Healthcare · Physiotherapy

AI receptionist for physiotherapy clinics

Your front desk is checking patients in, taking payments and answering the phone at the same time. Your AI receptionist takes the calls: it books new patients with the right practitioner, answers coverage and direct-billing questions from information you approve, and handles reschedules and cancellations, day and night.

Hear it answer — call our AI receptionist(450) 367-9990

What it handles for your clinic

New patients booked with the right service and practitioner
Direct-billing and coverage questions, answered from the list you approve
Auto insurance and workplace injury callers routed to the person who handles claims
Reschedules and cancellations, following your cancellation policy
Physiotherapy, massage therapy, chiropractic and other services booked by type
What to wear, what to bring and how long the first visit takes
Referral and doctor’s note questions, answered from your policy
Evening, weekend and front-desk overflow calls

Clinical questions go to your team

It doesn’t assess symptoms, recommend treatment or say whether something is serious. It’s set up to tell callers who describe an emergency to call 911, and clinical questions go to your practitioners with the details.

How a new-patient call is handled

Understand the reason
The caller describes the injury or reason for the visit in their own words, and how they’ll pay: direct billing, an insurance claim or out of pocket.
Match the appointment
Your rules decide the visit type, length and practitioner, for example a 45-minute initial assessment with a physiotherapist.
Book and confirm
It books against live availability, reads the booking back to the caller and logs the call for your front desk.

Example booking rules

Example booking rules for a physiotherapy clinic
Caller says	Booked as	Notes
New injury, first visit	Initial assessment	With any physiotherapist who has availability, unless they ask for someone
Follow-up on an existing plan	Treatment visit	With their usual practitioner first
Hurt in a car accident	Initial assessment	Claim details passed to your claims coordinator
Wants a massage	Massage therapy, by length	Coverage questions answered from your approved information

Examples only. Your appointment types, lengths and rules are yours to set in your business rules.

Bookings in your clinic software

Through open APIs your clinic authorizes. Where your software doesn’t allow that, booking requests reach your front desk in a consistent format.

Medical practice management, EHR and scheduling

Bookings, new-patient details and call notes go straight into the system your clinic already runs on.

athenahealth EHR & practice management
eClinicalWorks EHR
ModMed Specialty EHR
NextGen Office EHR & practice management
Tebra Practice management
IntakeQ / PracticeQ Practice management
OpenEMR Open-source EHR
Zenoti Med spa & wellness
Mindbody Med spa & wellness
Acuity Scheduling Online booking
Salesforce Health CRM

Product names and logos are trademarks of their respective owners and are shown to indicate compatibility, not partnership or endorsement. Some connections require a specific plan from the software provider.

Comparing virtual receptionist services?

Live answering services usually sell monthly plans of minutes or calls. 365vox is an AI virtual receptionist that answers forwarded calls on the first ring, day and night, follows your approved answers and costs $0.75 a minute, billed by the second, with no plan.

The virtual receptionist, minus the call center

Physiotherapy clinic FAQs

Can it book with a specific physiotherapist?

Yes. It books with the practitioner the caller asks for, or the first available one your rules allow.

Can it answer questions about insurance and direct billing?

Yes, from the information you approve, such as which insurers you bill directly. It doesn’t confirm a caller’s own coverage, which depends on their plan.

Does it work with Jane?

Jane limits API access to approved partners, so the AI receptionist has no direct connection to Jane. It takes the booking request with the caller’s preferred times; your front desk sees it in the portal and confirms.

Which clinic software can it book into directly?

Systems with open APIs, such as IntakeQ / PracticeQ and Acuity Scheduling, plus Google and Outlook calendars. See medical practice management integrations.

Does it give physiotherapy or medical advice?

No. It doesn’t assess symptoms or recommend treatment. It’s set up to tell anyone describing an emergency to call 911, and clinical questions go to your team.

Can it take cancellations under our clinic’s policy?

Yes. It explains your cancellation policy, reschedules where it can and records late cancellations for your front desk.

How is a physiotherapy patient’s information protected?

You answer Yes to the health question and accept the health-information agreement before the agent handles health information. Call data is stored in the United States, for customers in the United States and Canada, and recordings are kept for the days you choose: 7, 14 or 30. See PIPEDA and PHIPA.

How long does it take to set up a physiotherapy clinic line?

About five business days, including call flows, routing rules, integration and testing. You can try it free for 7 days.

Your phone gets answered, even with a full waiting room.

No credit card required. Cancel anytime.Just forward your phone line — we'll handle the rest.

Or hear it first — call our AI receptionist(450) 367-9990

Not ready to start your free trial? Book a no-obligation discovery call.