phone number and extension

3.6.4. Reason for calling

3.6.5. Be sure to fill in the date, time and your initials

3.6.6. Place the message slip in a conspicuous place in the caller party office

3.7 Speak clearly and distinctly in a pleasant tone of voice. Always start the conversation in the following manner:

3.7.1. Wish the caller as per the time of the day (e.g. Good Morning)

3.7.2. Mention the Organization name (e.g. NMC Royal Hospital)

3.7.3. Mention your name (e.g. my name is ……………..)

3.7.4. How can I help you?

3.8 Use hold button when leaving the line so that the caller does not accidentally hear conversations being held

nearby.

3.9 When transferring a call be sure that you explain the caller that you are doing so and the department/person

you are transferring. When the call is picked up by the concerned person/department, explain to them who is

on the other end that you are transferring and the subject matter of their call if possible.

3.10 Remember that Call Center Executive is the first contact from the Hospital and that first impression will stay

with the caller long after the call is completed if it is attended with care.

3.11 If you come to know that the caller has reached the wrong department, be courteous and redirect them to the

concerned department/person. If possible find out the requirement of the caller and try to help them.

3.12 If the concerned person whom the caller is looking for is not available then provide a tactful response so that

caller will be satisfied.

3.13 Complaints should be directed to the concerned department, if you feel that it is difficult to handle then transfer

to Customer Relations Department.

3.14 When handling a rude or impatient callers:

3.14.1. Stay calm, try to remain diplomatic and polite, getting angry will only irritate them more.

3.14.2. Always show willingness to resolve the problem or conflict

3.14.3. Try to think like the caller; remember their problems and concerns are important.

3.14.4. Offer to have your supervisor talk to the caller or call him/her back if the caller persists

3.14.5. Sometimes the irate caller just wants someone in a supervisory capacity to listen to them even if you

are able to help them, in those situations connect the call to the concerned people.

3.14.6. Comply with all OSH and infection control policies, standards and procedures and cooperate with

hospital management to comply those requirements

3.14.7. Work accordance with the documented OSH procedures and instructions, specific responsibilities

Industries: Health, Wellness & Fitness

Function: Telemarketing and Telecalling