We understand the a Virtual Receptionist Company is a new concept. We also know that trying to pick a plan for a service you have never used can be overwhelming. 

We want to take the guess work and anxiety out of getting the support you need. Here is our process…

1.  Book a consult with our founder here or text (314) 470-2509. Based on what is discussed, you will know if this a service suited for your needs and what plan is probably best for you.
2. If after speaking with Madelaine, you are ready to move forward, you will complete a thorough Practice Information Form, pick a plan and submit payment. There are no contracts and plans can be changed.
3. You will receive a Welcome email that will include the number you will forward your calls to and next steps. We are usually able to begin taking/making calls a business day after we receive everything we need. 

Our focus is being the 1st point of contact for brave people calling in for therapy.

However, we do over admin services on a retainer and prepaid hours option. Learn more here.

Sí, Claro que si! Para nuestros dedicados miembros del equipo bilingüe, el Español es su primer lengua. Decidir empezar terapia es difícil, la comunicación nunca debería serlo.

We are here to help you, not hurt you. So, we have policies & procedures to safeguard the information we have access to. 

• Agents have completed a 30 minute HIPAA Training.
• A Business Associate Agreement is issued for client signature.
• We have created a process to quickly disclose any breaches or potential threats to our clients.

You don’t have to change your business number. We will provide you with a dedicated number to forward your business line to.

You will have a live receptionist team from 7am – 7pm cst. That’s right, 12 hours of coverage!

We also provide all of our clients a voicemail box for calls that come in outside of coverage hours. Each morning we will check voicemails and return calls or email you a audio file of the messages that need your attention. 

After each and EVERY call, the virtual receptionist that took the call will send you call notes via email. For our Private Practice Pro plan and above we can also text clinians about urgent calls, new bookings, late cancellations, etc.

Inbound calls are calculated by actual Talk Time. No rounding up!

Outbound calls are calculated by actual Talk Time plus Wrap-up time. No rounding up.

No, minutes don’t roll over. Our plans are flexible and month to month. Therefore, each month all the features of your plan restart. Since we don’t do contracts, you can always decrease your plan if it suits your business needs.

Never! Your services are on a month to month basis and can be changed or cancelled at anytime. We just ask for a heads up at least 4 days before your next billing date.

We love questions and love answers even more. Please book a consult here.

Not ready for a consult and just have a few things you want to ask?

• Start a chat on this site at the yellow chat bubble.
• Or shoot us a text at (314) 470-2509
• Or private message us on Instagram
• Or email us at yourfriends@koapvirtual.com