Never answer mid-treatment
The patient in front of you comes first. Set expectations: your voicemail says when you return calls, and patients learn that you give them your full attention too.
Give callers another way to book
Most calls are "can I book?" A link to online booking on your voicemail message, website and Google listing lets people book without waiting for you.
Return calls at set times
A ten-minute slot at the end of each session block for returning calls. Callers get an answer within a couple of hours, and your treatment time stays uninterrupted.
Text back missed calls
A quick text after a missed call ("Sorry I missed you, I'm with a patient. You can book here, or I'll call back by 12:30") keeps the caller from moving on.
Consider an AI receptionist
An AI receptionist answers every call, books appointments into your diary, takes messages and tells you what happened. In Clinidiary, the AI receptionist books straight into your diary with the same rules as the front desk, and missed calls appear in your notifications. See AI receptionist.
Or a part-time person
A virtual receptionist for a few hours a day, or a part-time person at peak times, may be the next step as you grow. See when to hire.
Frequently asked questions
Should a physio answer the phone during treatment?
No. Give callers other ways to book and return calls at set times.
How do solo physios stop losing new patients to missed calls?
Online booking, a quick text back, set call-back times, and an AI or virtual receptionist when needed.
Can an AI receptionist book appointments?
Yes. A good one books into your real diary following the same rules as your front desk.