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Exceeding Customer Expectation

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Submitted By spakles1787
Words 954
Pages 4
I received a phone call from a doctor who was running a busy clinic; he was unable to dictate in winscribe (clinical dictation software).

I opened a new incident in the LANDESK system (IT call logging software) and started to ask the customer questions relating to his issue. I was told that when he plugged the microphone in there was an error message displayed on the screen but it flashed away too quickly to read.
I typed all this information to the LANDESK window whilst the user was explaining the problem to her ensuring she entered this information in a layout which would be easy to read to her colleague who would be taking on the call. Leanne asked the customer their name and ensured she selected the correct user from the list of users stored within the LANDESK system.

The LANDESK system automatically populates a contact number for the user based on the information provided when the user last updated their work details however by checking the display on the ARC connect system (Phone call management software) this showed the user was calling from a different number. Leanne asked the customer what the best number to contact them on was and then edited the phone number within the ‘phone’ field on the incident. Failure to update this information would mean I was not able to contact the customer at a later time if necessary.

I then selected the correct categories for the nature of the call. Leanne then pressed save and an error message popped up on the screen requesting that she entered a summary into the appropriate field, Leanne then entered a summary into the ‘summary field’ and saved the call.

I asked the customer if it was ok to put them on hold whilst she spoke to her colleague after the customer agreed Leanne put him on hold.

I then asked me if I was free to have a quick look at the customers problem and I remoted onto the pc so I could control the customers PC without having the leave the department.

I then took the customer off hold using the appropriate button on the ARC system and thanked him for holding, she then explained that I was going to remote onto the pc to see if I could resolve the issue, she notified him that he would get a pop up on the pc screen which would ask him to allow access to his computer. IT guidelines state that when remoting onto a pc you must send a remote request to the user this is done because they may have private or confidential information on the screen regarding a patient, colleague or themselves and once we have remote control of a pc we can see and access anything which they have access to and control the computer remotely.

I checked the customer’s microphone settings and these all appeared fine, whilst I was doing this Leanne was explaining my actions to the customer, this ensured he was kept informed of what I was doing on his computer. I then explained to Leanne that the software kept crashing and that I would need to re-install the winscribe dictation software. Leanne then explained this to the customer and notified him that when we installed the software it would restart the PC.

Because the doctor was in clinic and I knew he had a patient due any minute she asked if it was a suitable time to install the software, reminding him the PC would automatically restart after the software was installed.

The customer became agitated stating he had a patient waiting and needed to get on with his clinic; Leanne softened her tone and calmly explained to the customer that she sympathised with him and we would be able to install the software for him whilst he was seeing his patient.
I asked the customer calmly if he would need to use the PC whilst seeing his next patient and she reiterated that installing the software would automatically restart the pc. The doctor stated he would need to use other software on the pc to see his patient and he could not complete a clinic without it. Leanne then calmly explained that she thought this would be the case and that we could schedule the software installation at a more convenient time and she asked what time would be convenient and suggested to him that we could install the software at the end of his clinic . The customer stated his clinic finished at 12 noon and we could install the software then.
I then advised me it was not a suitable time to install the software and requested that I installed it at 12 noon. Leanne then calmly explained to the doctor that he would not be able to dictate any letters on this pc until the software was installed at 12pm and apologised for the inconvenience.

I then asked the customer if there was anything else she could help him with and when he responded no she thanked him for calling and ended the call using the ‘end call’ button on the ARC software.

I then went back to the incident she had logged in the LANDESK system and used the ‘assign incident’ button to assign the call to the appropriate team in line with departmental policy. Because Leanne had already involved me in the call and I was dealing with the issue she then placed my name against the call using the ‘assign incident’ button on the LANDESK system.

I then exited the call by pressing the home button so I was able to go into the call and resolve it once I had resolved the issue.

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