Your Clinic's
AI Receptionist
Your front desk is busy enough. Our AI handles patient scheduling, insurance queries, and appointment reminders 24/7 — so your team can focus entirely on patient care.
- Books and reschedules patient appointments 24/7
- Answers insurance and coverage questions instantly
- Collects patient intake before the first visit
- Reduces no-shows by up to 75% with reminders
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Physiotherapy Clinic AI Demo
Hear the agent take a call, book a session, and collect intake details.
Transcript of the demo call
- Receptionist: Thank you for calling Vitality Physiotherapy Clinic. This is Maya. How can I help you today?
- Caller: Hi Maya, I'm calling because I've been having some lower back pain, and I was wondering if physiotherapy could help.
- Receptionist: An initial assessment session could really help. One of our physiotherapists can evaluate your movement, strength, and pain levels and build a personalized treatment plan for your lower back.
- Receptionist: Would you like to book an initial assessment?
- Caller: Yeah, that actually sounds reassuring. Do you treat back pain specifically?
- Receptionist: Yes, we do see many patients for back pain here. Are you a new patient, or have you visited us before?
- Caller: Yes, I am a new patient. I've never been to physiotherapy before, honestly, so I'm not really sure how it works.
- Receptionist: Great. We'll need to schedule an initial assessment first. It's a 45-minute visit where the physiotherapist will assess your back and explain the plan.
- Receptionist: For the booking, can you give me a short reason I can note down, like lower back pain or back injury?
- Caller: That's good to know. I also wanted to ask about pricing, though, before we go into that.
- Receptionist: Thanks for asking. I'm not able to give exact pricing over the phone, but our billing specialist can go over costs and insurance details with you before your visit.
- Receptionist: For now, I'll note this as an initial physiotherapy assessment. Could you give me a short reason for the visit, like lower back pain, so the therapist can be prepared?
- Caller: Yeah, it will be about lower back pain, and I'm wondering how many sessions do people usually need for that?
- Receptionist: Yeah, I've noted lower back pain for your visit. How many sessions someone needs can really vary, and that's something the physiotherapist will go over with you at your initial assessment.
- Receptionist: For the booking, what day works best for you, and do you prefer morning or afternoon?
- Caller: I can do on Tuesday at 3:30 p.m.
- Receptionist: Okay, we can look at Tuesday at 3:30 p.m. First, can I get your first and last name?
- Caller: It's Mimi Anderson.
- Receptionist: Got it. Just to confirm, is your first name spelled M-I-M-I and your last name Anderson, A-N-D-E-R-S-O-N, correct?
- Caller: Exactly.
- Receptionist: Thanks, Mimi Anderson. What's the best phone number to reach you?
- Caller: It is [phone number].
- Receptionist: Thanks. I've got your number as [phone number]. Do you have any recent injuries, surgeries, or medical conditions we should know before your visit?
- Caller: Um, no surgeries. The pain started after sitting long hours at work, though.
- Receptionist: All right, Mimi. I have you scheduled for an initial physiotherapy assessment on Tuesday at 3:30 p.m. for lower back pain from long hours sitting at work.
- Receptionist: I have your name as Mimi Anderson and your number as [phone number]. Does that sound correct?
- Caller: Yes, it all sounds correct.
- Receptionist: Great, you're all set. If your pain suddenly gets worse or you have any questions before your appointment, just give us a call back.
- Receptionist: Is there anything else I can help you with before I let you go?
- Caller: Yes, I actually have one more question. Do you accept insurance plans?
- Receptionist: Yes, we do. We work with most major insurance providers, including Blue Cross, Sun Life, and Manulife.
- Receptionist: Coverage depends on your specific plan. We can provide receipts for reimbursement, and in some cases we can bill directly. How can I help you?
- Caller: No, I think that's about it. Thank you so much for your help.
- Receptionist: Thank you for calling Vitality Physiotherapy Clinic. Have a great day.
98%
Patient Satisfaction
-75%
Missed Appointments
98%
Patient Satisfaction
-75%
Missed Appointments
<1s
Response Time
24/7
Always Available
Everything Your Clinic Needs
From the first patient call to a fully prepared therapist — our AI handles every administrative touchpoint so your team can focus on healing.
24/7 Patient Scheduling
Patients book, reschedule, or cancel appointments at any time — without calling during clinic hours. Your front desk stays free for the patients who are already there.
Insurance & Coverage Queries
AI handles common insurance questions — accepted providers, coverage verification process, co-pay information — so your admin team spends less time on the phone.
Appointment Reminders
Automated SMS and email reminders reduce no-shows by up to 75%. Patients confirm or reschedule with a simple reply — no manual follow-up needed.
Patient Intake Collection
Collects referral source, injury description, affected area, and medical history notes before the first visit — so therapists arrive prepared.
Treatment Plan Questions
Answers general questions about session frequency, treatment duration, and what to expect — reducing first-appointment anxiety and improving show rates.
Recall & Rebooking
Automatically contacts patients who haven't rebooked after their last session — keeping treatment plans on track and your schedule consistently full.
Works Across All Physiotherapy Specialties
Solo practitioner or multi-therapist clinic — our AI adapts to your booking system, treatment types, and patient communication flow.
How It Works
From patient enquiry to a fully prepared first session.
Patient Calls or Enquires
A new or returning patient calls to book, reschedule, or ask a question. The AI answers immediately — no hold, no voicemail.
AI Handles the Details
Books the appointment, answers insurance questions, and collects intake information — injury type, referral source, and treatment history.
Appointment Confirmed
Patient receives an instant SMS confirmation and a reminder before their visit. Therapist receives intake notes ahead of the session.
Trusted by Physiotherapy Clinics
Practices that spend more time with patients and less time on admin.
"Our no-show rate dropped from 22% to under 5% within the first month. The AI sends reminders, handles rescheduling, and even captures new patient intake — it's like having a second front desk that never takes a day off."
Clinic Director
Physiotherapy & Rehabilitation Centre, Toronto
"Patients were leaving voicemails after hours and we'd lose them by morning. Now every call is answered, every appointment is booked, and our therapists start each session with intake notes already collected. It's transformed how we run the clinic."
Practice Manager
Sports & Orthopaedic Physiotherapy, Sydney
Clinic AI Receptionist FAQ
What clinic managers ask before automating the front desk.
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