The AI receptionist for physical therapists and busy PT clinics
An AI receptionist for physical therapists answers every call to your clinic, books initial evaluations when a referral arrives, schedules recurring visits two or three times a week, and answers questions about hours, parking and the insurance plans listed on your site. Questions about a patient’s exercises or pain go to your therapists, not the AI.
- 14-day free trial
- Keep your number
- Cancel any time
How a call goes
Motion First Physical Therapy
- Receptionist: Thanks for calling Motion First Physical Therapy. I’m the clinic’s virtual assistant. How can I help?
- Caller: I just had knee surgery and my surgeon gave me a PT referral.
- Receptionist: I can book your initial evaluation. What’s your first name?
- Caller: Kayla.
- Receptionist: Thanks, Kayla. I have an evaluation Wednesday at 7:30 in the morning or Friday at 1:00. Which is better?
- Caller: Wednesday at 7:30. I need early visits because of work.
- Receptionist: You’re booked Wednesday at 7:30. I’ve noted that you prefer early mornings so the team can set up your follow-up visits. Please bring your referral and insurance card.
What the owner’s summary would include
- Patient:
- Kayla (new)
- Reason:
- Post-op knee rehab, referral
- Booked:
- Wednesday 7:30 AM eval
- Preference:
- Early morning visits
Where physical therapists lose calls today
Referrals need a fast first call
A patient leaves the surgeon’s office with a referral for physical therapy and a list of clinics. The clinic that answers first and offers an evaluation this week usually gets the full course of care.
Recurring schedules create constant calls
Patients book two or three visits a week for several weeks. Work shifts, school runs and flare-ups mean those visits move constantly, and each change is a phone call to a front desk that is also checking in the next patient.
Visit authorizations and plan questions
Callers want to know whether their plan covers therapy and how many visits they get. Those questions tie up the phone for minutes at a time when a simple answer and a callback from billing would do.
Calls Vocenya answers for physical therapists
Every one gets a real answer, the details written down, and a summary sent to you the moment it ends.
- Initial evaluation requests from referrals
- Recurring visit scheduling and changes
- Post-surgical rehab starts
- Insurance and visit authorization questions
- Direct access questions without a referral
- Sports injury and running clinic inquiries
What you see after every call
The real Vocenya portal, shown with a made-up plumbing business. Your physical therapy clinic gets the same: the summary, the outcome, the caller’s details and the full transcript.
How does an AI receptionist help physical therapists win referrals?
Referred patients often call several clinics from the list their surgeon or doctor gave them. An AI receptionist answers every one of those calls, offers evaluation times that fit the patient’s schedule and books the visit right away. Your team gets a summary with the patient’s first name, reason and schedule preferences. Patients who get a clear answer and a booked time on the first call have little reason to keep dialing other clinics, and referring surgeons hear that their patients started therapy quickly.
Can a physical therapy answering service manage recurring visits?
Yes. On the Growth plan and above, the AI books and moves visits in Google Calendar or Microsoft 365 around the patient’s work or school schedule. It captures patterns like early mornings only or Tuesdays and Thursdays so your team can plan the course of care. Reminder calls help patients keep their visits, which matters when progress depends on showing up consistently. Your front desk sees every change in a summary instead of a stack of sticky notes.
How does it answer insurance and authorization questions?
The AI tells callers whether their plan appears on the list published on your website. It does not confirm coverage, visit limits or authorizations. When a caller needs that answer, the AI takes their first name and plan and flags it for your billing team. That short, honest answer is better for patients than a long hold while the front desk is busy. Your billing team gets the details they need to call back with a real answer about coverage.
Will the AI answer questions about exercises or pain?
No. The AI never gives medical advice, suggests exercises or says whether pain is normal after therapy. Those calls go to your therapists by alert or transfer, following your rules. Callers describing an emergency are told to call 911. PT clinics can add HIPAA mode with a signed BAA for $150 a month, with patient-safe alerts and recordings kept in GH-controlled systems. The AI collects only a first name and the reason for the call.
A person when it matters
Tricky calls go to a trained GH agent who sees what the AI heard, or straight to your phone.
Booked, not just logged
Offers real times from your calendar and confirms them with the caller.
Answers in 89 languages
Studio voices switch to the caller's language, and you get the summary in English. HIPAA mode answers in English and Spanish.
HIPAA mode
A signed BAA, patient-safe alerts and recordings kept in GH-controlled systems.
Serving physical therapists in New Jersey and New York City
Physical therapy clinics in New Jersey and NYC schedule around commuters, so the first and last slots of the day fill fast. An AI receptionist lets a patient in Hoboken or Park Slope book those slots at 10pm instead of waiting for the clinic to open.
See how it works in New Jersey and New York City.
Questions from physical therapists
Can it explain direct access?
If your website explains whether patients can start therapy without a referral, the AI can share that information. It does not make judgments about an individual patient’s eligibility. Anything specific goes to your team for a callback with the patient’s first name and plan.
What if a patient calls about new pain after a session?
The AI does not assess symptoms. It takes the patient’s first name and concern and routes it to your therapist based on your rules. If the caller describes emergency symptoms, it tells them to call 911 right away. Your therapist gets the summary and decides the next step.
Can it handle several clinic locations?
Yes. The AI can answer for each location, share the right hours and address, and book into the correct calendar. The Pro plan at $499 a month supports multiple numbers and locations. Each clinic’s team can receive its own call summaries, and patients reach the location closest to them without being passed around.
Can we keep our clinic phone number?
Yes. Forward your existing number to Vocenya all day, during busy hours or after hours. Patients keep using the number on their referral paperwork, and nothing changes on your website or listings. You can switch forwarding off any time. Patients will not notice a thing.
Is there a free trial?
Yes. Every plan includes a 14-day free trial with no contract. Enter your website, and Vocenya builds a draft receptionist in about 20 seconds. You review and edit it before it answers any patient calls. Setup does not require new phones or software.
Related industries
Hear your physical therapist receptionist answer, right now.
Put in your website. Vocenya builds your receptionist from it and calls your phone so you can hear it. 14-day free trial, keep your number, cancel any time.
Hear it yourself
Call (732) 633-0055Our AI receptionist picks up. Ask it anything, or have it answer as your business.