The True Cost of a Receptionist for Your Therapy Practice

At some point, every growing therapy practice faces the same question: do I need a receptionist?

The answer is almost always yes. The harder question is what kind, and what it will actually cost.

Most therapists dramatically underestimate the true cost of a human receptionist and overestimate the cost of alternatives. This guide breaks down the real numbers for each option so you can make an informed decision for your practice.

Option 1: Hiring a Human Receptionist

A dedicated, in-office receptionist is the traditional solution. Here is what it actually costs.

Salary and Wages

The average medical receptionist in the United States earns $16 to $20 per hour. For a full-time position at 40 hours per week, that translates to $2,560 to $3,200 per month in wages alone.

Most solo therapy practices do not need or cannot afford full-time coverage. A part-time receptionist working 20 to 25 hours per week costs roughly $1,400 to $2,000 per month in wages.

The Hidden Costs

Wages are only part of the picture. A human receptionist also involves payroll taxes (7.65% FICA on top of wages), paid time off and sick days, workers compensation insurance, training time (typically 2 to 4 weeks before they are fully effective), turnover costs when they leave (recruiting, interviewing, retraining), and office space and equipment (desk, computer, phone system).

When you add the hidden costs, a part-time human receptionist runs $2,500 to $4,000 per month all-in. A full-time receptionist costs $3,500 to $5,500 per month.

The Pros

A good receptionist who knows your practice is invaluable. They build relationships with patients, handle complex situations with nuance, and manage the countless small tasks that keep a practice running. There is no technology that fully replicates the warmth and judgment of an experienced human.

The Cons

They only work during their scheduled hours. Your phone is still uncovered evenings, weekends, and holidays. They call in sick. They quit. Training a replacement takes weeks. And the cost is significant for a solo practice where every dollar of overhead comes directly out of your income.

Option 2: Virtual Receptionist Service

Virtual receptionist services employ real people who answer your phone remotely. They follow a script you provide, take messages, and forward them to you. Some can schedule appointments if they have access to your calendar.

Typical Pricing

Basic plans with limited minutes start at $100 to $200 per month. Mid-tier plans with 100 to 200 minutes of call handling run $200 to $400 per month. Full-service plans with scheduling capability cost $400 to $800 per month.

Most virtual receptionist services charge by the minute, so costs can vary significantly depending on your call volume.

The Pros

Lower cost than a human receptionist. No employment overhead. Typically available during extended business hours. Professional call handling.

The Cons

They are following a script, not managing your practice. They cannot answer clinical questions, screen patients, or handle complex intake. Most do not offer true 24/7 coverage. And the per-minute pricing model means costs can spike unexpectedly during high-volume periods.

Option 3: AI Receptionist

AI receptionists are the newest category. They use artificial intelligence to answer calls, have conversations with callers, collect information, and take actions like scheduling appointments or sending summaries.

Typical Pricing

General-purpose AI receptionist platforms range from $100 to $400 per month. Therapy-specific AI receptionists like Harbor are priced at approximately $400 per month and include features tailored to mental health practices such as clinical screening, crisis detection, and insurance verification.

The Pros

True 24/7 coverage with no additional cost for nights and weekends. Consistent quality on every call. No employment overhead or turnover. Many platforms include features that go beyond basic call answering — screening assessments, insurance verification, waitlist management, and detailed call summaries. At $300 to $500 per month, it is typically the lowest-cost option that provides round-the-clock coverage.

The Cons

It is an AI, and some callers will prefer a human voice. Cannot handle highly unusual or complex situations as well as an experienced human receptionist. Requires initial setup and configuration. Technology occasionally makes mistakes.

Side-by-Side Cost Comparison

For a solo therapy practice receiving 10 to 20 calls per day, here is what each option typically costs:

A part-time human receptionist covers roughly 25 hours per week for $2,500 to $4,000 per month. After-hours coverage is not included. A virtual receptionist service covers extended business hours for $200 to $500 per month, but after-hours is limited. An AI receptionist covers all hours, every day, for $300 to $500 per month with no additional after-hours charge.

Which Option Is Right for You?

The answer depends on your practice size, your budget, and what matters most to you.

If you have a group practice with high call volume and can afford it, a dedicated human receptionist is still the gold standard for personalized service. If you want human touch at a lower price point and primarily need business-hours coverage, a virtual receptionist service is a reasonable middle ground. If you are a solo practitioner or small practice that needs reliable coverage at all hours without the overhead of hiring, an AI receptionist offers the best cost-to-coverage ratio.

Many practices use a combination — an AI receptionist for after-hours and overflow calls, with a human receptionist or the therapist themselves handling calls during peak hours. There is no single right answer, only the one that fits your practice and your patients.

The Real Question

The choice is rarely between a human receptionist and an AI receptionist. For most solo practitioners, the choice is between an AI receptionist and voicemail. And that is not really a choice at all.