Your website is your quietest receptionist.
Most calls to a clinic are not new patients. They are reschedules, receipts and where is my order. Clinic Sites turns those into two minute online tasks, picked up by a virtual assistant, so your front desk belongs to the person standing at it.
9:02 am. Three at the desk, two on hold, one in pain.
Every simple call steals the desk from someone
The patient at the counter waits while reception hunts down an invoice for someone’s health fund. The caller waits too. Nobody is doing anything wrong, the phone is just the only door, so everything walks through it. The fix is not a busier desk. It is a second door.
The help centre: admin without the phone queue
Every Clinic Sites build includes a patient help centre. A patient picks the thing they need, fills a short form, and a real person sorts it, usually within the hour during clinic hours.
Every submission arrives with the VA as a job card like this: identity first, then the request, then a checklist that always starts with verification. Running now at JS Podiatry, the first help centre built on this pattern. The categories are shaped to each clinic, orthotics for a podiatrist, programmes for an exercise physiologist.
The website catches the task. A virtual assistant closes it.
This is deliberately not a chatbot. Requests go to a trained virtual assistant working inside your clinic's own systems, drawn from the team of 130 in Balanga that already runs allied health front desks through Clinic Admin.
- Works inside Cliniko, your inbox and your phone system, so nothing is copied into a tool you don't control.
- Handles the help centre queue, reschedules, receipts, order updates and recalls to an agreed playbook, replying as your clinic and in your tone.
- Shares your working day. The Philippines sits on Perth time and overlaps every Australian and New Zealand clinic's hours.
- Admin only, by design. Anything clinical goes to the practitioner with a drafted summary, never answered by the VA.
- Reports one number that matters each month: rebookings recovered, in AUD.
Anyone can sell your clinic a website.
Nobody else staffs the desk behind it. The concierge is priced against a fraction of a front desk hire, and it is a person, not a promise.
Teach the shortcut inside the clinic
The second door only lightens the load if patients know it exists. Every build ships with an in clinic kit that makes the website the obvious first stop.
The desk poster
A QR code at reception: “The quickest way to your next appointment is our website.” Scanned while they wait, booked before they leave.
The on hold message
A script for your phone system that points simple requests to the help centre, so the queue thins itself.
The SMS footer
Every reminder and reply carries the link. The patient who wants to move Thursday does it in bed, not on hold at 8:59 am.
What stays a phone call
Pain right now, emergencies, anything clinical, and the people who simply like to ring. The help centre says so clearly at the top and the bottom of every page, and the phone number is always one tap away. The website takes the admin, not the care.
Give your front desk its mornings back
Tell us your discipline and suburb. If your area is open, we will map your commonest phone tasks to a help centre built for your clinic.
Check your areahi@ube.ph