Virtual reception services for medical centers & healthcare providers

From booking appointments to triaging emergencies, we look after your calls in a courteous and confidential manner so you can look after your patients.


Our bilingual US receptionists have vast experience in providing patients with the utmost care over the phone

24/7 healthcare receptionists

Weekends, after-hours, public holidays … we’ll look after your patients 24/7, whenever they call.

Flexible overflow & holiday cover

Already have an in-house receptionist? We can answer calls when they’re busy, at lunch, on holidays or off sick.

Appointment Icon

Appointment scheduling in your tools

We use your practice management software to schedule your patients’ appointments in available timeslots.

Patient intake assistance

We can gather patient information prior to their first visit, manage fee inquiries and advise specialist services.

Knowledgeable team

Our appointments specialists can field inquiries on HIPAA certification, referral requirements and cancellation policies.

Emergency call triaging

We can screen for emergencies and transfer direct to 911 if required or schedule non-urgent appointments.

How our virtual reception service works


Your tools are our tools

Our MyAssistant and MyDiary plans integrate seamlessly with your current system and will use your preferred tool to schedule appointments, manage calendars and add new patients.

Ensure your patients always connect with a real person and receive the ultimate care

Whether you’re a physician, medical center, dental clinic, physiotherapist, chiropractor, osteopath, psychologist, psychiatrist or any other type of healthcare provider, you can rest assured we’ll handle every call with empathy and complete confidentiality.

Complementary business solutions

Phone numbers

Set up virtual inbound numbers for different locations or, if you require a national presence, a toll-free number.

Automated messaging

Have voicemails instantly emailed to you both for convenience and to ensure no important communications are ever missed.

Virtual address

Choose a virtual business address to expand your presence geographically, without expensive overheads or the need to relocate.

What our customers love

We are a small, but very busy company. Having ReceptionHQ enhances our image and makes us look very professional.
Tami Podell, Assisted Living Connections
Helpful and friendly staff offering a professional service. Can highly recommend.
Paul Werner, Denture Clinics

Trusted by more than healthcare providers

FAQs

At ReceptionHQ we make it easy to connect you with your customers by answering your calls when you aren’t available.

Many callers hang up when their call goes to voicemail, so you can miss out on vital conversations or leads.  Ensuring your calls are answered by a live person, increases customer satisfaction, builds loyalty and improves your opportunity to create a rapport and obtain caller details.

Live call answering also allows you to screen calls, as you can advise your receptionist to transfer or take messages for only those call types you wish to receive.  Once answered, you can see each message as it’s taken and prioritize who you will call back first.

Live call answering increases revenue through better customer connections, reduces costs as you’re not paying for a full time receptionist and helps you to be more efficient with your time.

Utilizing ReceptionHQ’s answering services means you have an experienced and personable receptionist with exceptional customer service skills interacting with your callers, all while costing significantly less than a full-time receptionist.

ReceptionHQ is based in Phoenix, Arizona. ReceptionHQ is a subsidiary of OfficeHQ, a global virtual reception company headquartered in Australia.

Our Australian, UK and US operations provide “follow the sun” 24/7 virtual receptionist coverage. The majority of calls during standard office hours are answered locally by US-based receptionists, with our international teams answering after-hours calls and assisting during periods of peak demand.

Yes. This is referred to as “call overflow”.

A lot of companies require their phone calls to be answered only when they are unable to take the call themselves. For example, if you step out of the office for an hour or your in-house receptionist goes to lunch, is on leave or is busy on another call and you have multiple calls coming in at the one time.

You can set your business phone number to divert (to the unique local phone number we allocate your business during the Free Trial setup process) only when the phone rings for more than a specified period (such as after 5 rings) or if your line is busy/engaged.

In such instances our receptionists will then answer the phone as if we were in your office. You’re always in control and can relax knowing you will never miss another important call again! 

Yes.  Our receptionists are always on call and you can opt-in for 24/7 live call answering on any ReceptionHQ subscription.

Having a 24-hour answering service means never missing an important call, opportunity or potential sales lead ever again.  No matter the time of day or night.

On average around-the-clock, our call answering service answers calls within 10 seconds, to leave a lasting first impression.

Yes.  Spanish bilingual service is included with every account at no additional cost.  Whether Spanish-speaking callers are common or occasional to your business, we provide customizable options free of charge to ensure exceptional experiences for your Spanish and English-speaking callers.

Yes, we have a dedicated team of highly experienced receptionists who can book appointments for you. The MyDiary service is ideal for professionals who depend on appointments being made and managed while they are focused on their clients.  Our receptionists can schedule and reschedule appointments, manage cancellations and even take payments in your preferred software.  We support a large number of third-party appointment booking tools and CRMs.  Please contact us for more information.

Yes, we are able to transfer calls to any staff member on any phone (landline or cell).  With our innovative software, we can record availability preferences for each staff member and only transfer when requested.  Individual details can be updated at any time via our online client portal or mobile application.

We pride ourselves in offering ‘warm transfers’, that is, callers are always announced to you before the transfer takes place.  If you’re unavailable, or if you don’t answer the call, our receptionist will go back to your caller, let them know you’re unavailable, take a message then forward it to you.

We do not blind transfer calls (transfer unannounced) unless you request this.

Yes, messages can be sent to multiple email addresses and cell phone numbers – it’s your choice.  We can also attempt to transfer calls to multiple people in sequential order.  How your calls are managed can be updated instantly via your ReceptionHQ online client portal or mobile application at any time.

Yes.  Each staff member and/or department can set their own availability status and decide whether to have their calls transferred or a message taken.  All settings can be updated individually and instantly via the ReceptionHQ client portal or mobile application.

Yes.  We are able to answer basic questions such as your location, directions to premises, fax number, website, pricing and other general questions. Depending on your plan, you can provide us with detailed call scripts or answers to FAQs to assist your callers.  Just let us know your needs and we’ll set up your account according to your preferred process.

You can notify our live answering service online in real-time with our easy-to-use smartphone apps or web client portal to notify us of your greeting, call, transfer and message preferences.

Unavailable to take calls? Just quickly update your status and we’ll take messages for you, exactly as an in-house receptionist would do.


Find out more

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Want to try our call answering services for free?

Put America’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.

Want to try our call answering services for free?

Put America’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.

What does the free trial include?

Our free trial is based on our ReceptionistPlus service, with US-based receptionists able to take messages and transfer calls based on your availability settings.

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