You cannot interrupt a treatment session to organize the next appointment. Your receptionist distinguishes first visits from follow-ups, handles scheduling requests and passes personal questions back to you, respecting your appointment lengths and the reminders already managed by your practice software.
$69 CAD / month · 50 Standard calls · 1 local number
The appointment takes the right length in the practitioner’s schedule, and he comes out of session to a written request rather than a missed call. The caller, meanwhile, got an answer while she was still looking — instead of dialling the next number.
Wednesday, 2:15 p.m. The practitioner is in session, door closed. A woman calls about back pain that started after a move.
ReceptionistClinique Beauport, good afternoon. Let me take your name and a callback number first.
CallerVéronique Plamondon, 418 555-0164. My lower back has been sore since I moved house.
ReceptionistI am writing that down exactly as you said it — I cannot assess pain, your practitioner will. Is this a first visit here, and is it related to a work or road accident?
CallerFirst time, and no, nothing to do with an accident.
ReceptionistGood. I am booking an initial assessment, which is the longer slot: Friday at 9. You will get a receipt; reimbursement depends on your insurance contract. I am sending the confirmation and a short form to fill in.
Someone discovering you and comparing availability. She collects contact details, the discipline and practitioner asked for, the reason in a few words written as spoken, then books the initial assessment — your longer slot — and states your cancellation policy.
Someone already under care who wants their next session. She confirms identity, finds the administrative file, and places the session at the cadence you set, with you rather than with somebody else.
The freed slot goes to your waiting list by your own criteria, without doubling the reminders your software already sends. A cancellation stops being a lost hour and becomes an hour to refill.
“Is it covered?” comes up with every new person. She explains that a receipt is issued and that the insurer decides, under the contract and the practitioner’s association — and she promises nothing beyond that, because nothing guarantees that reimbursement.
In osteopathy, three requests do not fit the mould of the other sessions: the infant, the child and the perinatal period. She captures the age or the stage of pregnancy, confirms that a parent or guardian will be present, and books the length you set for that session type. She assesses no contraindication and does not say whether the session is suitable — the osteopath is the one who judges. An infant described as feverish or lethargic triggers your instruction: the sentence you approved, the redirection to 911 or Info-Santé 811, and an alert — not an ordinary booking.
A preference for a particular therapist, or for a man or a woman, is a common request in massage therapy: she records it and books accordingly, inside the availability you opened. A sexual or inappropriate request gets a polite refusal, no booking, and a report to the clinic.
What she takes on between a first consultation and a safety signal, one discipline and another, then the line she does not cross. Every line is a call your practice gets.
She captures the discipline requested — physiotherapy, osteopathy, massage therapy or acupuncture — and the practitioner asked for, before any other question.
Each discipline has its own schedule and its own session length; mixing them up wastes time on the call.
She tells an initial assessment apart from a follow-up session before offering a slot.
The initial assessment takes the long slot; a follow-up placed in the wrong slot type disrupts the rest of the day.
For a returning course of treatment, she confirms identity and finds the administrative file before placing the session.
The cadence followed is the one the practitioner set, with them rather than with another professional at the practice.
A sudden deficit, chest pain or major trauma send her straight to 911 or the provincial health line, with no ordinary session booked.
The safety instruction covers all four disciplines and comes before the schedule.
For an infant described as feverish or lethargic in an osteopathy call, she reads the safety instruction and alerts, without judging whether the session is suitable.
Age or stage of pregnancy is captured, not assessed: the osteopath decides whether treatment is appropriate.
An inappropriate request during a massage-therapy call gets a polite refusal, no booking, and an immediate flag to the clinic.
She ends the call without further discussion and leaves any follow-up decision to the practitioner.
She books the session at the exact length of the chosen type — assessment, follow-up, prenatal or pediatric session.
The in-clinic or remote format follows what you configured, with no mix-up between the two.
She states your cancellation policy before finishing the booking of a first consultation.
The initial assessment’s long slot is the costliest one to lose to a late no-show.
She sends the confirmation and the short administrative form ahead of the session.
Whatever your software already sends, she does not duplicate it; she covers what it does not do.
A slot freed by a cancellation goes out to your waiting list by your own criteria.
A cancellation stops being a lost hour and becomes an hour to refill. Availability and recalls
The file updates once the person contacted from the waiting list answers.
No double confirmation for one slot: the status shown is the one that actually holds. Availability and recalls
Your payment provider’s link travels with the booking when you ask for it, and the follow-up stops once payment lands.
A deposit follows its own rule, separate from any session reminder. Deposits and payments
With Jane, direct calendar posting stays ruled out by the vendor’s published article; she takes the request and passes it on.
No authenticated connection has been proven, and the request stays written in your workspace. Jane
With Cliniko, booking and cancelling still have to be proven on a real account before they are presented as active.
A documented interface key is not proof of a successful write. Cliniko
With GOrendezvous, the connection runs on private invitation and still has to be qualified before any automatic booking.
The triggers on offer are not enough, on their own, to place an appointment. GOrendezvous
She answers from the requests and records of your practice you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich first consultations were booked this week, and for which discipline?
She retrieves initial assessments booked in authorised records. She does not determine which discipline suits a person.
Which safety signals triggered an alert this week?
She reads requests where the safety instruction was applied. She ranks nothing by severity.
Which slots freed up found a taker on the waiting list?
Add-onWith Availability and recalls: slots offered, accepted, updated. Without the option, she keeps no waiting list.
Which deposits sent this week are still waiting on payment?
Add-onWith Deposits and payments: the link sent and its real status. Without the option, she tracks no payment.
Your session types and their length, your treatment blocks, your breaks and time off, your cancellation policy, who to alert if you practise alone, and the safety instruction you want read out word for word when certain signs are described.
Name and callback number first. Then the discipline and practitioner chosen, initial assessment or follow-up session, the length validated in your catalogue, the format — in clinic or remote — and any receipt or administrative document asked for. The reason is written as the person phrases it, uninterpreted.
The appointment is in your schedule, confirmation and the short form have gone out, and the written summary of the call waits in the app. Whatever belongs to you — pain that persists, a frequency to revisit — arrives flagged as such, and you call back when you are free.
A receptionist who answers for you in both languages, keeps administration apart from clinical matters, holds your schedule by your rules and passes the rest to you. No setup fee, and you keep your number.
She gives no clinical opinion and makes no diagnosis.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which enquiries are initial assessments rather than follow-ups?
She reads the requested session type and format. She does not recommend a discipline or treatment.
Beyond the base plan. Each one is added on purpose, separately from the base. None switches on unless you choose it.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Explain approved arrangements and collect website session enquiries while you are with a client.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Access runs only through an approved partner programme; the vendor’s published article currently rules out artificial-intelligence scheduling partnerships and direct calendar posting.
A per-user interface key is documented, carrying that user’s rights. Booking, cancelling and permission isolation still have to be proven on a real account.
Connection runs on private invitation, with a business key. The documented triggers on their own do not allow booking: qualifying exactly that is the open work.
It is the most structural feature of your trade, and there is no way around it: during a session your hands are on a person, in a closed room. A contractor can at least glance at a screen between two tasks. You cannot. Across a day of treatments, the hours when the phone can be picked up are the ones left between sessions.
And the number ringing is often your mobile, the one shown on your listing: at this volume a separate business line and an answering service cost more than they bring in. So the person looking for an appointment gets voicemail and calls the next clinic, and you return messages in the evening, after your day.
Your receptionist takes that call while you treat. She tells an administrative request apart from a follow-up question that belongs to you, offers a slot matching the session type and length you defined, and leaves you a written request. She takes no clinical position: the therapeutic relationship stays yours, reception and schedule go through her.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Health & careNo: you choose who sends what. If your native reminders are enough, she leaves them alone and works on what your software does not do — answering, qualifying and refilling a freed slot.
Yes, whenever it belongs to you. Anything touching your follow-up — pain that persists, a frequency to revisit — reaches you flagged as such, and you call back between sessions. Administrative matters, she finishes.
No. She takes no position on any indication: she records what the person describes, in their words, and books the consultation where you will assess. That limit is written into the preset, not caution added afterwards.
On one precise point, yes, and the osteopathy preset writes it down: the receipt carries the association you belong to, and the insurer decides what it recognises. She says it in those terms, records the caller’s insurer, and advances no reimbursement. Your association’s name and number are configured once, with the rest of your profile.
You write the instruction, she reads it. The signs you list there — a sudden deficit, chest pain, major trauma — trigger the sentence you approved, the redirect to 911 or the provincial health line, and an immediate alert. She assesses nothing and books no ordinary session in that case.
Yes. You forward the line to Zenvox when you want — only during treatment blocks, if that suits you. You can also take a local number for the practice and keep yours for family.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberSolo allied health practitioners
