fbpx

Virtual reception services for medical practices & healthcare providers

From booking appointments to triaging emergencies, we look after your calls in a courteous and confidential manner so you can look after your patients.


In-depth experience in providing patients with the utmost care over the phone

24/7 healthcare receptionists

Weekends, after-hours, public holidays … we’ll look after your patients 24/7, whenever they call.

Flexible overflow & holiday cover

Already have an in-house receptionist? We can answer calls when they’re busy, at lunch, on holidays or off sick.

Appointment Icon

Appointment scheduling in your tools

We use your practice management software to schedule your patients’ appointments in available timeslots.

Patient intake assistance

We can gather patient information prior to their first visit, manage fee enquiries and advise specialist services.

Knowledgeable team

Our appointments specialists can field inquiries on referral requirements and cancellation policies.

Emergency call triaging

We can screen for emergencies and transfer direct to Triple One if required or schedule non-urgent appointments.

How our virtual reception service works


Your tools are our tools

Our MyAssistant and MyDiary plans integrate seamlessly with your current system and will use your preferred tool to schedule appointments, manage calendars and add new patients.

Ensure your patients always connect with a real person and receive the ultimate care

Whether you’re a medical centre, individual GP or specialist, dental practice, physiotherapy clinic, podiatrist, optician, audiologist, psychologist or any other healthcare provider, you can rest assured we’ll handle every call with empathy and complete confidentiality.

Complementary business solutions

Phone numbers

Set up virtual inbound numbers for different locations or, if you require a national presence, a toll-free 0800 number.

Automated messaging

Have voicemails instantly emailed to you both for convenience and to ensure no important communications are ever missed.

What our customers love

Helpful and friendly staff offering a professional service. Can highly recommend.
Paul Werner, Denture Clinics

Trusted by more than healthcare providers

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.

ReceptionHQ is based in Auckland and is a subsidiary of OfficeHQ, a global virtual reception company headquartered in Australia.

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! 

Forwarding your business phone calls to ReceptionHQ is easy. To have our team of virtual receptionists answer your calls, simply:

  1. Decide whether you wish to forward calls immediately to ReceptionHQ (the best solution for most businesses) or have delayed call forwarding.
  2. Identify the call forwarding codes for your telecommunications provider. Most providers publish these codes on their websites.
  3. Use the codes to enable call forwarding to the local or toll-free number you choose to have allocated to you (aka your Assigned DID).

For more information, including collated instructions for various telecommunications providers, check out our article Forwarding calls to ReceptionHQ’s virtual receptionists.

Yes.  Our receptionists are available 24/7 and you can opt-in to receive after hours live call answering on any ReceptionHQ subscription.

Without after-hours call answering turned on, our receptionists will answer your calls between 8:00am and 6:00pm on weekdays.  Outside of these standard business hours, calls will then go to voicemail and your voicemail message recordings will be emailed to you.

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 with Australasia mostly by receptionists with New Zealand or Australian accents.
Read more.
Yes – if you’re on a MyAssistant or MyDiary plan, all calls are answered within New Zealand or Australia. For MessageExpress and MyReceptionist plans, the majority of calls are answered within New Zealand or Australia, with overflow support available from our global offices, e.g. in the UK and the US, during unforeseen peaks in call volumes. This enables us to ensure your calls are always answered as fast as possible, reducing the risk of call abandonment. We know Average Speed of Answer (ASA) is very important to our clients and one of our key differentiators is that we’re able to answer calls in under 10 seconds, on average.
Read more.

Find out more

Have questions? Please fill in your details and we’ll be in touch.

I'm also interested in:
Hidden
Hidden
Hidden
This field is for validation purposes and should be left unchanged.

Want to try our call answering services for free?

Put New Zealand’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 New Zealand’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 professional receptionists able to take messages and transfer calls based on your availability settings.

healthcare-medical

By continuing to use the site, you agree to the use of cookies. Learn more.

The cookie settings on this website are set to "allow cookies" to give you the best browsing experience possible. If you continue to use this website without changing your cookie settings or you click "Accept" below then you are consenting to this.

Close