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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 always 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

$2.99/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 20
$85*

per month

Includes 20 minutes

Excess: $2.85/minute*

Initial setup from $99 depending on complexity

Ideal for sole traders & small businesses with low call volumes

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MyDiary 50
$150*

per month

Includes 50 minutes

Excess: $2.85/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
$350*

per month

Includes 150 minutes

Excess: $2.75/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
$460*

per month

Includes 200 minutes

Excess: $2.75/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
$675*

per month

Includes 300 minutes

Excess: $2.70/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 400
$880*

per month

Includes 400 minutes

Excess: $2.70/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

Enquire now
MyDiary 500
$1,080*

per month

Includes 500 minutes

Excess: $2.70/minute*

Initial setup from $99 depending on complexity

Perfect for many medium to large businesses in Australia

Enquire now
MyDiary 600
$1,295*

per month

Includes 600 minutes

Excess: $2.70/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
$1,495*

per month

Includes 700 minutes

Excess: $2.70/minute*

Initial setup from $99 depending on complexity

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

Enquire now
MyDiary 800
$1,705*

per month

Includes 800 minutes

Excess: $2.65/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
$1,905*

per month

Includes 900 minutes

Excess: $2.65/minute*

Initial setup from $99 depending on complexity

Best value for organisations & companies with high call volumes

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MyDiary 1000
$2,100*

per month

Includes 1,000 minutes

Excess: $2.65/minute*

Initial setup from $99 depending on complexity

Best value for organisations & companies with high call volumes

Enquire now
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.

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

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. 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. 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.

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
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
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

Trusted by more than 25,000 businesses


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

MyDiary

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