Virtual receptionists for appointment booking

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


We go above and beyond to make your callers feel valued and fully assist them

Australian receptionists

Your calls are answered by a real person, based in Australia, to give a true representation of your business.

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 Icon

Appointment bookings

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

Custom call scripting

Calls are answered with your customised 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 diary 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).

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

$2.70/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 20
$79*

per month

Includes 20 minutes

Excess: $2.55/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: $2.55/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 150
$330*

per month

Includes 150 minutes

Excess: $2.50/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
$435*

per month

Includes 200 minutes

Excess: $2.50/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
$640*

per month

Includes 300 minutes

Excess: $2.45/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 400
$835*

per month

Includes 400 minutes

Excess: $2.45/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 500
$1,025*

per month

Includes 500 minutes

Excess: $2.45/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 600
$1,230*

per month

Includes 600 minutes

Excess: $2.45/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
$1,420*

per month

Includes 700 minutes

Excess: $2.45/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
$1,620*

per month

Includes 800 minutes

Excess: $2.40/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
$1,810*

per month

Includes 900 minutes

Excess: $2.40/minute*

Initial setup from $99 depending on complexity

Best value for organisations & companies with high call volumes

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MyDiary 1000
$1,999*

per month

Includes 1,000 minutes

Excess: $2.40/minute*

Initial setup from $99 depending on complexity

Best value for organisations & companies with high call volumes

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Higher volume plan
Custom package

If you’re needing an appointment scheduling and diary 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 GST. 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.


How it works

Bundle your MyDiary service

+ Virtual address

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

+ Phone numbers

Add multiple additional local numbers, 1800 numbers or 1300 numbers to the free local number you receive with your live call answering package.

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 and we have Australian-based receptionists answering all calls for businesses in Australia.

Our head office is on the Sunshine Coast in Queensland, with about 90% of our entire Australian team 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. 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, 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 mobile).  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 mobile 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 OfficeHQ 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 OfficeHQ 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.

Yes.  We don’t have a minimum contract term and you may cancel your service at any time without penalty.  We simply ask for you to let us know three days prior to your billing renewal date.  If you want to keep your account available, but stop using it for a while, we also have a pause option.  Just speak to our friendly team for more information.

Yes, we allocate an exclusive phone number to each client so our receptionists know which business the incoming call is for.  If you have an existing phone number, simply forward your calls to the number we provide.  Through your telephone provider you have the option to forward all calls, or have calls only come to us when you’re busy or there’s no answer.  We’ll answer as many or as few calls as you need.

No.  If you have a 1300 or 1800 number, you can request to port it across to OfficeHQ to save costs.  If you already have a local number, simply forward calls from your existing phone number to the unique number we provide.  We can work with any existing scenario, just ask.

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
My customers and potential customers have only ever commented favourably on the answer; I don’t think anyone has realised it’s not my own reception.
Tim Richardson, Growthpath
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
OfficeHQ has access to my diary and is able to book appointments on my behalf. My practice has benefited as I have not missed calls from existing and potential clients.
Penny Feil, Accord Mediation
We’ve been using OfficeHQ successfully as our inbound call centre for over five years now. We are delighted with the service.
Ger Vloothuis, Vantage Broadband
Professional service recommended to every small business owner.
Leo Colgar, Bright Accounting and Taxation Services
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

Trusted by more than 25,000 businesses


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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.

MyDiary

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