If you’re running a practice on Cliniko, you’ve already got the back end sorted. Patient files, online bookings, invoicing, SMS reminders, intake forms, it’s all sitting in one place. What it can’t do is answer the phone, and that’s exactly where ReceptionHQ comes in. Our receptionists book, reschedule and cancel appointments directly in your Cliniko diary, in real time, while giving your patients the warm, professional welcome they’d get from someone sitting at your front desk.
Cliniko’s built with allied health in mind, and it shows. Physiotherapists, chiropractors, podiatrists, osteopaths, dietitians, counsellors and speech and language therapists are among the practitioners running their diary, notes and invoicing through it.
Table of contents
How Cliniko is used in UK practices
Cliniko handles the patient file, the diary, online bookings, SMS reminders, invoicing and intake forms, pretty much everything except the phone. Online bookings pick up some of that gap, but plenty of patients still prefer to ring, especially first-time enquiries, older patients, and anyone with a question they’d rather ask than type.
That’s the gap our appointment scheduling service fills. Cliniko sits alongside a wider range of practice management software we support, including Clinic To Cloud, Coreplus, Gentu, Power Diary, PracSuite, SmartSoft and Semble, plus general booking tools like Acuity Scheduling, Calendly, Setmore, Square and Timely. See the full list.
How it works
When a patient rings and your practice can’t pick up, the call comes to us. One of our receptionists answers in your practice name, opens your Cliniko diary, and sorts the booking there and then.
Booked
Rescheduled
Cancelled
Rescheduling and cancellations work the same way. We follow whatever rules you’ve set up in Cliniko, cancellation policies, waitlists, which practitioner sees which appointment type, so there’s nothing to correct after the call.
Protecting your new patients
A first-time caller is the most fragile call your practice gets. They’ve found you, they’ve made it as far as picking up the phone, and they’re deciding right now whether you’re the practice for them. If they hit voicemail, most won’t leave a message, they’ll just ring the next name on the list.
A real person picking up changes that:
- A real voice answers, not a voicemail beep
- Their questions get sorted before they need to commit
- They walk away with a booking, not a “we’ll get back to you”
Fees, practitioners and general questions
Most callers don’t just want to book, they want a question answered first. A live receptionist can deal with that on the call, so they don’t hang up to have a think and never ring back.
The questions we get asked most in clinics:
- Fees and payment
Cost of an initial consultation, cost of a follow-up, and any package pricing - Insurance and funding
Whether you accept private medical insurance (Bupa, AXA Health, Vitality, WPA and similar), self-pay, or need a GP or consultant referral first - Which practitioner suits them
Especially in multi-practitioner clinics where patients aren’t sure who to see for what - Location, parking and access
Where you are, whether there’s parking, step-free access - What to bring to the first appointment
Referral letters, imaging, previous notes, appropriate clothing for a movement assessment - Session length and what to expect
Particularly for anxious first-time patients (new mums, kids, anyone nervous about a first session) - Cancellation policies and deposits
Before they commit, not after
We build all of this into your script during setup, straight from your Cliniko settings, your website and a conversation with you, so when a patient calls, we sound like part of your practice.
Why healthcare providers choose us
Private practices, clinics and healthcare providers across the UK trust ReceptionHQ to handle their patient calls professionally and efficiently.
- We answer calls exactly how you need
Use us for all your calls, after-hours only, or as overflow support when your in-house team is busy with patients. - 24/7 availability with no after-hours surcharges
Unlike many competitors who charge extra for evenings and weekends, 24/7 answering is included in our standard pricing. - Flexible billing that reflects actual usage
Our MyDiary plans are billed accurate to the second, not rounded up to the nearest minute. - Fast answer times
We aim to answer calls within just a few rings on average, so patients aren’t left waiting. - UK-based receptionists during core hours
Your calls are answered by UK receptionists during standard business hours on weekdays, with our equally skilled Australian and US teams providing seamless after-hours support. - No long-term contract
Continue month-to-month, scale your plan up or down as needed, and cancel any time without penalty.
Getting started
You’ll need a MyDiary plan (from £30 per month, plus VAT) and a Cliniko account with the right access set up for our team. From there, we’ll work through your script, appointment types, and any intake questions you want asked. Most practices are up and running within a few business days.
Can’t find your exact setup here? Get in touch, we regularly add new platforms based on client requests and can often accommodate custom setups.
Frequently asked questions
Do you work directly inside Cliniko?
Yes. Our receptionists log into your Cliniko account and book, reschedule and cancel appointments live, on the call, so the booking is sitting in your diary before the patient hangs up.
Is your Cliniko answering service available 24/7?
Yes. We offer round-the-clock availability with no after-hours surcharge, unlike many competitors who charge extra for evenings and weekends.
Do I need to answer every call through ReceptionHQ, or can I use it for overflow only?
You choose. Some practices use us for every call, others only after hours, and others just for overflow when the in-house team is busy with patients.
How much does the Cliniko answering service cost?
Plans start from £30 per month plus VAT. Billing is accurate to the second rather than rounded up, so you're only charged for the actual length of each call.
Is there a contract?
No. It's a month-to-month service, so you can scale your plan up or down or cancel at any time without penalty.
