# 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. ## Why physical therapists miss calls - **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 - 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 ## 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 text 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 texting and recordings kept in GH-controlled systems. The AI collects only a first name and the reason for the call. ## Frequently asked questions ### 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. --- Source: https://vocenya.com/industries/physical-therapists Vocenya, powered by GH Business Solutions. Plans from $49/month with a 14-day free trial: https://vocenya.com/pricing