A physiotherapist guiding a patient's shoulder through a movement, hands on; the desk phone lit up behind, ignored
For physio, OT & speech practices

Every clinician's hands on a patient. Phone in good hands.

Six clinicians rotating across three clinics. Stella answers, books evaluations and follow-ups into each clinician's real hours at each clinic, reminds, reschedules, and keeps every plan of care on its rhythm — with the “sooner if you can travel” offer built in.

Try it now → Hear how she answers
Good afternoon, Harbor Physio & OT, this is Stella — how can I help?
The problem

The referral rings once. Then it rings someone else.

  1. 01Every clinician is mid-treatment. A post-op patient calls to book their first eval. Voicemail. They try the next clinic on the list.
  2. 02A plan of care is twice a week for six weeks. One cancellation and the whole rhythm drifts, and nobody re-packs it.
  3. 03Your therapists rotate between clinics. Which clinic has the soonest eval is tribal knowledge.

It's not that you need more software. Someone has to pick up, know who's where, and make the sooner-elsewhere offer without an interrogation.

A call, while your hands are busy

Monday, 2:15. Dr. Reyes is with a patient. A new referral calls.

Stella asks one yes/no question about place, hears the real answer, and offers the trade: wait here, or sooner at the other clinic.

Incoming call · unknown number
S
Stella · Harbor Physio & OT
ringing
0:00
Illustrative conversation. She adapts to what people actually say.
ThursdayLargo · Dr. Reyes
What she does, all day

Everything a good front desk does — across every clinic at once.

The universal six, and two that matter when your team rotates and your patients follow a plan.

01

Answers every call, like a person would

No menus, no “press one”, no hold music, no disclaimer wall. Place, first name, how can I help — in one breath. Then she listens instead of interrogating. And she's there at 7:40 in the morning and 9 at night — when the parent thinks of it, not when you open.

“Good morning, this is Stella — how can I help?”
02

Books into the real book

She searches actual availability — who is where, doing what, for how long, in which chair or room — and never double-books. If she offers 2:20, 2:20 is free.

03

Reminds, and takes the reschedule call

Reminders go out ahead of time. When someone can't make it, she handles the flustered call with warmth and finds the next time without drama.

04

Fills the late cancellation

A cancelled four o'clock is the one slot you can't sell tomorrow. The moment it frees, she offers it — by text — to the people who've said they'd take short notice, who wanted earlier, or who owe a make-up. First yes takes it; nobody else hears about it.

“A 4:00 with Mr. Ellis just opened — want it?”
05

Tightens your day

A four o'clock cancels? She asks the five o'clock if they'd like to come earlier. Nobody is obliged, and it cascades — you finish at five, not six.

“The four's opened up — would you rather come at four?”
06

Learns each client, gently

Someone turns down a 9am; she stops leading with mornings for them. Preferences, never rules — and when she checks, she uses very few words.

“Mornings tough? I'll avoid them.”
07

Sooner if you can travel

Availability is per clinician, per clinic, per hour. When the home clinic is full she offers the other one as a plain trade — always time and place together, and never a geography interrogation.

“Earliest at Harbor Street is the 1st. If you can do Largo, Thursday at 2:20.”
08

Plans of care keep their rhythm

Twice a week for six weeks means twice a week, sensibly spaced. When a session moves, only that session moves; the next week returns to normal by itself.

Last-minute cancellations

A cancellation is not a hole. It's an offer to the next person — the same morning.

She takes the cancellation the moment it comes, whatever the hour — nobody waits for the desk to open. Runway is money: the earlier she knows, the more people she can offer the slot to once your outbound hours open, and the likelier it fills. Your policy — notice period, deposit, fee — is yours; she states it plainly, applies it the same way every time, and stays kind about it.

S
Stella · Harbor Physio & OT
text messages
8:10
Illustrative. Your policy, her words.
1:00 · Follow-up · Dr. Reyesthe ledger
  1. 8:10Freed — Ade cancels by text
  2. 8:11Policy applied, rebook offered — kindly
  3. 8:30Outbound hours open — offered to 3 people who asked for short notice
  4. 8:46Filled — Maria said yes; the rest hear “taken”
  5. ·Ade · Thu 1:00 · plan on track
  • The freed slot goes to the people most likely to say yes: the short-notice list, the waitlist, make-ups owed, anyone who said “earlier if you can”.
  • First yes takes it. The others hear “taken” — never who, never why.
  • The make-up lands in a slot that would otherwise have gone empty; the freed slot earns today.
  • Your policy is applied the same way every time; the tone stays warm — especially to a parent with a sick child.
  • Outbound only inside your hours: she'll take a 7:40 text the instant it arrives and start offering the slot when your day opens — never before.
  • You see it on the panel — freed, offered, filled. Nothing to do.

Everyone on the short-notice list asked to be on it. Nobody is nagged; nobody hears another client's business.

And when it's your side

One sentence into the mic. She does the phoning.

A clinician stuck at the hospital, a treatment room out of action, a snow day at one clinic — the whole block moves, and it's your call, not the patient's. You say it once; she works out who's affected, offers each patient the right alternative in their own words, waives the fee, logs the reason, and reports back. When it's an overrun rather than a closure she works by who can still act: the patients who haven't left home yet get the call and the choice; the ones already in the waiting room get the real ETA; nobody further out is touched unless the delay keeps growing. Nobody hears why; nobody rings the desk.

Dr. Reyes is stuck at the hospital till three. Push her morning to the afternoon or offer Harbor Street.
Stella, twenty minutes later5 patients touched · 3 pushed to the afternoon · 2 took Harbor Street · none lost
Multi-clinic, first-class

Willingness to travel unlocks an earlier date.

Clinicians aren't owned by a clinic — presence is a schedule. Stella knows who is where on which day, searches the caller's home clinic first, and offers another one only when it's meaningfully sooner.

  • Hours are per clinician per clinic; nobody is “assigned” to a building.
  • She asks “Are you near Harbor Street?” — not “where are you located?” — and accepts “No, I'm in Clearwater” without re-asking.
  • Offers are always time and place. Meaningfully earlier means days, not twenty minutes.
  • A staff member can tell her “I'm in Largo on the 3rd” by voice — it just becomes hours.
New evaluation, this weekhome clinic vs sooner elsewhere
Harbor Streethome clinic · fullNov 1st
LargoDr. Reyes · ThursdayThu 2:20

“The earliest at Harbor Street is the 1st. If you can get to Largo, I have Thursday at 2:20.”

A patient between parallel bars, therapist alongside, morning light in the clinic

The referral is the easy part. Answering the phone when it comes is the hard part.

For your team

Between patients, a glance — not a login.

A panel at each clinic's desk: who's next, what changed. A voice button for “move Ruth to eleven.” Vendors and scam calls never make it to the floor.

Now10:48Largo
  • Daniel confirmed Thursday by text
  • 1:45 opened up — offered to Maria, who wanted earlier; she said yes
  • A medical-supply rep and a robocall handled. Nothing for you.
“Block Friday afternoon at Harbor Street — I'm at the conference.”
  • A panel, not an appan always-on screen at the desk that answers one question in five seconds: who's next, for whom, and has anything changed? Everyone sees their own day; the owner sees the floor. Something to read, not operate.
  • One button, your voicepress it and say “move Ana to four, and call Peter back for me.” That's the whole interface. She does the machinery behind the glass.
  • The shieldsales calls, scam calls, realtors — they never reach you and never appear anywhere. Real callers can ask to be put through; you still choose whether to pick up.
  • Only what can't waitat the desk, things land quietly on the panel. Out of the building, your phone only buzzes for the next hour or two.
  • Your whole inbound“tell Peter I'll be home at seven” in the same breath as the schedule. The cost of a personal call is the context switch, not the two minutes.
  • You are the bossyour team's hours guide what she offers on her own. A direct instruction — from you or from the stylist whose chair it is — is simply carried out, silently, and teaches her nothing about “normal”.

The clinician's frame — hours, clinics, days — guides what Stella offers on her own. A direct instruction is simply carried out and teaches her nothing about “normal.”

What she will never do

Warm is not the same as loose.

No menus

Not a phone tree

No “press one”. No “your call is important to us”. No recorded disclaimers before a human word. Warm, short, present — and she says what she is if you ask.

No inventing

Never makes things up

She offers what's in your catalogue and staff profiles. She won't crown a “best” anyone or promise an outcome. A time she offers is a time that's free.

No gossip

One client never hears about another

A moved client hears “we need to move your Tuesday — let me find you another time.” Never who, never why. And once moved kindly, they're not yo-yo'd back.

No pretending

Says what she is

She doesn't lead with it and doesn't apologise for it. Ask, and she'll tell you plainly: she's the assistant. She helps; that's what people remember.

Pricing

Two prices. No tiers, no minutes.

Per seat — a person Stella books — counted from her own book each month. Nothing to declare, nothing to meter, no percentage of your takings. Month to month, no contract.

Answer

$39per seat / month

She picks up, day and night, and takes care of the appointment someone is calling or texting about.

  • Books, moves and cancels into the real book — never a double-booking
  • Text confirmations and reminders
  • First-time callers held warmly; referrals taken; regulars recognised
  • The shield: junk never reaches you. The desk glass: who's next, what changed

Answer & Act

$69per seat / month

Everything in Answer, plus everything she starts — on her own inside your outbound hours, or on one sentence from you.

  • The late-cancellation refill and the short-notice list
  • Waitlist, recall and “wanted earlier” — chased before they lapse
  • Reminder calls for the people who don't text
  • Block moves and one-off commands: you say it once, she does the phoning

Six clinicians on Answer & Act: $414 a month. A seat is a person with ten or more appointments on their name that month. Under ten they're free — stand-ins, part-timers and holiday cover cost nothing; the receptionist, the rooms and the owner-as-admin don't count at all. No contract: you stay because it works. Price for life: your rates are locked the moment you start — we may raise prices for new customers, yours never change, and moving between the two lines keeps your locked rates for both. Cancel or stop paying and the lock is forfeited. A commitment, not a promo. Early access is configured by hand and priced exactly like this.

Try it now

Give Stella your clinics.

Your services, your clinicians and where they are on which days, your rooms, your plans of care. She's configured by hand for the first practices — a few at a time.

Put your site in. If we already know it, we skip the hunt. Then call her from the phone you give us — she'll know it's you.

Voice

No newsletter. No sequence. This is the try.

That didn't go through. Email hello@callitor.ai and we'll add you by hand.