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Virtual receptionists for allied healthcare providers

From answering your calls when you’re busy with a patient or your receptionist is at lunch, preventing missed opportunities, to handling all of your appointment bookings made over the phone, we offer a range of flexible solutions.


Reliable overflow, after-hours or 24/7 answering services with no lock-in contracts

Australian receptionists

Calls are answered by professionals in Australia, with overflow support to ensure a fast speed of answer.

24/7 live call answering

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

Appointment Icon

Appointment scheduling

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

Specialised knowledge

Our appointments specialists easily field questions on Medicare rebates, HICAPS benefits and cancellation policies.

Patient intake assistance

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

Lunch & holiday cover

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

How our healthcare virtual reception service works

We answer in less than 4 rings

We take great pride in answering calls in less than 10 seconds on average, which means you avoid losing frustrated callers to your competitors.

We answer in less than 4 rings

We take great pride in answering calls in less than 10 seconds on average, which means you avoid losing frustrated callers to your competitors.

We answer in less than 4 rings

We take great pride in answering calls in less than 10 seconds on average, which means you avoid losing frustrated callers to your competitors.


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 sole practitioner or own/manage a large clinic with a multidisciplinary team, you can rest assured we’ll handle every call with empathy and complete confidentiality.

We have vast experience answering calls for healthcare providers, including providing virtual reception services for:

  • Acupuncturists
  • Arts therapists
  • Audiologists
  • Chiropractors
  • Dietitians
  • Exercise physiologists
  • Myotherpists
  • Naturopaths
  • Occupational therapists
  • Optometrists
  • Osteopaths
  • Physiotherapists
  • Podiatrists
  • Psychologists
  • Rehabilitation counsellors
  • Remedial massage therapists
  • Speech pathologists
  • Therapists of other kinds

FAQs

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 prioritise 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.

Yes! OfficeHQ is a privately-owned Australian company. Our head office is on the Sunshine Coast in Queensland, with about 90% of our entire Australian team – including our virtual receptionists – based in that region.

Our telecommunications network extends to 66 telephone exchanges, giving us the largest range of local numbers of any Australian virtual reception services provider.

Yes, our receptionist can answer calls you’d usually miss.  You may be on another call or simply unable to answer because you’re busy at the time. Our receptionists will take a detailed message and send to you instantly by email or SMS. Many clients who subscribe to our service are surprised when they learn how many calls they’d been missing prior to having their calls answered by OfficeHQ.

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! 

Transferring calls to OfficeHQ is easy. To have our team of virtual receptionists answer your calls, simply:

  1. Decide whether you wish to forward calls immediately to OfficeHQ (the best solution for most businesses) or have calls forwarded after a delay.
  2. Identify the call forwarding codes for your telecommunications provider. Most providers publish these codes on their websites.
  3. Use the codes to enable your calls to be forwarded to the unique phone number that we’ve allocated to you.

For more information, check out our article Forwarding Your Business Phone to OfficeHQ’s Reception Team, which outlines:

Yes.  Our receptionists are available 24/7 and you can opt-in to receive after hours live call answering on any OfficeHQ subscription.  Without after hours call answering turned on, our receptionists will answer your calls between 8:00am and 6:00pm on weekdays.  If you need after hours call answering, please let us know when you sign up or contact us.

Yes – if you’re on a MyAssistant or MyDiary plan, all calls are answered by virtual receptionists based in Australia.

Complementary business solutions

Phone numbers

Set up virtual inbound numbers for different locations or, if you require a national presence, a 1300 number or free call 1800 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

OfficeHQ have answered our calls for a few years, couldn’t be happier with their professionalism and level of service. Highly recommend!
Core Therapy
The OfficeHQ receptionists are part of our team and I’m amazed at their knowledge of our needs and our customer’s needs.
Ines Colubriale, Northern Sydney Hearing
We have converted nearly all prospects into clients though OfficeHQ, rather than 50% when using standard message bank.
Nick Carter, Lotus Creek Psychology
I have recently opened a new physio clinic and the team at OfficeHQ have been nothing but excellent to deal with. Prompt, polite and professional service.
Matthew Rodgers
We’re assured in knowing we’ll never miss an important call or potential appointment, all for a fraction of the cost of having our own receptionist.
Tom Lombardo, SportsLink Physiotherapy
Our practice has all the advantages of a dedicated receptionist, without the prohibitive cost of employing and training another staff member.
Barrenjoey Psychology
Easy to set up and use … great for a health professional starting out on their own who needs phones answered and appointments booked online.
Michael Eickenloff

Trusted by more than 450 medical, dental & allied healthcare clinics nationwide


Find out more

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Want to try our call answering services for free?

Put Australia’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 Australia’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 MyReceptionist service, with Australian-based receptionists able to take messages and transfer calls based on your availability settings.

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