Seamless Patient Communication Starts Here

Did you know phone calls convert to clients 10-15x more often than other methods?^† Your missed calls are missed opportunities. Let us handle that for you!

^{^†}Forrester, 2023

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What You

Can Expect

Your marketing materials are doing their job—prospective patients are finding you! But if they reach out and you miss their call, they’re likely moving on to the next practice, in hopes for immediate help. Don’t let your hard work go to waste. Our professional receptionists ensure every call is answered promptly, keeping those connections strong and turning interest into loyalty.

Your day is packed with patient care, treatment planning, and managing your practice. But every call, email, and scheduling task pulls you away from what you do best. Let us handle the communication, so you can stay focused on your patients and business. Our team takes care of the details, freeing you up to provide the personalized care your patients deserve.

When a potential patient reaches out, they’re often looking for immediate answers and reassurance. A warm, knowledgeable response can be the difference between a missed opportunity and a new loyal patient. Our receptionists guide every inquiry through to booking, ensuring a smooth, welcoming experience that turns interest into confirmed appointments.

Hiring and training in-house staff to handle calls, emails, and scheduling can be costly and time-consuming. Instead, imagine having a team of experienced professionals at your service, without the overhead. We handle all your communication needs efficiently and cost-effectively, allowing you to reinvest those savings into patient care and practice growth.

Responsive communication does more than keep your practice running smoothly—it profoundly impacts your patients’ experience. When patients know they can reach you easily and that their concerns will be addressed with care, they’re more likely to stick with your practice and refer others. This consistent reliability builds trust and credibility, strengthening long-term patient relationships.

Switching to a new service can be daunting, but with us, it’s effortless. We integrate directly with your existing systems, like your calendar and EHR, with no disruptions or learning curves. Our behind-the-scenes work ensures that everything runs smoothly, so you can focus on your patients while we handle the technical details.

Our Services

Call Answering

Missed calls often mean missed opportunities—and most therapists don’t have time to constantly monitor the phone. Our receptionists step in as an extension of your practice, answering calls promptly and warmly so prospective clients feel cared for from the very first interaction and you can take a break! We follow your scripts, screen for fit, and handle scheduling on your behalf, ensuring that leads don’t slip through the cracks and your existing clients always reach a supportive voice instead of voicemail. This service alone can free up hours each week and drastically improve your conversion rate.

Email Handling

Every unanswered email is another task weighing on your mind—and another client wondering if you’re the right fit. Over time, those unread messages pile up—adding to your mental load and potentially costing you new clients.We take over your incoming client emails, responding promptly and professionally in alignment with your tone and preferences. Whether it’s a new client inquiring about services or an existing client needing support, we ensure they get timely, thoughtful replies. This not only preserves your time but also sets the tone for a well-run, responsive practice that clients trust from day one.

Client Inquiries

New client inquiries often require careful screening and quick follow-up to avoid losing them to another practice. We manage the entire intake process for you: reviewing inquiries; screening prospective clients for fit based on location, insurance, and your specialites; sending them paperwork; and guiding them toward a booked intake appointment. This means fewer back-and-forth emails, no more evenings spent chasing leads, and a steady flow of new clients who are aligned with your services. While you focus on care, we focus on filling your calendar with clients who are the right match.

Appointment Booking

Managing appointment requests, reschedules, and cancellations can interrupt your day—yet, clients just want this handled efficiently. Our team coordinates directly with your clients and works within your calendar or EHR system to handle all scheduling needs. Whether it’s booking an intake for a new client or adjusting times for an existing one, we ensure every detail is managed accurately and efficiently. By handling the back-and-forth with clients, we keep your calendar organized and full without you having to lift a finger. The result? Less time on admin, more time for sessions, and a smoother client experience all around.

Explore Our Plans

How It Works

1.

Consultation

We start by discussing how you want your calls and messages handled, including scripts and forwarding preferences, to create a customized service plan that aligns with your practice’s communication style.

2.

Setup

Our team then takes care of the technical setup, integrating our services with your existing systems. This process takes just one day, ensuring your practice can start benefiting immediately.

3.

Execution

We begin our patient communication! We schedule ongoing support meetings with you to review our service, making any adjustments to ensure satisfaction and the smooth operation of your practice.

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