Medical virtual receptionists for GP practices, doctors’ offices & dental clinics

From answering patient enquiries, booking appointments, providing billing support and handling non-patient calls however you prefer, we can look after the phone while you look after your patients.

In-depth experience in providing patients with the utmost care over the phone

24/7 medical 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 enquiries and advise specialist services.

Knowledgeable team

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

Emergency management

We can follow your instructions on how to handle potential emergencies, such as transferring direct to Triple Zero.

How our medical 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, with our receptionists able to use your preferred practice management software or other preferred software to schedule appointments, manage calendars and add new patients.

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

Ensuring calls to your medical practice, doctors’ rooms or dental clinic are always answered in a friendly, professional and helpful manner can enhance your professional image.

OfficeHQ’s medical answering service can also help you to reduce costs or help you easily manage peak call periods and staff absences.

Best of all, we’ll handle every call with empathy and complete confidentiality.

Ways we can streamline your practice’s operations

Manage appointments for new or existing patients

With access to your software, we can:

  • Schedule new appointments
  • Convert referral or prescription requests into bookings
  • Reschedule appointments
  • Adhere to your cancellation policy
  • Cancel appointments
  • Book Telehealth consults for COVID patients

Manage patient requests for information

We can assist directly with queries regarding:

  • Opening hours
  • Consulting fees and rebates
  • Consultation types
  • COVID and flu symptoms policies
  • Available practitioners and specialisations

We can also email or transfer calls to your nurse or in-house receptionist when asked about:

  • Checking if pathology results are available
  • Obtaining a copy of results
  • Immunisations
  • Appointment ‘wait time’ updates

Assist with billing and support enquiries

We can give you space to deal with non-urgent enquiries. For example, we can:

  • Provide your email address for complaints
  • Redirect Medicare rebate enquiries to MyGov
  • Transfer to your team for invoice payment
  • Report problems with online booking software
  • Assist patients with SMS trust queries

Screen and triage non-patient enquiries

Depending on your preferences, we can take messages or transfer calls from:

  • Specialists
  • Pharmacies
  • Insurance companies
  • Lawyers
  • Medical representatives
  • Software providers
  • Telemarketers

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.

Custom-built IVR

Medical IVR solutions can be implemented to greet callers with a menu so their call can quickly be directed to the right place.

Virtual address

If you offer Telehealth appointments, setting up virtual addresses can help your practice to easily expand into new geographical markets.

What our customers love

OfficeHQ have been very professional to work with … and recently they have been able to step in and save the day when other staff were sick with Covid.
Dr David Samra, Sport Medicine Specialist
We have been using OfficeHQ for a number of years now. Their service and reliability is literally infallible.
Rachel Nazha, Complete Dental Care
Helpful and friendly staff offering a professional service. Can highly recommend.
Paul Werner, Denture Clinics

Trusted by medical centres, GP clinics & specialists across Australia


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 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.  For MessageExpress and MyReceptionist plans, calls are always answered by our team in Australia whenever possible – and that’s the case for the majority of calls – with overflow support available from our teams in the UK and the US during unforeseen peaks in call volumes.  This enables us to ensure your 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.

Read more.

Yes, you are able to use our service for an hour, a day, a week, whenever you need our assistance. Many clients use our live call answering for short-term needs, for example, when their own in-house receptionist is at lunch, sick or on annual leave.  Some clients use the service during their busy periods only, as call overflow or for campaigns.  Our live call answering service is like having a casual receptionist who is always available.  It’s reliable and risk-free, as you only pay for what you use.

If you prefer to use our service seasonally, you can take advantage of our pause package.

Set up can take as little as a few minutes.  For a MessageExpress or MyReceptionist service, you can start using the service almost instantly. Simply set up an account yourself, using the free trial webform or have our customer service team do this for you.  Either way, it only takes a few minutes to get started.  Once your account is set up, you simply need to forward your phone line to us and we’ll start answering your calls.

If you’re interested in a MyAssistant or MyDiary plan, a short setup may be required, depending on complexity, to train our receptionists on your preferred software, business information or webforms.  Please contact us to find out more.

Find out more

Have questions? Please fill in your details and we’ll be in touch.

I'm also interested in:
This field is for validation purposes and should be left unchanged.

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 virtual receptionists able to take messages and transfer calls based on your availability settings.


By continuing to use the site, you agree to the use of cookies. Learn more.

The cookie settings on this website are set to "allow cookies" to give you the best browsing experience possible. If you continue to use this website without changing your cookie settings or you click "Accept" below then you are consenting to this.