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 calls per month

Medium

Up to 200 calls per month

Large

Up to 500 calls per month

Extra Large

Up to 800 calls per month

Enterprise

900+ calls per month

MyDiary
$45*

per month

Pay as you go

$2.65/minute*

Initial setup from $50 depending on complexity

A great starting package if your call lengths or volumes are unknown

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MyDiary 20
$75*

per month

Includes 20 minutes

Excess: $2.45/minute*

Initial setup from $50 depending on complexity

Ideal for sole traders & small businesses with low call volumes

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MyDiary 50
$130*

per month

Includes 50 minutes

Excess: $2.45/minute*

Initial setup from $50 depending on complexity

Ideal if you average about 20 calls 1-3 minutes long each month

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MyDiary 150
$315*

per month

Includes 150 minutes

Excess: $2.40/minute*

Initial setup from $50 depending on complexity

Ideal if you average about 60 calls 1-3 minutes long each month

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MyDiary 200
$415*

per month

Includes 200 minutes

Excess: $2.40/minute*

Initial setup from $50 depending on complexity

Ideal if you average about 80 calls 1-3 minutes long each month

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MyDiary 300
$615*

per month

Includes 300 minutes

Excess: $2.35/minute*

Initial setup from $50 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 400
$800*

per month

Includes 400 minutes

Excess: $2.35/minute*

Initial setup from $50 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 500
$985*

per month

Includes 500 minutes

Excess: $2.35/minute*

Initial setup from $50 depending on complexity

Perfect for many medium to large businesses in Australia

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MyDiary 600
$1,180*

per month

Includes 600 minutes

Excess: $2.35/minute*

Initial setup from $50 depending on complexity

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

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MyDiary 700
$1,365*

per month

Includes 700 minutes

Excess: $2.35/minute*

Initial setup from $50 depending on complexity

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

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MyDiary 800
$1,555*

per month

Includes 800 minutes

Excess: $2.30/minute*

Initial setup from $50 depending on complexity

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

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MyDiary 900
$1,740*

per month

Includes 900 minutes

Excess: $2.30/minute*

Initial setup from $50 depending on complexity

Best value for organisations & companies with high call volumes

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MyDiary 1000
$1,925*

per month

Includes 1,000 minutes

Excess: $2.30/minute*

Initial setup from $50 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 integrate seamlessly with your current system and will use your preferred tool to schedule appointments, manage calendars and add new patients.


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

Set up can take as little as a few minutes. Once set up, you can immediately direct or divert your calls to OfficeHQ and we will answer your calls to your specified requirements.

Yes. Our clients range from those with 2, 3 and 5 staff to those with 40, 50 and more staff. Just like your own in-house receptionist would, calls can be introduced to the relevant staff member and transferred to that staff member if they wish to take the call. Whether staff are at their desk in the office, at home, overseas or on the mobile, our receptionists can transfer calls to them. If staff are unavailable or do not wish to take the call, our receptionists will take a message which can be emailed and / or sent instantly by SMS to the relevant staff member/s. Via our online portal you are able to update staff details, availability and message settings at any time via the web.

Many callers can be frustrated when their call is not answered or is diverted to a voice mail. Research has shown that callers prefer to speak to a live person. This improves their experience when they call, which increases sales and customer loyalty. Calls can also be screened so that time is not wasted answering unnecessary calls. Being able to see messages, you can more easily prioritise who to call and when helping you to be more productive with your valuable time.

Yes, our receptionist will take any calls you are missing. You may be on another call or simply unable to answer the call because you are busy at the time. Our receptionists will take a detailed message and send to you instantly by email or SMS. Every call diverted to OfficeHQ will be answered – no matter what your circumstances are at the time of the call.

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. This could be if you step out of the office for an hour, you are busy on another call, go to lunch or simply because you have multiple calls coming in at the one time. Simply divert your existing phone number (to the unique local phone number we allocate your business during the Free Trial setup process) on busy, no answer (e.g. after say 5 rings) or permanently. That way you are always in control and can relax knowing you will never miss another call.

With the MyReceptionist service a live receptionist answers and routs your calls exactly as you require such that callers will think our receptionist is sitting in your office. So a typical greeting might be: “Good morning/afternoon [your company name], Jenny speaking, how may I help you?”

Calls can be introduced and transferred to the relevant staff member or a message taken which is instantly sent via email and / or SMS to the relevant staff member.

The receptionists are also able to provide callers with information about your company such as your address, web site address, what your business does, your fax number etc.

The Message Express Message Service still has a live receptionist answering the phone in your business name but the greeting must be: “Good morning/afternoon [your company name]. May I have your message please?”

This gives callers the impression we are an answering service. The receptionist cannot answer any questions but merely takes a message which can be emailed and / or SMS’d to you. Calls cannot be introduced and transferred to you or staff with the Message Express Service.

You can upgrade to the MyReceptionist service at any time from the Message Express Message Service and vice versa.

Yes. This is referred to as call overflow. Many businesses only want the calls answered when they are unable to, for example if you step out of the office for an hour or so, if you’re on another call, at lunch, or simply because you have too many calls at one time. You can set up your diversion to us when the phone rings for more than a specified period, or if it is busy/engaged, and we will answer the phone as if we were in your office. Never miss that important call again!

Yes. A lot of our 2,500+ clients use the service as an overflow for when they are unable to take calls or when their own in-house receptionist is at lunch, sick or on annual leave. Our Live Answering Service is like an “on tap” receptionist that you can use for an hour, a day, a week or whenever you need to. You only pay for what you use so it is also very economical.

Immediately. It only takes a few minutes to set up the Free Trial. We can be answering and handling your telephone calls in three or four minutes from now. Literally, it is that quick.

What our customers love

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’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
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
Our practice has all the advantages of a dedicated receptionist, without the prohibitive cost of employing and training another staff member.
Barrenjoey Psychology

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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