Medical virtual reception services for 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
Every patient call answered around the clock, including weekends and public holidays.
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 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 calls using custom scripts, then follow your protocols for urgent and non-urgent matters.
How a medical virtual reception service works
Set up within minutes
Tell us about your business, your preferred greeting and how you’d like us to interact with your callers. Then simply confirm who should receive messages or, depending on your plan, call transfers when they’re available.
Customer calls you
By forwarding your business phone to the unique number we provide, we’ll know when an incoming call is for you. You’ll have flexibility to send all calls to us or only unanswered calls.
We answer for you
Our friendly and professional receptionists will answer your business calls with your preferred greeting, 24/7 if you wish. Depending on your plan, we can take messages, transfer selected calls, answer FAQs, submit leads into your CRM, take orders, process payments, schedule your appointments and more.
We deliver your messages
After each call you’ll immediately receive a message by email, SMS or both (as chosen by you) including details such as the caller’s name, phone number and, of course, the reason for their call.
Why healthcare practices
choose ReceptionHQ
Cover for every hour a patient might call
Every call answered, every enquiry captured. You set when to divert, all calls or only the ones you miss.
How we can help
From routine bookings to urgent symptom calls, every conversation gets the same care.
Instant message delivery
Every message lands with you by SMS or email the moment the call ends. Patient name, reason for calling, and next steps, so nothing waits until you're between appointments to find out.
When a call needs a same-day response, you'll know before your next patient sits down.
Why healthcare businesses
choose ReceptionHQ
Cover for every hour
a patient might call
Every call answered, every enquiry captured. You set when to divert, all calls or only the ones you miss.
How we help
your business
From routine bookings to urgent symptom calls, every conversation gets the same care.
Instant message delivery
Every message lands with you by SMS or email the moment the call ends. Patient name, reason for calling, and next steps, so nothing waits until you're between appointments to find out.
Stay in control of your reception
Stay in control of your reception
Access Anywhere
Manage your communications wherever work happens. The portal works seamlessly on your desktop, laptop or mobile so you stay connected in the office or on the move.
- Desktop & mobile compatible
- Accessible from multiple devices
- Multi user access
- Real-time updates
No extra setup or learning curve required.
Our call answering solutions
* Plus GST. Refer to Terms & Conditions.
Our call answering solutions
Compare Plans
- Fully customised greeting
- Unlimited contacts/departments
- 5 details requested
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Personalised greeting
- Single contact/department
- 3 details collected
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Outbound calling
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Outbound calling
- Appointment scheduling
- Diary management
* Plus GST. Refer to Terms & Conditions.
Your tools are our tools
Complementary business solutions
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
What our
customers love
FAQs
Find out more
Have questions? Please fill in your details and we'll be in touch.
Find out more
Have questions? Please fill in your details and we'll be in touch.
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.
Every patient answered
Healthcare doesn't run to office hours, and neither do patient calls. Rural practices in particular cover long distances between patients, so a missed call can mean a longer wait for care rather than just a lost booking. We answer around your clinic's hours, not just during them, so distance and time of day stop being the reason a patient can't get through.
ReceptionHQ has been supporting Australian businesses since 2003 and New Zealand businesses since 2018. We answer as an extension of your front desk, follow your call script and send every detail to you as soon as the call ends.
Calls we handle for healthcare:
- Appointment bookings and reschedules
- After-hours symptom and urgent-care calls
- Referral and specialist enquiries
- Prescription and repeat-script requests
- Fee and billing questions
Accurate details every time
Patient calls carry details that matter: symptoms, referral history, which clinician they need, how urgent it is. We capture that accurately on the first call so your team isn't chasing missing information later.
It saves your reception time and means the right person gets the right context before they call the patient back.
What we can capture, based on your plan:
- Symptom description and urgency level
- Referral source and specialist required
- Patient enrolment or first-visit status
- Preferred appointment time and clinician
Accurate details every time
Patient calls carry details that matter: symptoms, referral history, which clinician they need, how urgent it is. We capture that accurately on the first call so your team isn't chasing missing information later.
It saves your reception time and means the right person gets the right context before they call the patient back.
What we can capture,
based on your plan:
- Symptom description and urgency level
- Referral source and specialist required
- Patient enrolment or first-visit status
- Preferred appointment time and clinician
Support that scales with you
Plans flex with your practice, whether that's extra cover during flu season or scaling back over a quiet summer. There's no fixed headcount cost and no lock-in contract.
Whether you're a medical centre, a solo GP, a dental or physio practice, or a podiatry, optometry, audiology or psychology clinic, every call is handled with the same empathy and complete confidentiality.
For NZ practices managing patient lists across town or across a rural catchment, that flexibility means covering distance without covering a full-time wage.
Why healthcare practices choose ReceptionHQ:
- NZ-based receptionists briefed on your scripts
- Live answering 24/7, including holidays
- Plans that flex with seasonal demand
- 7-day free trial, no credit card required
- Customisable solutions to suit your business
Start your 7-day call answering free trial
Start your 7-day call answering free trial
Fill out the form and have our team start answering your calls within minutes.
- Instant Service Activation
- No Credit Card Required
- Professional Receptionists
- 25,000+ Happy Customers
- Plans From $19 Per Month Post-Trial
- No Long-Term Contract
Your virtual reception free trial will be based on our MyReceptionist service, the most popular of our range of call answering solutions.
By starting a free trial, you are agreeing to the Terms & Conditions.
By starting a free trial, you are agreeing to the Terms & Conditions.
Your virtual reception free trial will be based on our MyReceptionist service, the most popular of our range of call answering solutions.