Your physiotherapy center coordinates treatment cycles, follow-up sessions, and multiple therapists with different needs. Run2AI's Virtual Reception manages bookings and patient requests 24 hours a day, 7 days a week: organising the schedule, supporting rehabilitation pathways, and freeing the front desk from repetitive calls.
Tangible benefits for your center and your team
Books and coordinates multi-session physiotherapy programmes: the AI organises subsequent sessions, manages follow-ups, and keeps the rehabilitation cycle aligned with the center's schedule.
Independently manages each physiotherapist's calendar, respecting schedules, shifts, and availability. Patients book with the right professional without overlaps.
The virtual assistant answers calls outside office hours, on weekends, and on public holidays. Patients and caregivers can book sessions or request information at any time.
By our estimates, an hour of calls handled by an operator costs €18-20 on average, while with AI the cost drops to about €6. Front desk staff can focus on in-person care and higher-value activities.
Books physiotherapy sessions directly in the management system calendar, checking availability in real time
Structures multi-session cycles, schedules subsequent sessions, and organises follow-ups in the rehabilitation pathway
Aligns different physiotherapists' calendars, managing slots, session durations, and individual availability
Works with VoIP and traditional PBX systems without changing your telephone infrastructure
Handles rescheduling and cancellations, automatically updating the calendar
Data encrypted and stored in Europe, no model training on conversations, and a retention period set by your facility
Experiences from physiotherapy centers using Virtual Reception
The AI assistant gives us the ability to welcome our clients by phone 24/7, actively supporting our switchboard team during normal working hours.
We started our collaboration with Run2AI in September. From the very first months of setup, they proved to be serious, professional and very helpful. We've been operational since January and I must say that both the switchboard and the chatbot work great, offering patients the ability to make appointments 7 days a week, 24 hours a day. Truly congratulations!
The Virtual Reception is a real breakthrough for our front desk because, thanks to the callback function, every request is automatically tracked and no patient goes unanswered.
Overall, the feedback is undoubtedly positive. In these first weeks, the Virtual Reception has proved to be a valuable support in managing closing-hour periods.
The feedback is positive and, after the initial training, the Virtual Reception performs adequately.
We are very satisfied with our new virtual colleague Monica, who is giving us invaluable help in managing phone calls, both with the information she provides and with callback requests, because she summarizes the subject of the callback request very well.
The system is working. Operators daily check the bookings made during extended counter opening hours and have not found any issues so far. Thank you for your constant availability.
We started working with Run2 a while ago and were pleased to find competent people who are quick to respond and to adapt to our various needs. Favorable opinion.
We are enthusiastic about the potential of the “Virtual Reception” platform: in these first months of use we have seen a clear improvement in how patient contact is organized. Special thanks go to the Run2AI team for their constant availability, professionalism and the attention they have shown in meeting our customization needs.
“Virtual Reception” is proving to be a tool with enormous potential for optimizing the flow of contact with our patients. The experience so far has been extremely positive, thanks in part to the excellent work of the Run2AI team: impeccable support, great availability and genuine attentiveness in adapting the platform to our needs.
We introduced Run2AI's Virtual Reception at our polyclinic, Centro Salute Raimondi in Gorla Minore, run by ARGENTUM, with the aim of easing the workload of our front desk and improving how patient requests are handled. The results have been very positive. One of the problems we wanted to solve was missed calls at the busiest times: today, thanks to Virtual Reception, patients no longer find the lines busy and can easily get information about schedules, appointments and procedures. The change has been important for our staff too: many repetitive requests are handled automatically, leaving more time for situations that need attention and direct contact. We are very satisfied with our choice. Run2AI has allowed us to use artificial intelligence in a genuinely useful and practical way, improving a service that is essential for our patients.
Their “virtual reception” is a very useful tool for shortening patient waiting times, improving perceived quality and reducing workloads. We have successfully adopted it at our Metica Medical Centers. Excellent support from Run2AI at every stage of the project, from adoption and setup through to the ongoing maintenance and review of the service.
Before talking about the excellent product, I want to highlight how responsive the company is to its clients and their needs. The product is very versatile, configurable for different needs and well integrated with external management software. In just a few steps you get a precise virtual operator that gives users the right information and books appointments accurately in the external management software. The management dashboard also lets us win back even the more “hesitant” clients, by keeping track of conversations. If you struggle, for lack of time or staff, to manage your communication channels, whether phone, web or WhatsApp, this is the solution.
After an initial phase of setup and data entry, the program starts to show its full effectiveness. For Biomedica srl it is an essential tool, because it lets us manage and relieve the flow of incoming calls in an orderly way. Without this service we would have kept losing business because we couldn't handle all incoming phone requests. Excellent operational support.
Success story
Centro Medico Fisioterapico IGEA activated omnichannel Virtual Reception to eliminate missed calls, structure callbacks, and book rehab appointments autonomously across voice, web chat, and WhatsApp.
Over 1,240 monthly interactions handled; 10% converted to autonomous bookings; 100% tracking of missed calls for physiotherapy and orthopedics pathways.
Read the full storyYes. Once your practice management software is integrated, Run2AI's Virtual Reception books the sessions of a physiotherapy cycle, offering only the slots that are genuinely free and saving each appointment straight into the center's schedule.
You decide how the assistant behaves for each treatment. Sessions that need no assessment can be booked autonomously, while a cycle the physiotherapist prefers to plan after the first assessment can be set as "staff-handled": the assistant collects the request and passes it to your front desk. Patients can move or cancel a single session in the evening or at the weekend, by phone, web chat or WhatsApp, and the SMS or email reminders already set up in your software go out as usual after each booking.
The Virtual Reception connects to your physiotherapy center's practice management software, reads each physiotherapist's calendar in real time and books the appointment in the right one, with no overlaps.
If a patient asks for their usual therapist, the assistant searches only that person's availability; if they have no preference, it offers the earliest slot across every physiotherapist who provides the requested treatment. Your software stays the master system: treatments, prices and practitioners are imported with a "sync" button, so nothing is entered twice.
Active integrations include Doctolib Vettore, Caremed (Innogea), Alfadocs, DBMedica, Medinformatica Medistudio, Multimedia Medica Siomed, Bollino IT, BCS and RB Software Center Ges.La.An.; centers running a simple calendar can use Google Calendar or Outlook Calendar. With Doctolib without Vettore there is no real-time calendar access: the assistant answers questions, collects the booking request for your team or sends the patient to your online booking page.
The Virtual Reception does: your phone system routes calls to it according to rules you set, usually after hours and whenever nobody at the front desk or in the gym can step away from a patient.
The assistant gives information and books or moves sessions; when a person is needed, it transfers the call during opening hours, and when the center is closed it logs a callback request with name, number and a short summary. In the dashboard each request stays yellow until someone handles it and turns green once the patient has been called back, with a record of who did it and when. It works with VoIP phone systems through a dedicated extension and with traditional lines through call forwarding.
This is the approach taken by Centro Medico Fisioterapico IGEA, which used voice, web chat and WhatsApp to eliminate missed calls and organise callbacks.
No. The physiotherapy center's AI receptionist gives no clinical advice and does not choose the therapy: it does not assess symptoms and leaves that to your physiotherapists.
Its job is organisational. When a patient already knows what to book, it understands them even if they use a different name from your price list, because each treatment can be given synonyms and everyday names. If the request is still unclear, it asks for clarification or passes the patient to your front desk. And if the patient describes an urgent situation, it does not continue with a routine booking and advises the emergency services (118 in Italy) or the nearest emergency department.
The Virtual Reception asks the patient which insurer or health fund covers them, so that coverage can be checked against the agreements your physiotherapy center has in place.
Insurance agreements sit in their own chapter of the documentation you update from the dashboard, alongside opening hours, payments and parking, and they can differ by location. When an agreement changes, you edit that chapter and the update applies immediately on the phone, in web chat and on WhatsApp. You can also set a different behaviour per treatment and payment scheme: for example, automatic booking for self-paying patients and a request collected for your front desk when an insurance claim is involved.
Yes. With the optional outbound calling module, the Virtual Reception phones patients a few days before their session and asks them to confirm, reschedule or cancel.
It is a real conversation, so patients can ask questions too. The outcome appears in the dashboard straight away and a slot freed by a cancellation can be given to another patient; if there is no answer after 2–3 attempts, a WhatsApp message can follow. Appointments to call come from your practice management software or from an imported file. For periodic recalls, such as a check-up a few months after the end of a cycle, you need solid patient consent. Find out more on the AI outbound call management page.
Yes. The Virtual Reception processes your physiotherapy patients' data in line with the GDPR: data is stored on Google Cloud Platform in Europe and the AI models run in Europe.
In practice:
Run2AI signs the agreement appointing it as your data processor and gives your DPO a dedicated information pack. More answers on data and call recordings are in the AI virtual receptionist FAQ.
The Virtual Reception for a physiotherapy center starts from €224 per month (excluding VAT) for the phone channel.
Pricing is modular: you activate only the channels you need, such as phone, WhatsApp and website chat, and can add more later. There are three components: a one-off activation fee (setup, testing and staff training), an annual or quarterly subscription, and usage above the included allowance, which for the voice channel is 500 minutes of actual conversation per month, around 350 calls. Integration with your practice management software is charged at a fixed price.
Most centers are up and running in 2–3 weeks, and you can start with a pilot, even just for after-hours calls. Before deciding, you can call the free demo number on our website.
Book a free demo and discover how the Virtual Reception can transform call management at your physiotherapy center.
Book free demoSee the full product overview: Run2AI’s AI receptionist for clinics.