Appointment scheduling service UK, in local hours

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For a reference point, UK virtual PA and reception agencies publish £25 to £45 an hour, SmartPA sells blocks from £330 for 10 hours, and offshore managed full-time staff are advertised at £900 to £2,000 a month against £3,000 to £5,000 for a UK-based hire (SVA, SmartPA and 2026 agency price lists). AssistBPO quotes in GBP for a named scheduler for a block of hours, so a January rush of new-patient bookings does not change the figure.

No. Schedulers are employees of the group working UK hours from our offices in Vancouver, Washington and a second office in Pakistan. They are trained on UK practice conventions, from the way a dental recall is worded to what a solicitor's initial consultation needs before it is booked, and they work inside your diary rather than a copy of it. We do not employ anyone in the UK, and we say so rather than imply otherwise. If you need someone at the physical front desk, we pair well with a part-time local receptionist.

Calendly, Acuity, Mindbody and Vagaro for salons, studios and clinics; Clio for law firm consultations; Google Calendar and Outlook for everyone else. Most UK practice management systems allow a remote user with a booking-only role, and where one does not, the scheduler takes the details by phone and your team enters them within the hour. SMS reminders go out through your existing provider so the sender name stays yours. Access is set up with least privilege and MFA before the first booking.

With a routine rather than a trick. Confirmation at booking, a reminder 48 hours out and another the morning of, sent by the channel the client chose; a phone call for high-value slots such as implant consultations or first counselling sessions; a deposit reminder where your policy has one; and a waiting list that is called the moment a slot opens. The scheduler also rings clients who missed without cancelling, rebooks them and notes the reason, so the practice manager sees patterns by practitioner and day.

Yes. For practices with fewer than five practitioners it is usually one person doing both: answering the divert in your practice name, booking while the caller is on the line, and taking messages for the clinical team. Larger practices split the roles so the phones never wait for a diary task. Either way you get the same named person each day, a trained backup for leave, and a team lead who reviews a sample of calls and bookings on the monthly QA scorecard.

Yes. Every scheduler on a UK health or wellbeing account completes training on special category data under UK GDPR before touching a diary: what may be written in a booking note, what must never be repeated on the phone, and how to respond when a caller asks about someone else's appointment. Schedulers do not give clinical advice, do not triage symptoms beyond your written rules, and pass anything that sounds urgent to your clinical contact straight away.