10 Best practices used by effective healthcare call centers

10 Best Practices used by Effective Healthcare Call Centers - Beyond Birth India

Businesses, healthcare industries, and educational institutions now have a single platform for incoming and outgoing calls, emails, and web chat due to the advanced cloud contact center software, mostly increased in 2024. The cloud contact center services provided increased scalability to accommodate variations in staffing and demand, remote work capabilities, which proved to be a significant advantage mainly in 2024, and access to real-time and historical data that they could use to improve the customer experience (CX). That is a single example of how businesses in the healthcare sector, such as insurance companies, suppliers of medical equipment, providers of healthcare, and manufacturers of pharmaceuticals, can profit from using cloud contact center software.

The cloud contact center services market is expected to grow from USD 26.2 billion in 2024 to USD 86.4 billion by 2029, at a compound annual growth rate 26.9% during the period of forecast.

The Role of Healthcare Call Center Services

Advanced communication with high-quality features and patient support teams are the important aspirations in today’s healthcare sector. Healthcare call center services play an important role in healthcare sectors by managing a high volume of incoming calls from patients or patient-related family members regarding health-related issues or scheduling doctor appointments.

Choose a top healthcare call center service provider that provides multiple features to fill the gap between patients and healthcare staff which helps to maintain a wealthy atmosphere in the healthcare sector.

Differences Between Small and Large Healthcare Call Centers.

Healthcare centers are classified into two types; small and large. Small call centers are maintained with less equipment and with few agents like, between five to fifteen agents. Large healthcare centers have higher equipment, maintaining hundreds of agents providing 24/7 customer service staff. Here are a few differences:

Small Healthcare Call Center

Limited Resources: As they don’t have certain amount of budget to maintain staff and everything, they usually maintain with less staff with limited equipment. As they don’t have larger equipment, they often maintain customer support with fewer specialized roles, and they can’t maintain customer support staff 24/7.

  • Personalized Interaction: Due to small healthcare, they often used to communicate with the patients directly as they didn’t have the advanced features to their healthcare call centers.
  • Simpler Tech Requirements: As it is a small healthcare call center they wont go for cloud telephony software with advanced features but only looks for cloud telephony with less features which allows them with to maintain with low costs.
  • Flexibility: As it is small healthcare the patient strength will be limited which allows them to interact with every patient deeply about their problems and they will treat the patient carefully without any tensions as they didn’t have more patients which shows there is often greater flexibility in adapting to patients needs.
  • Generalist Staff: Due to less amount of staff they had to take the responsibility in taking care of multiple functions like helping patients in their enquires, billing, appointment scheduling etc.

Large Healthcare Call Centers

  • Extensive Resources: Large health care centers are maintained with maximum staff members and they maintain many facilities through which they can take care of the patients carefully, which may result in greater efficiency in solving patient concerns.
  • Advanced Tech Requirements: They maintain cloud contact center software with advanced and high-quality features and many smart devices, AI-based technologies have been maintained to enhance continuous assessment of patient’s health status.
  • Structured Protocols: Structured protocols are protocols that are often incorporated for handling incoming calls.
  • High Volumes: Larger healthcare center maintains top rated healthcare cloud call center serivce provider which helps the staff members to attend the high volume of calls with high quality of voice.
  • Specialized Teams: For each and every department like billing section, enquiry section, reception, insurance department they had to maintain specialized teams which can improve the patient experience.

10 Best practices used by effective healthcare call centers

Healthcare cloud contact center software plays an important role in the healthcare industry in delivering better customer support to meet patient needs. Best practices for healthcare support services are explained in detail:

Contact centers in healthcare sectors are used for communication with patients or customers. If there is only one channel to communicate it will put number of patients in a waiting mode, so by implementing omnichannel helps to interact with patients through multiple channels where patients waiting time decreases which leads to a wealthy environment.

In healthcare industry hospital staff members have to face huge amount of patients daily with different types of problems and diseases. The staff members had to listen the patient problem with patience, don't behave with them in rude manner which leads to bad reputation to the hospital.

In the top rated hospitals many patients will come from many places. Some people speak english some in tamil, some in hindi and more. Due to this the hospital staff get confused because of the language problem. To avoid these type of difficulties choose the multilingual support services which helps you in translating every language into your language.

HIPAA regulations must be followed by the healthcare sector in order to protect the privacy of patients. Healthcare contact centers have to stick by these rules in order to safeguard their reputation and stay out of legal issues.

In the healthcare sector, call quality monitoring checks the accuracy, clarity, and effectiveness of interactions between patients and hospital staff. This leads to increased patient satisfaction and effective communication. Maintaining high standards of care and operational effectiveness depends on this process.

Communication plays an important role in healthcare industry, maintaining outdated communication systems leads to many problems like poor voice quality, fluctuations in supply, buffering in video conferencing etc. Update outdated communication systems with cloud contact center service provider with advanced features to get rid of these problems.

Offering patients multiple communication options like voice, sms, video calling, email etc enhances patient satisfaction.

Go thoroughly about the problem of the patient by looking at x-rays and everything and listen to the feedback of the patient about the services in the hospital which increases the reputation of hospital.

It contributes to the improvement of services in the healthcare industry, resulting in increased patient satisfaction.

Healthcare industry receives many calls, and sometimes calls had to be on hold for 2 to 3 minutes due to large amount of inbound calls, if it is more than 3 minutes of hold time means its the time to maintain more staff for answering the calls.

Reducing the duration of patient calls is one way of improving services. Longer calls are not allowed because there are always new calls coming in. The customer service staff had to answer the patient's queries quickly to avoid missed calls.

The average abandonment rate in healthcare call centers means the number of patients or customers who hang up before their call is answered. A staff member contact such patients and inquire about their absence and take a feedback.

Contact center call recordings are an excellent resource for improving customer service. Assign a staff member to listen the recorded calls for addressing the issues and improving staff performance.

Key Takeaways

● Ensure only authorized persons get the access to patient’s medical details. So, use strong security measures such as two-factor authentication, fingerprint lock, face lock, and more.
● Use secured communication channels.
● maximum avoid sending details by the fax.
● Sign a non-disclosure agreement with third party if a health organization ever needs its help.

The Impact of Call Center Software on Healthcare Efficiency

The software has led to increased dedication to data security and privacy. This benefits the institution since the patients engage more due to security assurance. Additionally, the software offers healthcare providers an effective omni-channel communication. This method increases patient engagement and convenience. Therefore, patients are motivated to seek assistance due to the availability of communication ways.

Security Considerations When Using Call Center Software in Healthcare

When you let a contact center work with your healthcare institution, you are guaranteed your patient’s data safety. Here are the security considerations to check when using a call center software in healthcare:
● Consider training your healthcare team on any security protocols and measures when using the contact center.
● As a healthcare professional, you should login and track the progress of what your staff are accessing. These logins are crucial for making audits and pinpointing any possible data breach before it occurs.
● Consider conducting a frequent risk assessment to help uncover security gaps or vulnerabilities.


Healthcare sector requires specialized contact center solution that can address their needs, such as patient inquiries, appointments, prescriptions and more. An ideal solution also integrate with EHR/EMR systems to improve the patient experience and gather valuable data and insights which are used to enhance operations and to improve patient outcomes. By selecting healthcare contact center solution that meets their specific requirements, healthcare providers can streamline communication and provide better care for their patients.


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