Virtual Receptionist
Diary Management
Appointment Booking & Diary Management
Google Reviews
Rated 4.9 ⭐ out of 5
📅 We don’t just take messages. We book your appointments, manage your diary, and keep your day on track. Our Australian Virtual Reception team works like an extension of your office, handling phone bookings professionally and accurately using your existing setup.
📞 Whether you’re a busy practice, a growing team, or any business that books work over the phone — we keep your calendar full and your day under control.
✅ Diary management is one of the most important — and most distracting — tasks in a service business. If you’re on the phone with one client, you’re missing another. We help solve that. Our receptionists make sure that every call is answered, and every appointment ends up where it should. You focus on your work; we’ll handle the logistics.
We find the service from Your Phones Covered to be excellent, from the friendliness of the team, the promptness of responses to emails and the convenience and load it takes off from the day to day running of our business.
Highly recommend Your Phones Covered to anyone who requires a great team backing them up!
Thanks to all the team!!
How It Works
Live call answering in your business name
We answer every call using your business name. We find out who’s calling, why they’re calling, and follow your exact instructions. First impressions matter — we make sure yours are sharp.
We use your diary system
We work directly in your scheduling software — if it’s online and accessible, we can likely use it. No new platforms. No disruption. This includes appointment platforms, shared calendars, or even simple booking forms.
We follow your booking rules
New clients get 30 minutes? Follow-ups get 15? Need a buffer before lunch or avoid double bookings? Just tell us once — we follow it every time. If a caller has a specific request or needs to see a certain team member, we’ll follow your priority rules.
Clear messages after every call
After each call, we send an SMS or email with all the details — name, number, reason for call, what we booked or noted. You’re never left wondering. Missed calls become a thing of the past.
Cancellations and reschedules
Need to change an appointment? We handle that too. We can advise your cancellation policy, rebook straight into the diary, and send confirmations. We’ll reduce no-shows, keep your calendar accurate, and make changes with minimal disruption.
Set up new clients in your system
We collect the right details and enter them straight into your platform. Whether you use intake forms, contact profiles, or secure notes — we handle it. This is especially useful for regulated industries that need client data handled professionally.
Payment and admin
We can take payments from callers or log payment information into your system — staying within your rules for privacy, consent, and compliance. We can also send reminders, track follow-ups, or notify your team when actions are required.
Overflow and team support
If you already have reception staff, we work in the background. We can help during peak periods, cover staff absences, or provide an after-hours service that keeps your phones on even when your doors are closed.
Why Use a Diary Management Service?
More bookings, less back and forth
We handle the call, answer basic questions, and lock in the booking. Fewer missed calls. Fewer voicemails. More revenue. Clients appreciate the fast response and reliable service.
Eliminate voicemails
Most callers won’t leave a message. We make sure they reach a real person, and leave with a confirmed booking. That means fewer gaps in your day and fewer lost opportunities.
Stay in control of your time
You set the hours, breaks, buffers, and limits — we follow them exactly. Need to block time or prioritise certain callers? Done. We work around your availability, not the other way around.
Professional support, Australian-based
Every caller speaks to a local, trained receptionist who knows your business and your instructions. We speak clearly, professionally, and with the right tone for your clients.
Reduce costs, increase flexibility
Hiring and managing staff is expensive. We give you access to trained receptionists without the overheads — full-time, part-time, or just overflow. No holidays, no sick leave, no lost productivity.
Protect your reputation
A missed call can mean a missed client — or worse, a frustrated one. Our team ensures no calls are dropped, and no opportunities are lost.
Work uninterrupted
Avoid the context switching that comes with answering phones. Stay focused on deep work, billable time, or client-facing tasks. Let us handle the interruptions.
Outcome-Based Pricing
You don’t pay for long calls. You pay for what we complete.
Each action — booking, reschedule, cancellation, message — is tracked and billed. You know exactly what you’re paying for.
Simple. Predictable. Scalable.
No minimums. No overages. Just the work done, clearly reported and billed monthly.
Who It’s For
➡️ Medical and health professionals
Doctors, dentists, psychologists, physios, osteos, chiros — if you use a diary, we fit straight in. We follow your procedures and systems carefully.
➡️ Services and trades
We handle quote bookings, job scheduling, and on-site visit requests while you’re out on tools. Great for building maintenance, property services, and home-based work.
➡️ Internal teams needing support
We back up your staff during busy periods, lunch breaks, or after-hours. We support internal teams who need cover but don’t want to add headcount.
➡️ Any business that books by phone
If your day depends on phone-based scheduling, we’re your reception team.
Key Benefits
✅ Appointments booked into your system
✅ Calls answered live in your business name
✅ Your instructions followed every time
✅ Confirmations sent via SMS or email
✅ Cancellations and changes managed
✅ New client data collected and entered
✅ 100% Australian reception team
✅ Overflow, after-hours, or full-time cover
✅ Payments and admin handled (if needed)
✅ Outcome-based pricing — pay for results
✅ No software or setup hassles
How to Get Started
Getting started is simple. You send us your instructions and give access to your calendar. We do the rest.
We test bookings, get feedback, and tweak the setup until it works exactly the way you want.
We also check the tone, timing, and client experience to make sure your brand is represented properly. It’s not just logistics — it’s your business image.
No complex onboarding. No training needed. No surprises.
Want to change something later? Easy — just email or call.
FAQs
Can you use my diary system?
Yes. If it’s online and accessible, we’ll use it. No clunky tools or third-party workarounds.
Can you confirm bookings with clients?
Yes. Most diary systems support this — we’ll make sure confirmations go out as expected.
Can I update my instructions?
Anytime. Just let us know — we update them straight away.
What happens if someone needs to speak with me?
We follow your call rules. Transfer, message, or book a callback — you decide.
Is there anything to install?
No. We work within your setup. Nothing to download or manage.
Are your receptionists based in Australia?
Yes. 100%. Every caller speaks to someone local who knows your business.
Ready When You Are
We answer your calls. We book the jobs. You stay focused.
Let’s take the stress out of scheduling. Keep your day under control and your clients looked after — without lifting a finger.