We ensure Every Patient Inquiry is Answered Promptly
46% of Americans seeking mental health services have experienced barriers like long wait times, difficulty reaching providers, or not receiving callbacks.† At Happy Desk, we’re committed to bridging that gap by providing your patients with the timely, compassionate support they deserve.
†National Council for Mental Wellbeing, 2018
frequently asked questions
At Happy Desk, we prioritize responsive communication to ensure every inquiry is promptly handled. Explore our FAQ to learn how we streamline communication and enhance patient care.
Happy Desk streamlines your operations by handling routine tasks, allowing you to focus on providing exceptional care and growing your practice. We ensure that no opportunity to connect with your clients slips through the cracks, helping you maximize your practice’s potential.
Each plan includes different levels of service. Our Starter Plan offers basic inbound call answering, while our Essential, Advanced, and Premium Plans include additional features like appointment booking, custom call scripts, outbound calls, email management, SMS, webchat, call analytics, and priority support. Visit our pricing page for a detailed breakdown.
Our team of Virtual Receptionists works from 8:30 am to 5:30 pm, Monday to Friday, EST. Additional hours may be available upon request to accommodate your practice’s needs. Calls received after-hours will be captured by your custom voicemail inbox. All voicemails are returned the following business day, ensuring your patients receive timely responses even outside regular hours.
Getting started is easy! Simply contact us to choose the plan that best fits your needs, and our team will handle the setup and guide you through the process.
Patient Communication
Yes, your Virtual Receptionists, will greet your patients as if they were sitting at your front desk! As included in your service package, they will also follow the protocol you set in your custom scripts. Whether you want them to answer calls with a specific name or a generic greeting, we can instruct them to do so, ensuring a seamless experience for your patients.
Yes! Our receptionists are fluent in both English and Spanish, allowing us to provide support to your diverse patient base. We hope to expand to even more languages in the future and will be sure to update you.
Yes, all our services are fully HIPAA compliant. We take confidentiality very seriously and comply with all regulations to protect patient information. Our receptionists are trained in HIPAA and privacy practices.
During onboarding, we create a knowledge base with information and FAQs about your practice, similar to training an in-house receptionist but at a fraction of the cost. This allows us to manage patient inquiries efficiently. Our receptionists can answer general questions about your accepted insurance plans and basic billing inquiries based on the information you provide. For more detailed or specific questions, we can transfer the call or leave a message with the appropriate person in your practice.
Absolutely! You can keep your existing phone number and forward calls to us full-time or part-time, depending on your needs. If you don’t have a phone number, we can assign one to you within your local area code that you are free to take with you at the end of our service.
We handle scheduling and rescheduling of appointments directly within your existing calendar or EHR system. We integrate seamlessly with your current systems, including popular EHRs like TherapyNotes, SimplePractice, and TheraNest, ensuring a smooth experience with no disruption to your workflow. We also offer follow-up call services to confirm appointments. For rescheduling and cancellation requests, we follow your existing protocol.
Our email management service includes handling patient inquiries, scheduling, and other patient communication needs. During onboarding, we work with you to create standardized email responses that reflect your practice’s tone and messaging, ensuring consistent and professional communication.
Web chat is a real-time messaging service that allows potential clients to engage with a receptionist instantly through your website. It’s an effective tool for client recruitment as it provides immediate answers to inquiries, enhancing engagement and increasing the likelihood of converting visitors into clients.
Billing
Usage is calculated based on the actual time spent handling calls/messages, including the duration of the conversation and any brief tasks such as leaving messages or transferring calls. We ensure accurate billing by not rounding up times. While minutes do not roll over, if you find that your needs change, we can easily adjust your plan since everything is on a flexible, month-to-month basis.
If you exceed your included minutes, additional minutes will be billed at a rate of $1.95 for the Starter and Essential Plans, and $1.80 for the Advanced and Premium Plans. This ensures you only pay for what you use.
If you are no longer in need our service, cancelling is simple. We ask for a one-month notice to ensure a smooth transition. Since all our plans are month-to-month, you can cancel at any time without any long-term commitment.
We’re so confident that you’ll love our service that when you sign up for any of our plans, your first month is completely free. It really is free – no commitments, no strings attached. This allows you to experience our services without any upfront cost or commitment. If you decide to continue after the free month, you’ll be billed monthly at the regular rate.
Yes! We appreciate your referrals and offer bonuses through our affiliate program. Contact us to learn more about how you can benefit from referring others to Happy Desk.