S-01Keeps plans intact.
Recognises a returning patient’s open plan and books the next visit with the same practitioner by default.
The clinic receptionist that keeps recurring appointments with the right practitioner.
Sarah is an AI receptionist for physiotherapy, rehab and other practitioner-led clinics. She answers the clinic line, recognises a returning patient’s open series of appointments, and books the next visit with the practitioner already treating them, so the patient doesn’t start the conversation over every time.
“Plan” here means the booking pattern: which practitioner, what type of visit and how often. Sarah does not collect or interpret clinical information. Anything clinical goes to a person.
In supervised testing. Not live with any clinic. No public line.
Three visits, one practitionerIllustration
01 / The leak
A physio clinic’s phone rings while the front desk is with a patient.
In a small clinic, the front desk is checking someone in, taking a payment and answering the phone at once. A patient trying to book a follow-up for their knee gets a ring-out, calls back later, or rings another clinic.
Physiotherapy is also not a series of one-off bookings. A course of visits runs for weeks. When each call is treated like a first visit, the patient re-explains the injury and the booking may land with whichever practitioner has a gap, not the one treating them.
- At the deskThe phone rings while a patient is being checked in.
- After hoursA follow-up request goes to voicemail.
- Every callThe plan starts from zero.
Our free Revenue Leak Report looks at what happens to calls like these at your clinic.
02 / How it works
More rules than one calendar. That’s the point.
Setting up a clinic is not like setting up one calendar. We set up Sarah to get the plan logic right before she picks up a real call.
Three calendars / one bookingIllustration, fictional clinic
Practitioner A
Practitioner B
Practitioner C
Booking
Longer visitShorter visitThe booking
Map every practitioner’s calendar.
Who treats what, how long each visit runs, and where each practitioner’s real availability differs.
Teach her how plans recur here.
How a plan is meant to continue, when it closes, and when something goes back to a practitioner instead of being auto-booked.
Run a shadow week.
Real call patterns tested against your real schedule before a booking goes live.
Hand her the line.
Only once the plan logic holds up does your clinic number route through Sarah.
03 / What she does
Built for ongoing care, not one-off visits.
CALL 1 / WEEK 1
The first call opens the plan.
A new patient, a knee assessment. Sarah books the assessment and ties a plan to this patient and this practitioner.
CALL 2 / WEEK 2
The second call finds it.
Sarah sees the open plan and books the follow-up with the same practitioner by default. Nobody re-explains the injury.
CALL 3 / WEEK 4
The third call keeps it going.
Same thread, same practitioner. Their booking plan stays with them, and keeping it that way is Sarah’s job.
Call 1 of 3. Click a call, press Next, or switch the comparison.
Appointment plan / three practitionersIllustrative example
With Sarah, every call lands on the practitioner already treating the patient.
What Sarah does
As built and being tested.
S-01
S-02Matches visit to practitioner.
Checks each practitioner’s calendar separately and books with whoever is treating that plan.
S-03Hands off what isn’t hers.
Anything outside a normal booking, including any clinical question, goes to your front desk.
S-04Texts back calls she could not take.
So a patient rebooking doesn’t just give up.
03 / Her limits
What she will not do.
Incoming call
A normal bookingSarah books it
Anything else, including any clinical questionYour front desk
- Give clinical advice, assess symptoms or say whether a patient should come in.That is for your clinicians.
- Invent an opening or guess at a clinical question.
- Replace your front desk.She takes the repetitive first step; your team stays in charge of anything else.
- Claim to be a person.She is an automated assistant.
04 / How a call goes
A returning patient books a follow-up.
Not a recorded call. Sarah is in supervised testing against a fictional clinic and has no public demo line. This shows how a call is designed to go.
Call example / returning patientIllustrative example
Caller
Hi, I need to book my next follow-up for my knee. I saw one of your therapists last week.
SarahPlan: knee
I have your plan here from last week. Your practitioner has Thursday at 2:00 pm or Friday at 10:30 am open for the follow-up. Which works better?
Caller
Thursday at 2 is perfect.
SarahPlan: knee
You’re booked for Thursday at 2:00 pm with the same practitioner as last time. Same practitioner
Sarah checks for an existing plan before asking any scheduling question, so the patient doesn’t have to explain the injury twice.
What the call producedIllustrative example
PlanOpen, knee
PractitionerSame as last time
Next visitThursday, 2:00 pm
05 / Who it is for
For clinics where one patient sees the same physiotherapist for weeks.
Built for
- Independent physiotherapy, rehab and similar clinics with a small team of practitioners.
- Clinics where patients follow a recurring series of visits with a named practitioner.
- Clinics where the front desk loses calls because it is busy with patients in the room.
Probably not a fit
- Mostly one-off visits with no treatment-plan continuity.
- A clinic that wants a phone assistant to answer clinical questions. She doesn’t.
- Clinics that need her live today. She is in supervised testing against a fictional clinic.
05b / Patient information
What information Sarah handles.
She asks for a patient’s name and phone number, the practitioner and type of visit, and the day and time they want. Calls are recorded. Before a clinic goes live, Sarah is set to open every call with a recording notice.
Sarah does not collect or interpret clinical information. Anything clinical goes to your front desk.
06 / Questions
Plain answers.
What do AI receptionists do for a clinic?
An AI receptionist answers the clinic’s phone, books and reschedules against practitioner calendars, and passes on anything outside a normal booking. Sarah’s focus is multi-visit appointment plans: she checks for an open plan before asking scheduling questions.
Can AI replace a receptionist at a physiotherapy clinic?
No, and Sarah isn’t meant to. She takes the repetitive first step on the phone. Clinical questions and anything outside a normal booking go to your front desk.
Is Sarah live at any clinic?
No. She is in supervised testing against a fictional clinic. There is no public line. Clinics can get in touch.
How does she know a patient’s appointment plan?
She matches a returning patient by name and phone number and finds their open plan.
Will she book me with the same physiotherapist?
By default, yes: she books the follow-up with the practitioner already treating that plan, using that practitioner’s own calendar. If they have no opening, she says so rather than inventing one.
What software is commonly used in physiotherapy clinics, and is Sarah one of them?
Clinics use practice-management software for records, billing and scheduling. Sarah isn’t that: she is the person on the phone. Which scheduling tool she books into is confirmed with you during set-up.
How do clinics reduce no-shows, and does Sarah?
Clear policies and reminders are common tools, and what a clinic charges for a missed appointment is the clinic’s own decision. We don’t claim Sarah reduces no-shows, and we won’t quote a number until we have measured one.
How much does an AI receptionist cost?
It depends on your practitioners, visit types and tools, so we quote after a short conversation. The first step, a Revenue Leak Report, is free.
WaitlistTalk to us
Join Sarah’s waitlist.Talk to us about Sarah.
Sarah isn’t taking clinic calls yet. Tell us about your clinic and we’ll be in touchEmail us or book a short call about your clinic and we’ll tell you honestly where she is when she’s ready to talk through your set-up.
07 / Start
Start with the leak.
Sarah is in supervised testing against a fictional clinic. Get in touch and we’ll tell you honestly when and whether she fits your clinic. Or start with a free Revenue Leak Report.