Get a Virtual Receptionist for Therapists: HIPAA-Compliant & Available 24/7
Busy therapy practices can’t afford missed calls, intake gaps, or admin overload. Our AI virtual receptionist for a therapist is your new virtual front desk—answering calls 24/7, scheduling sessions, reducing no-shows, and protecting patient privacy. It’s fast, secure, and fully HIPAA-compliant.
“I never miss a call, never take a break, and always know what to say” – Your AI Virtual Receptionist
For solo therapists and growing clinics alike, calls never stop. But intake requests, last-minute cancellations, and billing questions quickly overwhelm staff. That’s why more mental health professionals are switching to our AI 24/7 receptionist for therapy clinics—built to automate scheduling, reduce no-shows, and protect client data with full HIPAA compliance.
AI Virtual Receptionist Language Coverage
Why CloudTalk
Need to Answer Patient Calls 24/7?
Meet CeTe—Best Virtual Receptionist for Therapy Clinics
When your front desk can’t cover every hour or every line, CeTe steps in. Your new full-time, 100% HIPAA-compliant receptionist helps psychologists book sessions, manage follow-ups, and ensure no client is left behind. She’s always available and always accurate.
Missed Client Calls? Solved.
CeTe never sends calls to voicemail. She answers instantly, whether you’re in session, out to lunch, or deep in notes.
Too Many No-Shows? Solved.
CeTe sends automated reminders that nudge patients before they forget. Fewer no-shows & fuller schedule every day.
Booking Headaches? Solved.
CeTe handles scheduling, reschedules, and cancellations—so you don’t waste time playing calendar tag.
After-Hours Calls? Solved.
CeTe works evenings, weekends, and holidays—without coffee breaks, burnout, or overtime pay.
What Is a Virtual Receptionist for a Therapist?
A virtual receptionist for therapists is an AI Voice Agent that handles inbound calls for your practice. It answers FAQs, assists with billing, books or cancels sessions, and only forwards calls that need a real person. Think of it as a virtual assistant for therapy practice—always responsive, fully HIPAA-compliant, and lean on cost.
How Does a Virtual Receptionist for Therapy Practices Work?
Your AI virtual receptionist runs inside your virtual phone system and connects with your calendar or CRMs. And when someone calls, here’s what your AI assistant does:
- Picks up instantly, day or night, so no client ever hits voicemail.
- Powered by AI, it understands their needs—booking, canceling, or asking questions.
- Follows your call flow logic, confirming sessions or flagging urgent calls.
- Logs each session and caller request in your CRM—no manual follow-up needed.
- Transcribes and saves each call, with secure AI Smart Notes you can review anytime.
Stay HIPAA-Compliant from the First Call
Compliance starts the second a client reaches out, and your virtual assistant for mental health practices securely handles every step.
The system encrypts calls in real-time, plays consent prompts automatically, and restricts access through role-based permissions. It also stores call records and transcripts securely, so if you ever face an audit or need documentation, everything’s already in place.
With our HIPAA-compliant phone service for therapists, you protect client privacy without lifting a finger.
The Teletherapy Call Support That Grows With You
Because it’s cloud-based, your virtual assistant scales with your practice, handling more calls in parallel, routing urgent cases quickly, and letting you expand your practice without physical offices.
Equip your virtual assistant with local, toll-free, or even international numbers that work across cities, states, and countries. This way, you stay accessible wherever your clients are and can offer remote teletherapy call services.
With nationwide and international coverage, crystal-clear call quality, and no need to hire additional staff, your virtual receptionist keeps your practice responsive as emergencies grow.
How to Set up a Virtual Receptionist for Therapists?
Set up your AI phone answering service for therapists in minutes, totally code-free. Just follow these simple steps:
- Log in to your Dashboard, find the “Voice Agent” tab, and click “Create New Agent”
- Define what your virtual assistant should do (book, reschedule, or cancel appointments)
- Customize prompts and call flows using a drag-and-drop builder.
- Connect your phone number and the CRMs you already use
- Go live instantly—your medical office virtual receptionist is ready to work
Signature Capability
Put Humans to the Test. See if 24/7 AI Voice Agents Will Outperform.
CeTe is an AI that talks like a human: no breaks, no training, no time off. It makes and answers calls, updates CRMs, books meetings, and loops in a human only when needed.
Press play to hear it. Want a wow moment? Get a free test call and try it live.
AI Voice Agents
Nudge expiring offer
Riley, Sales Reminder Agent
Qualify a student lead
Avery, Course Inquiry Agent
Get a payment reminder
Casey, Payment Reminder Agent
Qualify a patient lead
Jordan, Healthcare Intake Agent
Qualify insurance lead
Taylor, Insurance Intake Agent
Accept updated terms
Quinn, T&C Acceptance Agent
Qualify legal inquiry
Drew, Legal Intake Agent
Get post-interview feedback
Jamie, Candidate Feedback Agent
Pre-screen a candidate
Skyler, Applicant Pre-screen Agent
Confirm account action
Morgan, Action Reminder Agent
Get a renewal reminder
Logan, Subscription Renewal Agent
Get CSAT after support
Morgan, CX Feedback Agent
Get NPS or demo feedback
Parker, Post-Sales Feedback Agent
Qualify a trial lead
Blake, Trial Signup Qualifier
Sales Reminder
Agent
Client
Sales / Marketing
Course Inquiry
Agent
Client
Education / EdTech
Payment Reminder
Agent
Client
Financial Services
Healthcare Intake
Agent
Client
Healthcare
Insurance Intake
Agent
Client
Insurance
T&C Acceptance
Agent
Client
Legal Services
Legal Intake
Agent
Client
Legal Services
Candidate Feedback
Agent
Client
Recruitment / HR
Applicant Pre-screen
Agent
Client
Recruitment / HR
Action Reminder
Agent
Client
SaaS / Software & Apps
Subscription Renewal
Agent
Client
SaaS / Software & Apps
CX Feedback
Agent
Client
SaaS / Software & Apps
Post-Sales Feedback
Agent
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SaaS / Software & Apps
Trial Signup
Qualifier
Client
SaaS / Software & Apps
Why Therapists Trust CloudTalk?
CloudTalk offers more than just the best therapist virtual assistant—it’s a complete call center for modern communication. With HIPAA-compliant voice and SMS, real-time Analytics, and major CRM integrations like HubSpot, you can automate admin, reduce no-shows, and focus on care. CeTe is just one part of a system built to support therapy practices at every growth stage.
Smarter Outbound Calling
Talk to 10X more people. Spend less time dialing.
CloudTalk’s parallel dialer, voicemail detection, and outbound AI agents help you call faster and focus on high-value conversations, not clicking through lists.
Responsive Inbound Support
Every call goes where it should, or gets answered automatically.
Call menus, smart condition-based routing, call queues + inbound AI voice agents reduce missed calls and let you handle support requests and spikes without stress.
Integrated Messaging & Follow-Up
Not everyone answers the phone. We help you reach them anyway.
Send and receive international SMS and WhatsApp messages to boost answer rates, improve engagement, and keep every conversation connected.
“The power dialer has been a game-changer for managing our call volume. Since we implemented the feature, about 90% of our agents are using it to automate dialing, saving time. The power dialer makes handling both new and old leads easier. It’s been crucial for our growth; our call volume has seen a 2.5X increase in just 8 months.”
Ahmed A.
Data Management and Reporting Specialist at DentaKay
150%
Boost in monthly call volume
90%
Of agents save time with Dialer
Integrations
Get more value from your tools
Connect your tools, connect your teams. With over 100 apps already available in our directory, your team’s favourite tools are just a click away.
Only Pay for What You Use
Launch for just €0.25/min. When you’re ready for more volume and more calls, we’ll tailor the pricing to match.
CeTe Voice Agent
€0.25 / min
Increase call volume
Contains
- Full control over final spending
- Unlimited number of Voice Agents
- Can handle 1 call at a time
- English language only
- Choice of all available LLMs
- Choice of all voices (Deepgram/ElevenLabs)
Custom Agent
Contact us for tailor-made offer
Contains
- Custom concurrent calls tailored to your volume needs
- Volume-based pricing discounts (as low as $0.10 per minute)
- Custom packages tailored to your needs
- Premium private Slack channel with dedicated support team
Information
*Includes everything from CeTe Agent
AI Answers the Calls. You Focus on the Care.
With CeTe answering calls 24/7, your clients always get fast and helpful responses. And even though it’s AI, it has voicemail scripts for therapists and customizable flows that keep calls personal. Let your therapy virtual assistant focus on the phone so you can focus on your clients’ mental health.
Everything You Wanted to Ask
But Didn’t Want to Get on a Call For
Is using an AI voice illegal?
Using AI voice is legal if you follow security and consent rules. This is crucial for therapy practices that strongly focus on HIPAA compliance.
Can I turn my voice into AI?
While AI call centers like CloudTalk don’t support voice cloning, they offer AI Voice Agents that can emulate a calm, professional voice on every call.
How many voice agents can I build with CloudTalk?
There’s no cap—this mental health answering service supports unlimited agents with unique flows and use cases.
Can I customize what CeTe says?
Yes, CeTe, CloudTalk’s virtual front desk for counselors, lets you script prompts, design call flows, and personalize responses in any way you desire.
Is CeTe secure and reliable enough for regulated industries?
Yes, CeTe includes HIPAA-compliant call tracking and texting, voice encryption, and role-based access controls, essential for the regulated mental health space.
How can I create a voice AI agent for my company?
With virtual call centers like CloudTalk, you can build various AI voice agents, such as a virtual receptionist for a therapist handling billings or FAQs.
Can AI agents handle multiple languages?
Yes, the best AI agents, like the ones offered by CloudTalk, support multiple major languages, including English, Spanish, German, French, and Italian.
What happens if my AI voice agent can’t resolve a query?
If the agent can’t resolve a query, it can transfer the call to a human, take a voicemail, or trigger a follow-up task—depending on your fallback options.
Can I connect the agent to my existing phone number?
Yes. You can route AI calls through your number, which is ideal for teams adding AI to customer service.
How does an AI voice agent compare to traditional IVR?
While IVRs follow set paths, AI voice agents handle conversations dynamically, which is critical for building trust in mental health support settings.
How much does a virtual receptionist cost?
CloudTalk’s virtual receptionist costs $0.25/min with no setup fees—perfect for therapy practices needing 24/7 support without extra staff.
What do therapy practices use AI for?
Therapists use AI for intake, call routing, appointment scheduling for therapists, reminders, HIPAA compliance, and call analysis.
Can psychiatrists use a virtual receptionist for therapists too?
Yes. Psychiatrists can also use a virtual therapy receptionist. They use a psychiatric virtual assistant as part of their HIPAA-compliant telehealth platform.
Ready to Put Your Team to the Test?
Can AI do it better? Try a free call and find out.
