Specialist virtual receptionists for appointment booking

On a MyDiary plan, virtual receptionists can schedule appointments and handle general calendar management, including cancellations and waitlists, using your preferred calendar or appointment booking software.

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We go above and beyond to make your English-speaking or Spanish-speaking callers feel valued

US receptionists

The majority of our receptionists are in the US, with bilingual answering options and overflow support available.

24/7 live call answering

We operate all day, every day, so we can answer your calls around the clock if you turn on after-hours live answering.

Appointment bookings

Appointment bookings, cancellations and general calendar management – in the tool of your choice.

Custom call scripting

Calls are answered with your customized script to ensure your callers receive a consistent experience.

Screening & transfers

Call screening and transfer options for unlimited staff or departments, so you only take the most important calls.

No lock-in contract

Month-to-month subscriptions and no cancellation fees mean flexibility to scale up (or down) as needs change.

Let us manage your calls so you can manage your business

You can easily manage the receptionist’s greeting, responses to FAQs, instructions for appointment scheduling and calendar management, call transfer availability and message preferences in real-time, plus add additional staff of departments as contacts for transfers or messages, using our online client portal or mobile app (iPhone and Android).

Hear a sample MyDiary call

Hear a sample call

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MyDiary packages

Perfect when you need appointments booked

Small

Up to 50 minutes per month

Medium

Up to 200 minutes per month

Large

Up to 500 minutes per month

Extra Large

Up to 800 minutes per month

Enterprise

900+ minutes per month

MyDiary

$49*

per month

Pay as you go

$1.99/minute*

Initial setup from $99 depending on complexity

A great starting package if your call lengths or volumes are unknown

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MyDiary 25

$99*

per month

Includes 25 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Ideal for sole traders & small businesses with low call volumes

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MyDiary 50

$139*

per month

Includes 50 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Ideal if you average about 20 calls 1-3 minutes long each month

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MyDiary 100

$205*

per month

Includes 100 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Ideal if you average about 40 calls 1-3 minutes long each month

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MyDiary 150

$275*

per month

Includes 150 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Ideal if you average about 60 calls 1-3 minutes long each month

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MyDiary 200

$340*

per month

Includes 200 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Ideal if you average about 80 calls 1-3 minutes long each month

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MyDiary 300

$495*

per month

Includes 300 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in America

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MyDiary 400

$655*

per month

Includes 400 minutes

Excess: $1.99/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in America

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MyDiary 500

$800*

per month

Includes 500 minutes

Excess: $1.95/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in America

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MyDiary 600

$940*

per month

Includes 600 minutes

Excess: $1.95/minute*

Initial setup from $99 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

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MyDiary 700

$1,085*

per month

Includes 700 minutes

Excess: $1.95/minute*

Initial setup from $99 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

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MyDiary 800

$1,235*

per month

Includes 800 minutes

Excess: $1.95/minute*

Initial setup from $99 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

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MyDiary 900

$1,380*

per month

Includes 900 minutes

Excess: $1.95/minute*

Initial setup from $99 depending on complexity

Best value for organizations & companies with high call volumes

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MyDiary 1000

$1,520*

per month

Includes 1,000 minutes

Excess: $1.90/minute*

Initial setup from $99 depending on complexity

Best value for organizations & companies with high call volumes

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Higher volume plan

Custom package

If you’re needing an appointment scheduling and Calendar management call answering service that caters for more than 1,000 minutes per month, then you’ll want to ask about our high-volume discounts

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* Plus relevant sales tax. Refer to Terms & Conditions.

Your tools are our tools

We will use your preferred calendar (or practice management software for healthcare industry businesses) to add new clients/patients, schedule appointments and handle scheduling changes or appointment cancellations. We support other tools also, including CRMs and customer service software.

Other software we use

How it works

1 Set up within minutes 2 Customer calls you 3 We answer for you 4 We deliver your messages

Set up within minutes

Our instant activation and simple setup means our receptionists can be answering your calls within minutes. Simply tell us about your business, including how you’d like us to interact with your callers and handle any appointment changes, plus your message or call transfer contacts.

Customer calls you

By forwarding your business phone to the unique number we provide, we’ll know when an incoming call is for you. You’ll have flexibility to send all calls to us or only unanswered calls.

We answer for you

Our friendly and professional receptionists will answer your business calls with your preferred greeting, 24/7 if you wish, providing a seamless experience for your customers. We’ll handle bookings, postponements and cancellations via your preferred calendar or booking platform. Additionally, we’ll transfer selected calls or take messages as you wish.

We deliver your messages

After each call you’ll immediately receive a message by email, SMS or both (as chosen by you) including details such as the caller’s name, phone number and, of course, the reason for their call.

Bundle your MyDiary service

+ Virtual address

Choose a virtual address to enhance your image or expand into new territories, without expensive overheads or the need to relocate.

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+ Phone numbers

Add multiple additional local numbers or toll-free numbers to the local number you receive for free with your live call answering package.

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FAQs

Are you able to answer just some of our calls?

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!

Do you offer live call answering services in Spanish?

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.

Are calls answered within the United States?

Yes. ReceptionHQ’s team of receptionists based in the United States predominantly answer calls for our US clients during standard office hours, with overflow support available from our international teams such as in Australia and the UK. Calls are answered by our team in the US whenever possible, however calls overflow to our international teams after hours and during unforeseen peaks in call volumes. This enables us to provide 24/7 coverage for businesses that need it and ensure calls are always answered as fast as possible, reducing the risk of call abandonment. We know Average Speed of Answer (ASA) is very important to our clients and one of our key differentiators is that we’re able to answer calls in under 10 seconds, on average.

Are you able to book appointments for us?

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.

Can you transfer calls to me or a staff member?

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.

Can we list multiple staff members with individual message preferences?

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.

Can your receptionists answer questions from callers?

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.

What our customers love

We had a great experience setting up our four restaurant accounts … it’s been a relief knowing that our guests’ calls and questions are being answered with care.

Sarah Keckler

We are a small, but very busy company. Having ReceptionHQ enhances our image and makes us look very professional.

Tami Podell, Assisted Living Connections

I am a small business owner and having a live person take calls, book consultations, and take messages has been a game changer for me.

Angelina Torres

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Trusted by more than 25,000 businesses

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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.

Start your free trial

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.

Start your free trial

What does the free trial include?

The trial is based on our ReceptionistPlus service, with our team of virtual receptionists able to take messages and transfer calls based on your availability settings.