A speech therapist and a girl of six at a low table with picture cards and a small mirror; on the desk behind, a phone lights up
For speech & language therapy practices

Every therapist is mid-session. She takes the referral.

Four therapists, two clinics and a school on Wednesdays, weekly half-hour sessions and a phone hour of 8:30 to 9:00. Stella answers every call, books intakes and sessions into each therapist's real day at each place, reminds, reschedules — and keeps the plan on rhythm when a week goes wrong.

Try it now → Hear how she answers
Good morning, Clearwater Speech & Language, this is Stella — how can I help you?
The problem

Phone hour: 8:30 to 9:00. Parents call at 8:20, 12:40 and 7:15.

  1. 01A mother calls with a referral at 8:20. Everyone's already in session; voicemail. She calls the practice across town.
  2. 02A sick child at a quarter to eight, an empty 3:15. Nobody has time to text the short-notice list.
  3. 03Marloes is at the school on Wednesdays, Femke at the second clinic. “Sooner at the other clinic” lives in someone's head.

This isn't a software problem. Someone has to pick up — warmly, without an interrogation — know every therapist's day at every place, and fill the 3:15 before it's a hole.

A call, while your hands are busy

Tuesday, 8:20. Everyone is in session. A mother calls with a referral.

Before the phone hour, so normally the machine. Stella answers, asks one yes/no about place, hears the real answer, and books the intake where it's soonest.

Incoming call · unknown number
S
Stella · Clearwater Speech & Language
ringing
0:00
Illustrative conversation. She adapts to what people actually say.
ThursdayRiverside clinic · Femke
What she does, all day

Everything a good front desk does — plus she knows your clinics and your schools.

The universal six, and two that matter when your team is spread across clinics and schools and the referral comes outside the phone hour.

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

Referrals taken any time — including 8:20

The referral is the most important call of the week, and it almost never lands between 8:30 and 9:00. Stella answers, asks whether there's a GP referral or it's direct, books the intake at the nearest place — or puts the child on the waitlist and texts the parent the moment there's room.

“Are you near Main Street, or closer to Riverside?”
08

Clinics and schools

Therapists work at the clinic and at schools. Availability is per therapist, per place, per half-day — so when Marloes is at the school on Wednesdays, Stella doesn't offer clinic slots there, and vice versa. Sooner at the other clinic? She says so, with the place.

Last-minute cancellations

A sick child at breakfast is not a no-show. It's a slot she starts filling the moment your day opens.

She takes the 7:38 text the moment it comes — the mother doesn't have to wait until nine and forget. 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 — 24 hours' notice, a make-up credit, a fee — is yours; she states it plainly, applies it the same way every time, and never guilt-trips a parent.

S
Stella · Clearwater Speech & Language
text messages
7:38
Illustrative. Your policy, her words.
3:15 · Session · 30 min · Marloesthe ledger
  1. 7:38Freed — Noor cancels by text
  2. 7:39Policy applied, make-up offered — kindly
  3. 8:30Outbound hours open — offered to 3 people who asked for short notice
  4. 8:41Filled — Sem's dad said yes; the rest hear “taken”
  5. ·Make-up · Thu 3:15 · confirmed 7:52
  • 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 school shut for a burst pipe, a therapist off sick, an inset day nobody told you about — the whole block moves, and it's your call, not the family's. You say it once; she works out who's affected, offers each family the right alternative in their own words, waives the fee, logs the reason, and reports back. When you're running late rather than closed, the next family gets a text before they leave the house — not a wait outside the door. Nobody hears why; nobody rings the clinic.

The school's shut for a burst pipe — move Wednesday's sessions to the clinic or next week, parents' choice.
Stella, twenty minutes later8 sessions touched · 5 to the clinic · 2 to next week · 1 waiting · plans untouched
Plan → rhythm → sessions

A sick Tuesday doesn't change the plan.

Most calendars think in appointments. Stella thinks in three layers, and the top one is the therapist's: the treatment plan, how it normally sits in the week, and the actual sessions on the actual days.

  • The plan is the agreement — how often, how long, until when. Never quietly downgraded by a bad week.
  • The rhythm is the preferred slot: Tuesdays 3:15 with Marloes at Main Street, from September 3rd. It can start in the future, pause, or end.
  • When a week goes wrong, one session moves — the plan stays; next week is normal by itself.
  • Half-terms and school closures are seen at booking and settled then — skip or make up. Nothing is invented on the day.
Noor · weekly, 30 minplan → rhythm → sessions
PlanWeekly half-hour, twenty sessions — the clinical agreement.
RhythmTuesdays 3:15 with Marloes, Main Street, from Sept 3.
This weekTue sick → Thu 3:15 · plan unchanged
W1
W2
W3
W4 ↺
W5
W7
The holiday week was settled when the plan was booked. Nobody chases; the week after is simply normal again.
A boy of eight and the therapist at a table with a tablet of picture cards, mid-word

Phone hour 8:30 to 9:00 — and the referrals come at 8:20, 12:40 and 7:15.

For your team

The therapy room stays the therapy room.

A panel at each clinic's desk: who's next, with whom, what changed. One button to say “move Noor to four.” Suppliers and scam calls never make it into the practice.

Now2:52Main Street
  • New referral at 8:20 — intake booked Thu 4:00 at Riverside; direct, no GP letter
  • Yara moved to Thursday — plan unchanged
  • A supplier and two robocalls handled. Nothing for you.
“Block my Wednesday morning — I'm at the school.”
  • 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”.

Whoever's at the school sees their own day on their phone — only what can't wait buzzes. At the desk, everything lands quietly on the panel.

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

Four therapists on Answer & Act: $276 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 practice.

Your therapists and where they are on which day — clinics and schools —, your intake and session lengths, your cancellation policy, your words. 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.