Virtual receptionist & answering service for Medical Specialists
1. Call 1300 799 037
2. We'll brainstorm your needs
3. Send us your number
Are you looking for an Australian based human virtual receptionist or call answering service for your specialist medical clinic?
Your Healthie Reception carers will naturally do this for you…
Let’s invite that next appointment:
Let’s ask straight away if they need that new date and time instead of accepting the cancellation.
Let’s take a moment to help your caller think into the future instead of the immediate diary stress of the need to stop or cancel.
It is our pleasure to provide this extension of your in-house care to your existing and new clients.
Continuing thoughtful phone, scheduling and ad hoc support. We proudly consider ourselves a true extension of your team and feel confident your callers feel this too.
Happy to Back up your inhouse team – fill those break times and short shifts since we are here for longer days than a full time employee can be onsite.
What if your medical practice just needs a combination of technology and resources for lean business operation while still being patient focused?
Do you really need that 24/7 automated phone monitoring? Who really is ringing a medical specialist 24/7? We think if your clients need to be calling you after 7pm they probably need an emergency doctor/ hospital or ambulance, and that’s not you is it?!
Stop sending those boring reminder sms/stock standard confirmation emails – keep the human touch without spending the time yourself and without fake AI “receptionists” that alienate your clients.
AI receptionists might be all the rage, but are they really what they’re hyped up to be?!
In all our years talking and listening to people call clinics we adamantly know when patients call a clinic, they’re usually dealing with something they couldn’t resolve online. A question, a concern, a decision that needs a real conversation. That moment of contact is often where trust is built or lost. An AI receptionist might handle logistics, but it can’t replace the human connection people are actually reaching out for.
Our human receptionists are experienced, caring and highly trained to provide your current and future clients with first class service and the reassurance they need. Importantly: to ascertain TRUST.
Healthie Reception Carers understand what to listen for and apply correct attending appointment types like:
Friendly Welcomes
Your Healthie Reception carers will welcome new people to your care and welcome back those that have visited before and regulars.
Checking Records
Our team are experienced in checking for existing client profiles to prevent duplicates being created and keeping your data tidy.
Correct Appointments
Checking time frames from last appointments – incase the appointment type needs to be an Initial Appointment again or Extended Consultation to allow for new assessment before treatment.
Dispensing & Pick-ups
Our carers understand that if a client mentions they’ve received a message saying their order or orthosis has arrived, carers should book a Dispensing/Pick-up appointment rather than a subsequent appointment.
Types of Cover
Carers can explain about workcover, TAC, NDIS, GP Management Plans, Assistance packages and what a caller needs to have, do, bring, expect and pay out of pocket.
Appointment Types
Carers are familiar with the different appointment types and lengths across age groups (paediatric, teen, and adult), including initial and extended initial appointments, return appointments, and class or therapy-specific appointments – noting that an initial or assessment appointment may be required before a client can join a class.
Multi-modality Practices
Carers can handle multi modality practitioner centres, including different levels of practitioners, schedules of fees and multiple locations with ease.
Detailed Note Taking
We write practitioner awareness notes on your appointments of what said, quoted, area of concern, if mentioned a referral.
Appointment Awareness
Our awareness notes on appointments include callers who call to confirm, reschedule, ask something or are running late. Yes, you can tell it was us because we include our tag!
Communication Types
We can assist with chats, SMS and email communications and channel monitoring.
Positive Language
Carers are naturally able to use positive language to advise your clients about your rules of engagement, cancellation policies and expectations that makes your clients be apart of their care.
Get your medical reception done properly.
Ask for a brainstorm today!
Why medical specialists partner with us:
We LISTEN to you.
Every step of our process is customisable.
All Healthie:)Reception Team Carers are FRIENDLY, PROFESSIONAL and FULLY TRAINED.
Your patients will think that your Healthie:)Reception Team Carers are sitting in your office.
SAVE MONEY! No longer do you need to consider having a full-time receptionist at your specialist medical clinic.
Your Care Strategy includes:
REAL Aussie Employed Carers
Up to 62 hours per week of your GOH Carers here to engage with your calls or return to their press 1 messages.
Prepaid up to 45 GOH Carer answered Inbound Interactions within the week.
24/7 Message Bank
24/7 Message Bank and Follow-Up: Free personalised message bank for before and after hours. Our Healthie Carers return to these messages as your team via phone and sms and update your clinic system at no extra cost.
PRIORITY Routing
Callers can easily leave a message during live answering times, or you can with the PRESS 1 feature after the 2nd welcome message. We then manage the callbacks, sms responses and clinic system updates for free. This is not part of your inbound paid call count.
SEAMLESS Scheduling
Excellence in your clinic software – Expert booking and appointment management and dynamic client care. Enjoy the awareness notes on your appointments, positive language prompting options, opportunities, rules of engagement, waitlisting and knowing why things have happened with your clients.
AD-HOC Help:
On-demand assistance for an additional fee of $4.55 per client. Simply send an email, request via your dashboard /task system or SMS Andrea directly.
PEACE OF MIND Call Recordings
Receive the wav. files of actual call engagements sent directly to your inbox from our Lynx secure system. (This is provided as a courtesy, though not a guaranteed service due to outside or 3rd party systems.)
How does a virtual receptionist for your specialist medical clinic work?
It’s simple and seamless!
Organised Clinic Operations
Our Australian based health and medical reception services help you to become organised, prepared and in control, taking the stress out of running your clinic switchboard and managing appointments and enquiries.
Comprehensive Virtual Reception
Our virtual physio clinic reception provides you with a friendly, professional call answering & messaging service, online calendar management, client database management, and even team management and patient support tailored to fit your needs.
Personalised Caller Engagement
To your callers, it’s as if we were sitting in your office! Your Healthie:)Reception team love to create positive experiences and engage your callers with professionalism and friendliness. We treat each of your callers as if they were our own.
Clinic Sofware our team use every day:
Client Testimonials
Hear from some of our happy medical specialist reception clients!
FREE Brainstorm!
Take advantage of your FREE Brainstorm to plan how Healthie:)Reception can handle your customer care, while you focus on your patient care. Get started with Healthie:)Reception today.
Offering professional Call Forwarding Service, CRM scheduling Support, Email management, Chat support, Referral action and Phone Answer Service across Australia. Use another appointment program? – That is ok. We currently log into 16 different customer management systems including Google Calendar.
NO Lock In Contracts!
There is nothing to tie you down! You have complete flexibility in customising the process, approach, and support to your needs. Let’s get in touch to brainstorm how we can help your clinic.
We do not email price lists out. A conversation is always needed. It is good to hear and converse with the team that would be talking to your callers so we can get specific about your needs.
Frequently Asked Questions
If there is a question you have that we haven’t addressed please get in touch and let us help you.
What Allied Health Clinic Software can you work with?
Our medical specialist virtual receptionists work with a wide variety of client management software – some of our favourites are Cliniko reception, Xestro, Gentu, Zedmed, but we also work with PracSuite, Halaxy, Zanda and Whatsapp. If you have a different software we’re happy to have a chat about it!
Can I use my existing phone number?
Yes! We can utilise your existing number including 1300, 1800, landline and mobile numbers…this keeps everything simple for you and for your customers. We will provide a personalised call forwarding number so we can identify your business and answer in your name.
You simply divert or call forward your existing communication numbers to this personalised GO number.
How will my calls be answered?
Your patients will call your usual business numbers and will be routed seamlessly to your friendly, professional Healthie:)Reception Virtual Team Carer who will answer the call.
Your service includes a personalised welcome greeting, Press 1 to leave a message options and after hours message bank message of your choice! Our recommendation in wording is “Welcome to (Your business name), how can we help?”
Where are your employees located?
Our Healthie:)Reception Carers are employed either full time or part time directly and are here in Australia. Thanks to technology our carers are working in our primarily secure Concierging offices at the suburb in Indooroopilly Qld, Regional Gympie Qld, Lauceston TAS and regional NSW. Calls are not diverted to subcontractors or overseas.
We do not promote home based reception support unless they are senior carers and have worked with us for years, but our founder who is a self confessed workaholic does work from a home office regularly. We do have the redundancy to take our technology (phones and laptops) and work from another location and utilise data centres and Bitwarden password protection so no even the team knows your passwords keeping your systems very secure when we login.
Good news in case one of our buildings burns down. We can easily keep providing customer care on behalf of our customers.
When are my calls answered?
Your calls will be answered LIVE Monday to Thursday 7.30am to 7pm, Friday 7.30am to 5.00pm, Saturday 7.30am to 12.30pm EST (with Daylight Savings we start at 7.15am for our southern customers every day). Free after hours messaging for all other times including national gazetted public holidays. We can even direct the calls to an outside phone number or an on-call person and other options if required.
Your after hours and before hours personalised messagebank service is included for FREE which includes our carers returning to after hours messages with return phone calls and sms to win you appointments, jobs and updating your CRM.
How do I receive my messages?
Automatically recorded conversations and messages are emailed to you in a wav.file so you can hear the entire conversation from start to finish and know exactly what action you need to take for each call. These are undoctored full call recordings. You hear everything a caller hears when they ring your business.
If we have logged into your customer scheduling tools then we have awesome ways to keep you informed of business calls, cancellations, reschedules on a daily basis without clogging up your email funnel.
How does Healthie:)Reception know what info I need from callers?
We will do all we can to set you up for success from the beginning. We’ll ask you a series of important questions in a brainstorm chat that will give us the information to sound like we have always been a part of your business and serve your callers at the highest level.
You will overhear all our conversations so it is easy to continuously provide more information and processes freely as we go along.
Where are your medical specialist clients located?
With today’s technology, we are able to offer our services worldwide! Regardless of where you are located, your patients will think we are sitting in your office or business premises!
We do currently enjoy clients in all states and territories of Australia.
Am I locked into a contract or agreement?
We charge on a month-to-month basis giving you the freedom and flexibility without stuffy contracts. All standard access fees are invoiced and pre-paid fortnightly in advance using ezidebit.
Our services are adjustable and flexible as your clinic evolves.
What can you do in a phone call?
We CAN… log into your schedule, customer management systems ensuring we can maximise the effectiveness of each phone call. Yes your Carers can add new leads, add new patients/clients, add notes, checked all client information, sell and upsell your services and products, look for best times, reschedule, prevent cancellations and ensure your reporting is excellent in your systems.
Within many CRMs (customer resource management tools online) these call allow task and ticketing to key employees or contractors to keep work flowing through your business and prevent double handling and faster change to client trends.
How is my invoice broken down each fortnight?
Each invoice is billed fortnight in advance for your care strategy inclusions. Then any extras or Adhoc support we have provided to your business or practitioners is invoiced fortnight in arears.
Your invoice also includes the Actual inbound call answering statistics for the past weeks.
How can we ensure I never miss a new patient?
The Healthie:)Reception Team offers a fully inclusive and comprehensive professional answering and appointment service throughout Australia. By ensuring that every call is answered professionally, you can have peace of mind and focus on what truly matters—caring for your patients.
Can you send SMS or emails on our behalf?
Yes we can send emails on your behalf if we have access to your email channel or have linked via gmail so we respond using your email accounts and signatures. If we are sending SMS again this can be done on your behalf in your business name. There is no branding by GO Health Reception on any email or sms to your patients. Let’s not confuse your patients as to who they are communicating with. Your business brand is the most important thing.
We prefer to look after your customer email communication channel and charge a set price per week which always includes the outbound calls and sms to engage with your emailing clients best and get the action and appointments done.
How soon can I get started with my medical clinic?
In as little as 48 hours after your brainstorm session…our team will contact you to confirm your personalised clinic greeting, account details and get everything working perfectly!
Simply call us on 1300 799 037 or fill in the form by clicking here and one of our friendly team will be in touch to get the ball rolling.