Processing Phone Calls

Purpose:
To ensure that all significant calls from the previous business day are transcribed, documented, and recorded in the CRM and communication report for proper follow-up and team awareness.

Processing Timeline

• Weekdays: Calls from the previous day should be processed by the following morning, if possible.

• Weekends: Calls received over the weekend should be processed Monday morning.

Step-by-Step Instructions

Step 1: Access Call Recordings

• Visit: https://calls.securehealthpro.com

• Note my numbers are (260) 213-3323 and (317) 505-1705

Step 2: Identify Significant Calls

• Significant Calls Include:

  • Speaking with a client or prospective client

  • Voicemails from clients or prospective clients

  • Conversations with referral partners

• Insignificant Calls Include:

  • Telemarketers

  • Non-client general business calls

⚠️ Only significant calls should be processed further.

Step 3: Transcribe Calls

• Use TurboScribe to transcribe each significant call.

Step 4: Document Transcripts in CRM Notes Tool

• Download the transcript text file.

• Paste each transcript individually into the Custom ChatGPT CRM Notes Tool.

• After ChatGPT creates the initial summary, ask the following two follow-up questions:

  • What actions were taken on this call?

  • What next steps were established or need to be set up?

Step 5: Log the Call

• Complete the Communication Report at:
  https://forms.gle/rd6D6hzupWNjXQVm9