AI Receptionist for Occupational Therapists
Book Evaluations While Therapists Stay in Session
DeskCaller's AI receptionist for occupational therapists answers every call 24/7, captures referral details, books evaluations, manages waitlists, sends forms, and syncs notes to your OT workflow
The Problem
Every missed call is an evaluation booked elsewhere.
Occupational therapy enquiries are detail-heavy and often urgent. Your front desk needs to capture context before a family, referrer, or case manager moves on.
Families call while therapists are in session
Parents, carers, case managers, and referral partners often call during treatment blocks. If the phone goes to voicemail, they may book the next occupational therapy clinic that answers.
OT intake needs more than a name
A useful enquiry needs age, diagnosis or functional concern, referral source, funding pathway, school or workplace context, mobility needs, sensory concerns, and preferred appointment format.
Admin overload slows care plans
Recurring appointments, cancellations, waitlists, assessment prep, insurance questions, and caregiver updates can consume hours that should be spent on therapy, documentation, and clinical planning.
OT Practice Features
Built for referrals, evaluations, scheduling, and waitlists.
DeskCaller handles front-desk OT workflows while leaving clinical decisions to qualified occupational therapists.
24/7 OT Enquiry Handling
Answer calls from families, adults, schools, insurers, referrers, and case managers while therapists stay focused on clients.
Evaluation Intake Capture
Collect age, functional goals, diagnosis, referral source, funding type, caregiver details, and preferred appointment format.
Specialty-Matched Scheduling
Route pediatric, adult neuro, hand therapy, sensory, workplace, home-modification, and school-based calls to the right clinician.
Recurring Appointment Booking
Book evaluations, follow-ups, therapy blocks, review visits, telehealth sessions, and recurring care-plan appointments.
Waitlist and Cancellation Management
Log availability, urgency, location, therapist preference, funding pathway, and cancellation requests so open slots can be filled fast.
Referral and Funding Triage
Capture GP, school, insurer, NDIS, case manager, self-pay, workers compensation, or medico-legal context before callback.
Preparation and Form Routing
Send intake forms, consent links, assessment instructions, parking notes, telehealth links, and caregiver preparation messages.
Caregiver and Client FAQs
Answer approved questions about session length, pricing, reports, telehealth, home visits, sensory assessments, and cancellation rules.
OT Software Sync
Send bookings, call summaries, referral notes, waitlist records, and follow-up tasks into WebPT, TheraPlatform, SimplePractice, Zanda, Cliniko, Jane App, or your CRM.
ROI Calculator
What are missed OT calls costing you?
Potential monthly evaluation revenue at risk
£6,160 per month
Estimate assumes 35% of missed occupational therapy enquiries would have booked an evaluation or first care block.
How It Works
Live in 14 days.
We map your OT workflows
You provide service lines, referral pathways, intake questions, funding rules, clinician schedules, waitlist logic, escalation rules, and software connections.
We build your occupational therapy receptionist
In 14 days we configure an AI receptionist for occupational therapists that answers calls, captures intake, books appointments, and sends structured notes.
Every caller becomes a prepared referral
Clients get immediate answers, evaluations are booked, forms are sent, waitlists stay organized, and your team receives the context needed before the first session.
See It In Action
An evaluation booked with referral notes ready.
DeskCaller AI
Thank you for calling BrightPath Occupational Therapy. Are you calling about a new evaluation, an existing appointment, or a referral?
Parent
A new evaluation for my son. His teacher suggested OT because handwriting and sensory issues are affecting school.
DeskCaller AI
I can help collect the details and book an evaluation. How old is your son, and are you looking for clinic, school, home, or telehealth support?
Parent
He is 7. Clinic is fine, but we may need a school report later. We are self-paying at first.
DeskCaller AI
Thank you. I have noted pediatric OT, handwriting, sensory concerns, age 7, clinic evaluation, possible school report, and self-pay. Initial evaluations are 60 minutes and start at £220.
Parent
Do you have anything after school this week?
DeskCaller AI
I have Thursday at 4:30pm or Friday at 3:45pm with a pediatric OT. After booking, I will send the intake form and preparation notes.
Parent
Thursday at 4:30pm works.
DeskCaller AI
Booked for Thursday at 4:30pm. You will receive confirmation, the intake form, and details on what to bring before the evaluation.
Integrations
Connects with your OT stack
DeskCaller syncs referrals, bookings, waitlist updates, intake notes, forms, and follow-up tasks into your practice management and CRM tools.
Trusted by Therapy Teams
More evaluations, less front-desk drag.
"Parents call when the school issue is urgent. DeskCaller captures the child age, concern, referral source, and availability, then books the evaluation before another clinic gets the call."
Laura Bennett
Pediatric OT clinic • London
"Our therapists are in sessions most of the day. The AI handles reschedules, waitlist details, funding questions, and intake notes so admin does not spend the afternoon chasing voicemails."
Amira Collins
Multidisciplinary therapy practice • Manchester
"Case manager and insurer calls used to be messy. Now we get structured notes with funding route, report needs, appointment type, and urgency already captured."
James Patel
Adult rehabilitation provider • Birmingham
Why AI Receptionist
How we compare to the alternatives.
| Feature | DeskCaller AI | Receptionist | Answering Service | Voicemail |
|---|---|---|---|---|
| Answers OT calls 24/7 | ||||
| Captures evaluation and referral details | Basic | |||
| Books evaluations and recurring visits | Limited | |||
| Routes pediatric, adult, and specialist enquiries | Scripted | |||
| Manages waitlist and cancellation requests | Manual | |||
| Sends forms and preparation notes | ||||
| Syncs notes to OT software or CRM | Manual | |||
| Typical setup time | 14 days | 4-8 weeks | 1-2 weeks | Same day |
Pricing
Pricing that fits your OT workflow.
Based on call volume, evaluation types, referral workflows, waitlist rules, and integrations
- 24/7 OT enquiry and referral call coverage
- Evaluation, referral, funding, and caregiver intake
- Pediatric, adult, and specialty routing
- Appointment, recurring visit, and waitlist management
- Form, consent, telehealth, and preparation message routing
- Approved pricing, report, funding, and cancellation FAQs
- CRM, calendar, OT software, and webhook integrations
- Call recordings, transcripts, summaries, and analytics
- Dedicated onboarding and workflow tuning
Get a workflow-specific quote in 15 minutes.
FAQ
Common questions.
Ready to book more OT evaluations?
Book a free 15-minute demo call or speak to our AI agent now to see how DeskCaller handles referral intake, evaluation booking, waitlists, forms, and caregiver questions.