Live Phone Support
Your New Front Desk: Trained, Trusted, and
Always Live!
Your front desk sets the tone for your whole practice. With Koap’s small, highly-trained expert team, you don’t just get call answering, you get client experience mastery from the very first ring.
What Makes Our Team Different?
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Every call answered live, every time.
No more missed connections, no “leave a voicemail and hope.” Your practice becomes known for real human care.
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Expert screening and matching.
We don’t just take messages; we screen new clients, ask the right questions, and match them to the right clinician on your team, so you spend less time on admin and more on client care.
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Appointments booked in your EHR, not some generic app.
Our receptionists are EHR-trained. We schedule, reschedule, and cancel right in your system, just like your best in-house admin.
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Third-party questions? Handled.
We answer insurance and referral questions, so your clinicians can stay focused on care.
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Urgent? We text your clinicians right away.
If a client is running late or needs to cancel, our team doesn’t just send an email. We text your clinician immediately.
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Total practice awareness.
Our small team gets to know your practices' culture and your clinicians. This isn’t “random agent roulette”—it’s true partnership.
Ready to level up?
FAQ - Live Phone Support
How does billing for minutes work? Do unused minutes roll over?
Your plan includes a set number of live call minutes each month. Unused minutes do not roll over.
Will I have to change my business phone number?
No, you don’t have to change your number. We’ll provide a dedicated line for you to forward your calls, so your clients continue dialing your main number as usual.
Does Koap work directly in my EHR for appointment booking and updates?
Yes. For plans above "message only", our team is trained to securely access and manage appointments in your EHR or practice management system for real-time booking, reschedules, and updates.
Why is there a setup fee?
The setup fee gets you fully ready to go—onboarding, training, account setup, and system connections—so your calls are handled smoothly from day one.
What’s the process to get started with live reception?
You’ll fill out a detailed Practice Info form, then we’ll send you a payment link. After payment, you’ll receive a welcome letter with next steps, including a dedicated number for you to transfer your calls. Your onboarding call will be with a member of Koap management to map out your processes and EHR access. Most practices are live and taking calls within three business days of onboarding.
Do you support clients who use Google Voice?
We do not recommend or support Google Voice. It doesn’t integrate well with our system, calls can be missed, and we often don’t receive your voicemails. For best results, port your number to a business-friendly service like Grasshopper, RingCentral, or similar.
What are your live call coverage hours?
Right now, all clients are covered 8–5 Central Time. As more practices join us from other time zones, we’ll provide 8–5 live coverage matched to your local business hours, so you never have to worry about missed calls at the start or end of your day.