Client Follow-Ups & Rebooking
We work through your follow-up lists, reach out to clients due for another appointment or service, and book directly into your system while they're on the phone.
Outbound client calls
Your front desk isn't ignoring the recall list.
They're answering the phone.
Outbound always loses to the phone that's ringing right now. We're 100% focused on calling your clients, so recalls, no-shows and follow-ups actually get made, and get booked straight into your system.
700+ businesses16 years in business100+ trained coordinatorsData privacy & security trained team
CoordinatorHi, this is Laura calling from Riverwood Group. I'm following up on your inquiry to help schedule a consultation. Do mornings or afternoons work best?
ClientMornings are better. Do you have anything Thursday morning?
Booked. Thursday, 9:30 AM.
Written into your system during the call, with contact details and inquiry notes updated.
The problem
Your client database is a gold mine.
Hundreds of clients are sitting in it untouched every month. Past clients due for a follow-up. Missed appointments never rescheduled. Inquiries or accepted quotes that never turned into bookings. You've already invested in building those relationships. A timely phone call could turn them into new business.
When your team is helping customers and answering ringing phones, outbound calls slide to the bottom of the list. We make those calls, follow up consistently, and book directly into your system.
Past Clients Lose Touch
Clients who could use your services again may turn elsewhere if you never follow up.
No-shows never get rescheduled
A missed consultation or service visit can become a lost opportunity when no one calls to reschedule.
Leads go cold in days
Someone who inquired about your services may book with a competitor while waiting for your team to call back.
What we call about
Campaigns that pay for themselves.
Tell us who to call and why. We use your scripts or write them with you, and every call is placed by a coordinator trained in data privacy and security who knows your business. You see appointments booked against hours spent, so the return is easy to prove.
No-Shows And Cancellations
Same-week calls to everyone who fell off the schedule, so the gap gets filled instead of written off.
Unscheduled Services
Clients who accepted a quote or service plan but never got on the books. We follow up until they're scheduled.
Reminders And Confirmations
Live confirmation calls ahead of appointments, with rescheduling handled on the spot when something's changed.
Consultation Follow-Up
Clients who came in for a consult and left to think about it. We call back while the interest is still there, not a week later.
Lead Nurturing
We call the moment the lead comes in, while they're still looking at your website, then keep working them on a set cadence until they book or tell us they're not ready.
Referral Follow-Up
Clients referred in by a partner or another business who never called to schedule. We reach out, get them booked, and log the outcome against the referral.
Contact And Account Details
We collect the contact and account details you keep on file at the time of scheduling and update your system, so the front desk isn't chasing them later.
Meet one of our 100+ client care coordinators.
Not just phone calls
Clients answer where they already are.
Some clients pick up. Plenty won't, but they'll text back in four minutes. We work all three channels, and we handle what comes back so nothing lands on your front desk.
Outbound Texts
Appointment reminders, scheduling outreach, and follow-ups sent by text to reach clients who prefer messaging or are hard to reach by phone.
Text Replies, Managed
When a client texts back, a coordinator answers, books the appointment and updates your system. We work inside your own texting platform, so every conversation stays on your number and in one thread.
Email Appointment Requests
Requests that come in by email get worked the same day, booked directly, and confirmed back to the client.
Inside your system
Booked in real time, not sent back as a message.
We work inside your CRM or current system while we're on the phone with the client. Nothing lands in a queue for your staff to key in later, and every action is stamped so you can see exactly what we did.
While we have the client on the line:
- Schedule directly into your system
- Update the contact and account details on file
- Add new clients straight into your CRM
- Text or email forms, portal instructions and confirmations
- Pull follow-up and scheduling reports to organize outreach.
- Document the outcome of every call
- Create tasks for your staff and process payments
How it works
Up and running in three steps.
We do the heavy lifting. Your team hands over the list and the logins, and we take it from there.
Step one
Onboarding call
We walk through your scheduling rules, scripts, staff and systems together, so the calls sound like your business from the first one.
Step two
We build the campaign
We pull the list from your system or work from yours, agree on the script and call windows, and set what gets logged.
Step three
We start calling
Coordinators place the calls, book appointments in your system, and send you results. Live campaigns typically start within five business days.
Weekly
reports, sent automatically
24/7
access to outbound results
Every call
time stamped with its outcome
“We get a 10X return on our investment in NR Admin in gross sales. That adds up to about $12,000 of additional monthly revenue.”
Month to month contracts.
No hidden fees.
Choose the campaigns you need and pay for nothing else.
The Solution
A Front Desk That
Never Calls In.
No coverage gaps, no missed calls, no lost clients. Live Client Care Coordinators and AI Receptionists, built to run your front desk exactly like your best hire - every single day.
Book A CallThe Solution
Everything Your Front Desk
Needs, Handled.
One connected service built around the moments your business is most exposed - the ring nobody answers, the follow-up that slips, the client who calls someone else instead.
Live Call Relief
Every inbound, overflow, and scheduling call answered by a live coordinator trained in data privacy and security - during office hours or after them.
24/7 Receptionists
Coverage around the clock, so the client calling at 9pm gets a person, not a voicemail.
AI + Live Hybrid
Instant AI answers for routine requests, with a live coordinator ready the moment a call needs a human touch.
Inbound Scheduling & Requests
Consultations, appointments, and service visits booked directly into your system, with incoming requests captured and routed to the right team.
Outbound & Follow-Ups
Reminder calls, lead follow-ups, service updates, and outreach to clients, or customers handled on your behalf.
0
Missed calls when we're covering your front desk.
How It Works
Up And Running In 3 Steps.
We do the heavy lifting. Our agents, trained in data privacy and security, handle your inbound and outbound calls, from scheduling and service requests to reminders and follow-ups, all within your preferred workflow.
Choose Your Plan
Choose the plan that fits your business.
Right NowSchedule Your Onboarding
We walk through your scripts, procedures, and systems together so everything feels seamless from day one.
Same DayGo Live
You forward your calls and we get to work answering, scheduling, and completing outbound campaigns. AI agents go live in 48 hours; live agents take 7 business days.
*Need to go live sooner? Just ask us and we will make every effort to accommodate you.
Within 48 Hours
The Result
Happy Clients.
Every call answered, every question handled with care.
That's the outcome of getting the details right.
“NR Admin, Your team has been amazing in supporting us this week. Please extend our sincere gratitude to them!”
The Result
In Their Own Words
Real feedback from the clients that rely on us to get the details right, call after call.
“We are short staffed at our office today with some unexpected events, your help is lifesaving, thank you again.”
“I would say we get a 10X return on our investment in NR in gross sales... That adds up to about $12,000 of additional monthly revenue, which we can project will add up to an additional $144,000 annually.”
99.96%
Calls Handled Correctly the First Time
Why Businesses Choose Us
The Best InThe Business.
No one does it like us. We live and breathe all things front desk - down to how every note is written, how every call is logged, and how every client is treated. It's the reason 700+ businesses have trusted us for 16+ years, and it's what makes us more than an answering service: we become an extension of your team.
Our ApproachClient care coordinator answering a call
More than an answering service.
A true extension of your team.
Data Privacy & Security Trained
Every Client Care Coordinator receives comprehensive training in data privacy, secure information handling, and professional client communication, with ongoing monthly training to maintain our high standards of service.
Rigorous Training
Every Client Care Coordinator is trained on your business’s scheduling workflows, call handling, and documentation standards, with ongoing quality checks built from 16+ years of experience.
Privacy First
Your clients' sensitive information is handled with the highest level of security - we treat your business's data as our own.
Detailed Reporting
Get a complete overview of your account - hourly call logs, outbound scheduling results, and a full breakdown of appointments booked.
FAQ
Questions + Answers
A few things businesses ask us.
Want To Learn More?
We’ll find the right fit for your business.
Fill out the form and one of our team members will reach out right away to assist you.