# Give a virtual receptionist clear routes and shared context > Your virtual receptionist works from the same routes, patient-linked Tasks and notes as your in-office team. Markdown view of https://www.tabflows.com/university/playbooks/virtual-medical-receptionist — the HTML page is canonical. [](https://www.tabflows.com/university/playbooks) 1. [Playbooks](https://www.tabflows.com/university/playbooks) 2. [Messages & Calls](https://www.tabflows.com/university/playbooks#messages-and-calls) Your virtual receptionist works from the same routes, patient-linked Tasks and notes as your in-office team. - Tabflows Last checked Oct 27, 2026 against Tabflows v3.10.63 ## The situation A virtual medical receptionist can answer calls, help with scheduling, take messages, route forms and protect your in-office team from constant interruption. The job sounds simple until it meets a real clinic day. The caller is a patient with a chart, a membership, an upcoming visit, open work, a refill request or a lab result. If the receptionist cannot see that context, they ask the patient to repeat themselves, write a vague note or hand the problem back. That is not their fault. Much of how a small clinic runs lives in the heads of its best people, and a remote teammate cannot inherit that unless you turn it into visible work. ## Steps 1. **Bring them into your clinic account** An Admin invites the receptionist from Team with the Team role, so they can use Tasks, Chat and patient linking without administrative controls. 2. **Define the route for each call before it comes in** Write down how your clinic handles scheduling, billing, refill requests, new patient inquiries, symptom questions, forms and lab questions, and have an Admin add it to Practice Brain, or upload it there as a document. The receptionist can then ask Sidekick how a request is routed instead of guessing. 3. **Make each call that creates work a patient-linked Task** Use the patient-page Task button, write the request and the next step in Description, choose the owner in Assigned to and set Due on. Put notes in Comments so they travel with the work. 4. **Send clinical questions to a clinical eye** A symptom question goes to the provider, with Mark as urgent when it needs attention now, and a lab question goes to the provider for review. The receptionist does not make those calls alone. 5. **Let everyone see their part** The receptionist works from My Tasks, the clinic checks Waiting Tasks in a saved filter, and the provider reviews a filter of Tasks assigned to them. Nothing depends on someone remembering to check back. ## The outcome The receptionist can see what they own, the clinic can see what is waiting and the provider reviews what needs a clinical eye. Follow-up stops disappearing into a voicemail summary or a personal notebook, and remote help works like part of the team instead of a separate call center. ## Ask Sidekick Sidekick is the AI assistant inside Tabflows. Hey Tabflows, create a task for the call I describe, linked to the patient and assigned by the routing rules in Practice Brain, and assign any symptom or lab question to the provider for review. ## In the Product Library - [How to invite a team member](https://www.tabflows.com/university/library/admin-and-settings/how-to-invite-a-team-member) - [How do I set up Practice Brain](https://www.tabflows.com/university/library/practice-brain/how-do-i-set-up-practice-brain) - [Creating your first Task](https://www.tabflows.com/university/library/tasks/creating-your-first-task) - [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters) [Read the full guide](https://www.tabflows.com/blog/virtual-medical-receptionist-workflow-dpc) ## Related markdown Section index: [Playbooks](https://www.tabflows.com/university/playbooks.md) Alongside this page: - [Advance directive tracking](https://www.tabflows.com/university/playbooks/advance-directive-tracking.md) - [After hours answering service](https://www.tabflows.com/university/playbooks/after-hours-answering-service.md) - [After hours message triage](https://www.tabflows.com/university/playbooks/after-hours-message-triage.md) - [Billing decline follow up](https://www.tabflows.com/university/playbooks/billing-decline-follow-up.md) - [Call follow up loop](https://www.tabflows.com/university/playbooks/call-follow-up-loop.md) - [Chronic care check ins](https://www.tabflows.com/university/playbooks/chronic-care-check-ins.md) - [Clia and compliance renewals](https://www.tabflows.com/university/playbooks/clia-and-compliance-renewals.md) - [Dea and license renewals](https://www.tabflows.com/university/playbooks/dea-and-license-renewals.md) Start here: - [Tabflows](https://www.tabflows.com/index.md) - [Tabflows pricing](https://www.tabflows.com/pricing.md) - [Tabflows FAQ](https://www.tabflows.com/faqs.md) - [About Tabflows](https://www.tabflows.com/about.md) - [Contact Tabflows](https://www.tabflows.com/contact.md) - [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md) - [Directory](https://www.tabflows.com/directory.md) - [Workflows](https://www.tabflows.com/workflows.md) - [DPC finder](https://www.tabflows.com/dpc-finder.md) Every page listed in sitemap.xml has a markdown twin at the same URL with `.md` appended, or by sending `Accept: text/markdown` to the canonical URL. Wider index: [llms.txt](https://www.tabflows.com/llms.txt), [llms-full.txt](https://www.tabflows.com/llms-full.txt), [sitemap.md](https://www.tabflows.com/sitemap.md), [sitemap.xml](https://www.tabflows.com/sitemap.xml). Support documentation: https://www.tabflows.com/university/library — append `.md` to any article URL for its raw markdown.