Effectively Handle Communication Channels in a Medical Contact Center
By Peter Lyle DeHaan, Ph.D.
In the last issue of AnswerStat we looked at the need for multichannel integration in your healthcare contact center to better serve patients and produce superior outcomes. We considered this from a systems standpoint. Now let’s look at multichannel from an agent and operational perspective, specifically channel specialization versus multichannel proficiency.
Ideally you want every agent trained and fully proficient to handle communication on any channel option that comes in, be it voice, text, email, video, social media, and so forth. Some agents relish being proficient on all channels, while others prefer to specialize. A contact center needs both types of agents.
An agent that specializes in one channel, for instance telephone calls, will develop a higher level of effectiveness by focusing on that one channel. Through repetition they’ll gain an enhanced level of skill through their specialization.
This will enable them to move from one call to another with greater speed and increased efficacy. In short, they’ll get more done faster.
But they must also be cross trained on other channels. There are two reasons for this.
One is in the event of a telephone call that needs to switch channels, such as to move to video or email to better facilitate effective communication.
In this instance you don’t want an agent with a telephone channel specialization handing the call off to a video or email specialist. Instead, you want the original agent to move with the patient or caller to the new channel.
The second reason you want agents cross trained is so they can switch to a different channel if there’s a need to do so. This could occur with an increased amount of traffic in a channel different from the one they specialize in.
Without this cross training, you could end up with specialists in one channel sitting idle while specialists in another channel struggle to keep up.
Though you have agents that specialize in one channel and mostly work in that area, they must be ready and willing to jump to another channel when the situation requires it.
Other agents would find channel specialization to be quite boring. They relish being proficient on many channels, even on every channel your healthcare contact center handles. They enjoy the variety that comes from interacting with patients on various channels.
These multi-channel agents can handle patient contacts on any channel as needed, whenever needed.
This allows them to switch between real-time communication (telephone and video calls) depending on the traffic demands at any moment. Yet at the same time they are equally proficient at processing non-real-time communication (email, text, and social media) as required.
This means they can effectively work in the channel where they’re most needed.
Specialists and Generalists
While channel specialization is good for some agents and multichannel proficiency is ideal for others, this mix of channel focus is also essential for your contact center. Just like with healthcare, a contact center needs both specialists and generalists.
The specialists can concentrate on one channel, reaching a level of effectiveness that a generalist could never achieve. Yet a generalist is effective at quickly and easily migrating from one channel to another.
Though every agent in your contact center should be cross trained to handle any channel, determine which area is the best for each agent, channel specialization or multichannel proficiency. You need both.
Read more in Peter Lyle DeHaan’s Healthcare Call Center Essentials, available in hardcover, paperback, and e-book.
Peter Lyle DeHaan, Ph.D., is the publisher and editor-in-chief of AnswerStat and Medical Call Center News covering the healthcare call center industry. Get his book, Sticky Customer Service.