AppleButter Software is committed to providing the best user experience possible with our Venga and NexTime applications. Due to the Covid-19 outbreak, many businesses are closing their doors and reducing hours to prevent the spread of the virus.
We wanted to inform you that we are open during regular business hours (8 AM to 5 PM CST) for support and sales questions. All of our support staff is available and working hard to take your calls, emails, and chat requests from the comfort and safety of their homes.
If we can be of any assistance, or do anything to make this time less stressful, please do not hesitate to give us a call at 888-724-4531.
The AppleButter Software Team
The Venga intra-office paging and messaging system (sometimes confused with “inter-office messaging”) works especially well in dental, medical, chiropractic, and veterinary offices.
Here at AppleButter we strongly believe that trialing a software before making a commitment leads to a more satisfying customer experience. That’s why we offer a full-featured, three week long trial of our Venga intra-office paging and messaging system. You can request a trial via our website or call us at 888-724-4531.
To set up a trial we need to remotely access your server. Venga is downloaded to the server, then we typically help offices set up their users and rooms. Users are anyone who will be using Venga and rooms are anywhere to which staff might be paged.
The majority of trial installations require training. This means we go through Venga with you so you understand how to use it. We are available to train your administrative staff and even do a separate training session for your entire office as well. A trial installation typically takes about a half hour with training. If you do not wish for us to go through Venga with you, our YouTube channel covers the basics and advanced features if you prefer to watch those in your freetime. This allows you to skip over the self-explanatory parts.
Is there a contract that makes our office obligated to use Venga for a certain amount of time?
No. No contracts and no hidden fees. The service is provided on a month to month basis. You are able to cancel anytime with no hassle!
What are the system requirements?
Windows XP or higher
200 MB free disk space on the server
50 MB free disk space on each workstation
100MB RAM on server (this can vary somewhat depending on number of stations for the server)
20 MB available RAM on workstation
It's very light on RAM and processor requirements.
Is there a limit on the amount of workstations onto which we can install Venga?
No. You can install Venga onto as many workstations as you need to.
Click on the link below to get more information or request a trial:
Characterizing Your Business Tone
Medical offices tend to have a formal business tone. You want to be consistent with your business tone. This helps patients associate your office with professionalism and trustworthiness. Understanding your main patient demographics can help you set your business tone. If you want to establish that you are a professional, yet laid-back office, then you could incorporate a bit of millennial lingo. If your patients are mostly older, it is best to stick to a strictly professional tone.
Email templates are great for streamlining communication between you and your patients. A template ensures that no necessary information is left out. Various templates can include new patient inquiries, information submission, and complaints. To ensure there are no issues with the templates themselves, ensure that the guidelines are concise and easy to understand.
How to Interact
When someone submits a form, question, or leaves a review it is important to respond in a timely manner. A good tip is to set up an automated response. This lets the person know their information has been officially submitted and someone will contact them soon. Have your hours of operation and expected response time clearly visible on the page. Many offices utilize a live chat option on their website or app. This allows the office to speak to more than one patient at a time.
Everytime you respond to a patient, make sure you are clear and concise. It can be easy to assume the patient knows the same things that you do about your office, but they usually do not. They may need many questions answered. Be accurate with your information and be patient with any miscommunications.
How to End a Conversation
The end of a conversation, whether online or over the phone, should include a call-to-action. Call-to-actions encourage further communication, strengthening your relationships with the patient. Call-to-actions can include:
-”Do you have any other questions?”
-”Is there anything else I can assist you with?”
-A link to a list of your services, list of accepted insurances, FAQ’S, or any other information they can look into.
Dealing with Negativity
Unfortunately, there will be moments where your office will have to deal with complaints or bad reviews. Negativity should be handled with excellent communication skills. Even if the patient is wrong, your response should be humble, but confident. Provide solutions to complaints and always follow-up when possible. Following-up with a patient who shows you care and can build their trust.
Venga was originally designed for dental offices, but it can be used in other types of facilities such as hospitals, chiropractic offices, eye care offices, veterinary offices, spas, and more.
Every office can use Venga in their own unique way. The main interface, where you send pages and messages, can have up to 26 icons, and there is a long list to choose these icons from. Each icon can mean something different. You can write out what it means in the icon description box (located in the ‘Message Icon Selection’ tab under ‘Configuration Mode’). When you mouse over the icon on your Venga Console, it will tell you the description.
Every staff member can have their own sound that plays when they are paged. There is a large selection of sounds that can be found by right-clicking a user button, going to ‘Properties’, and selecting ‘Sounds’. You will need to be in ‘Configuration Mode’. If you do not want to use any of the preset sounds, you can upload your own sound file!
The use of technology is at an all time high with no decline in sight. We've in some way or another, lost genuine discussions along the way as a result of the integration of that technology into our daily lives. Profound dialog between two individuals appears to happen less and less.
How is genuine conversation significant to your business? What does it look like in this modern, digital age? And how is your staff presently communicating with one another and with clients?
Genuine conversation isn't lost – It takes on an advanced structure.
Business is computerized. Everything is robotized. There's A.I and bot services everywhere. We have never been more connected in human history, but we are simultaneously losing connection with one another offline.
The perfect world is one where we can have genuine conversation face-to-face with no assistance from our devices. Yet, we also need to realize it takes time to build these face-to-face connections.
Luckily, we can all learn to have real conversations with one another again! People need to see realness in business. If you take the time to truly communicate with your clients, you'll realize what they need on a deeper scale, and they'll cherish you for it.
Better client care implies more happier clients and higher benefits for the office, isn't that so? How would we do that?
Start within – Be your actual self.
When you are being yourself with a client, there is a sense of real human connection. There is no need to put on a facade. How a client views you can cast a dark light on your business in the client’s mind as well. Being true to yourself will not only better represent you, but also your business.
Here are Helpful Hints on Being Real:
– Enjoy yourself and love what you do.
– Show your motivation and don’t be afraid to express it
– Don’t send mixed messages with who you are as a person.
– Don’t be afraid to offer up your opinions, suggestions, and tips that will benefit your business or field
– Follow through with your promises and words of action
– Associate yourself with authentic people
– Recognize your slip-ups and shortcomings.
Your clients will see you for your trustworthiness and will in return trust the services your business provides.
Be a bona fide pioneer
Realistically, there are many things that go on inside of a business is reflected to the client.
Writer Gabrielle Dolan writes in her book Real Communication: How To Be You and Lead True how “a rapidly evolving workplace and disruptive technologies have created a growing demand for transparency and authenticity in communication from business leaders.”
When you are authentic with your coworkers, business flourishes. Not only that, but great leadership will breed effective communication. This helps you connect with your coworkers and clients.
At Buffer, a social network managing software, the office does not utilize private messages. Their email system is completely transparent and can be accessed at any time. This guarantees a base level of trust within the company between employees and employers.
Of course, this is not to suggest your business should do the same. It does go to show that when employers are genuine, they can help their employers feel that they are trusted and valued. It helps everyone in the business work towards their shared goals. These positive feelings bleed into your relationships with customers. It’s all a huge win!
All of this allows you to have genuine interactions with your clients.
It is not surprising that the majority of people prefer having conversations with other humans. Although a messaging channel is the most popular form of communication, nothing can replace a person’s ability to have an in-depth conversation and offer thorough explanations when needed. Clients need a human’s reasoning and emotional response to their questions, comments, and explanations.
Having genuine conversations in your business
You don’t need to know your clients’ life stories, however, exuding kindness and truth will gain your client’s trust. Your client’s trust means they will be comfortable with you to solve their issues and help them.
The most effective method to have Genuine Talks with Your Customers:
– Research how to get to know your clients better
– Captivate them with a story.
– Infuse silliness and lively discussions that gets them energized.
– Ask them outright how you can add value to their experience with your business
– Respond as fast as you can to them
– Tone down on sharing how extraordinary you are.
– Be transparent with their care and the costs
Make sure to consistently put forth a valiant effort to establish a long term connection with your clients.
Regardless of whether you're conversing with a client or getting up to speed with a friend or family member, it's great to talk. Regardless of what method you use – on-screen or off-screen – validness is critical.
Modern communication has a digital form as we relearn how to make profound up close and personal associations. Be that as it may, the craft of genuine talk can be found anyplace and performed whenever. Act naturally. Remain inquisitive. Question more and give your complete consideration.
It's a blessing to have real conversations with yourself and the world, as a worker and a human. The best conversations are when all parties fully understand each other.
The digital age can be crazy at times. Ironically, we find the need for real conversations when the ability to talk is gone. It’s exactly then when we know we need to listen. Open up your mind and ears and engage in genuine conversations.