What the agent handles
- Books assessments and treatments
- Explains direct billing and coverage
- Collects accident claim numbers
- Reschedules missed sessions
- Sends intake forms by email
Health and wellness
AI receptionist for physiotherapy
Books assessments and treatment sessions, explains direct billing and whether a referral is needed, and helps injured patients keep up with their treatment plan.
CallerI hurt my back shovelling and can barely stand up straight. Can I get in this week?
CallerDoes my work insurance cover this or do I need a doctor's note first?
CallerI've missed my last two sessions, can I just pick back up?
Where calls go
Front deskPhysiotherapistsBillingClinic manager
Warm transfer: When a caller has a motor vehicle accident claim with an adjuster involved, the agent warm-transfers to the billing coordinator who handles accident files.
What it books
Assessments and treatment sessions
Why physiotherapy clinics miss calls, and what an AI receptionist changes
Physio clinics take their heaviest call volume at the edges of the day: 7 a.m. before the first treatment, the lunch gap, and just after 5 when people leave work with a sore shoulder. The front desk is checking patients in, taking payment, printing receipts for extended health claims and setting up the next three visits for the person standing there. The physiotherapists are on the treatment floor with someone on the table and a hand on a knee. A new patient who threw out their back shovelling the driveway hears the phone ring out and calls the next clinic on the map.
A RealVoice AI receptionist answers the clinic line on the first ring and handles those calls the way your front desk would. It books initial assessments with the longer slot they need and follow-up treatments with the right physiotherapist, tells callers which insurers you direct-bill, and explains when a plan may ask for a doctor's referral. It reschedules missed sessions so patients stay on their treatment plan, takes motor vehicle accident claim numbers and adjuster details, and emails your intake forms before the first visit.
It doesn't assess injuries, and it won't tell a caller whether their pain needs imaging or whether to keep exercising. Clinical questions go to the treating physiotherapist as a callback note, and anyone describing a symptom on your clinic's red-flag list, such as new numbness in both legs, is told to go to emergency. Accident files with an adjuster already involved are warm-transferred to your billing coordinator, who hears a short private summary of the claim before saying hello.
Example call, start to finish
- CallerHi, I was rear-ended on the Gardiner last Tuesday and my neck's been stiff ever since. Can I get in to see someone?
- AI receptionistI'm sorry that happened. We can book you an initial assessment. Are you planning to bill this through your auto insurance or your own benefits?
- CallerAuto, I think. I've got a claim number from my insurer but I haven't heard from an adjuster yet.
- AI receptionistThat helps. Go ahead with the claim number when you're ready. ... Thanks. Harpreet has an assessment Thursday at 4:15, or Friday at 8 in the morning.
- CallerThursday. Oh, my daughter was in the car too. She's twelve and says her back hurts. Can she come the same day?
- AI receptionistYes. I can book her right after you at 5:00 with Harpreet, so it's one trip. I'll note on both files that it's the same collision and claim number, and email you an intake form for each of you.
- CallerPerfect, thank you.
- AI receptionistYou're both booked Thursday from 4:15. Lindsay handles our accident files, and she'll call you tomorrow to get the adjuster's details once you have them.
After the call: Both visits appear in the RealVoice schedule under Harpreet, the parent gets a confirmation text, and the intake forms go out by email. Lindsay receives a text and email with the claim number and a note that two family members were in the same collision, and the call summary and recording sit in the portal.
How it fits your day
- First thing in the morning
- People who woke up stiff or hurt overnight get answered before the desk opens, and initial assessments go into the day's openings.
- Between treatments
- Follow-ups, reschedules and 'which receipt do I send my insurer' questions are handled while physiotherapists stay on the floor and the desk checks patients out.
- Ice storms and sports seasons
- Slip-and-fall injuries after freezing rain, shovelling backs in January and the spring wave of runners and hockey players reach a booking instead of a busy signal.
- Getting back on plan
- A patient who has missed a couple of sessions and calls to pick back up is booked straight in, with a note to their physiotherapist about the gap.
Your software
Today it books assessments and treatment sessions into the RealVoice schedule in the portal, using each physiotherapist's hours and visit lengths, keeps every call summary and message there, and texts patients their confirmation. If your clinic runs Jane, Juvonno, ClinicSense, Noterro or Practice Perfect EMR, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A physio patient rarely books a single visit. Someone recovering from a sprained ankle or a car accident often comes in once or twice a week for a couple of months, so at around $100 a treatment, one unanswered first call can mean $800 to $1,000 of care that never happens at your clinic. If the desk lets four new-patient calls a week go to voicemail and half of those callers book down the street, that is around a hundred new patients a year treated somewhere else. Enter your clinic's visit fee and call volume in the missed-call calculator on our homepage to see your version.
Questions physiotherapy clinics ask
Can an AI answer my physio clinic's phone after hours?
Yes. It answers evenings, weekends and holidays, books assessments into open times, and leaves anything that needs a physiotherapist's judgement as a callback note for the morning.
Can it tell a patient whether they need a referral?
It explains what you give it: which plans commonly ask for a doctor's referral and what the patient should check with their insurer. It doesn't confirm anyone's coverage, so it suggests they check their plan before the first visit.
How does it handle motor vehicle accident patients?
It collects the claim number, insurer, date of the collision and any adjuster details, books the assessment, and warm-transfers to your billing coordinator when an adjuster is already involved. If nobody is free, the details go out by text and email right away.
Will it book with the right physiotherapist?
Yes. Patients who ask for a specific physio see that person, pelvic health or vestibular cases go to the clinicians you name, and new patients go to whoever has the first assessment opening, all by your rules.
Will patients realize they're speaking with an AI?
If someone asks, it says so plainly. Most patients just want a time that fits around work, and that's what it gives them. You choose the voice, the name and the greeting.
Can it give exercise advice?
No. It won't suggest stretches or say whether to rest or keep moving. It takes the question down and sends it to the treating physiotherapist as a callback note.
Hear it as your own physio clinic's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.