The Smarter Way to Run Your Front Office
Interactive Video Kiosks, Virtual Assistants & Digital Intake—All in One Platform
WelcomeWare helps outpatient healthcare organizations modernize their front office. From physical therapy practices to dental clinics and hospital systems, organizations use our solutions to improve the patient experience, reduce overhead, grow revenue, and increase operational efficiency.
Healthcare Leaders Rely On WelcomeWare
“WelcomeWare is a key strategic partner helping us leverage technology across our organization. Their solutions and collaborative approach enabled us to improve front desk operations and key operating metrics while enhancing the overall patient experience.”
Eric Williams
“It is exciting to see the success of the roll-out in our clinics and the significant value this technology has brought to our company. Remote reception not only ensures a superior patient experience, but it also makes it easier for us to retain and nurture administrative talent and gives our clinicians space to thrive.”
Steve Schneider
“At Confluent Health we are re-imagining front desk operations, and a big part of that strategy is WelcomeWare. We are using WelcomeWare to ensure that our patients can check in easily with no wait times. The WelcomeWare team has been fantastic to work with and excel at supporting our initiatives.”
Bridgit Finley
“Before WelcomeWare, we struggled with consistent front desk coverage across our expanding clinics. Our goal was to create a scalable solution that ensured every patient was greeted professionally while reducing strain on our onsite teams. WelcomeWare delivered immediate value without requiring any complex integrations, and it has quickly become a trusted part of our operations. We’re also excited about the new integrated features coming through the WelcomeWare–Raintree partnership, which will bring even greater efficiency and patient experience. I’d recommend it to any practice looking for a smarter, more reliable front desk model.”
Randy Janz
"We're all in! We love your Customer Service Team. We love your product."
Wendy Ross
“WelcomeWare has helped to support our front desk staff, as well as providing personalized attention to our patients. We are able to operate as normal even when front desk staff are out sick or on vacation. The staff at WelcomeWare have helped us through every step in the process and have been exceeding our expectations. We are grateful for WelcomeWare and all they do!”
Bryan Nadeau
“WelcomeWare has enabled us to realize a 50% reduction in front-office headcount. In addition, we are seeing higher collections, roughly 95% or more in every clinic.”
Michael Edgington
"We no longer have to worry about front desk coverage with clinics that have WelcomeWare, which decreases the stress of the entire team. The WelcomeWare kiosk is simple to use, aesthetically appealing, and easy to implement within your practice. WelcomeWare provides data which allows you to easily track the work of your employees."
LaRissa Shaps
“We chose our busiest, most demanding, and largest onsite team of Therapists & front office staff to pilot WelcomeWare. Our thinking was simple: if it could thrive here, it could succeed at any of our other locations. Our incredible Customer Success Manager who provided support, leadership, and attention to detail was outstanding! The entire WelcomeWare team made onboarding seamless and efficient- a truly exceptional experience”
Melanie Carreras
“We’ve been long-time customers of WelcomeWare and currently utilize two virtual agents as part of our hybrid front-desk model. Rather than a full transition, we integrated these agents to work alongside our on-site team, which has been a game-changer for our workflow. We've significantly reduced overhead costs while ensuring our patients are always greeted immediately upon arrival. The virtual agents are professional, seamlessly handle the front-of-house flow, and feel like a true extension of our staff. It provides the perfect balance: our on-site team can focus on high-touch patient care, while WelcomeWare ensures our reception is never unattended. For any clinic looking to modernize their patient experience and optimize staffing levels, I highly recommend their partnership.”
Jessica Bacci
“WelcomeWare saved us. We looked at other VAs, but they are the best. Our Welcomers are intelligent, personable problem-solvers who don’t just follow instructions, they look for solutions. They even navigated our EMR change and were the ones in our company who found the answers. They handle everything from insurance authorizations and verifications to managing referrals and increasing collections. Our employees never want to live without them; they don’t see a path forward for our team without our Welcomers!”
Amy Freeman
“Our front desk was facing a constant barrage of calls, making it nearly impossible for me to focus on anything but immediate triage. We needed a professional, stable solution so I could actually step back and grow the business. Enter WelcomeWare! From the onset, our Welcomer integrated seamlessly onto our team. Our Welcomer is highly organized and professional, and her versatility enables us to lean on her for everything from stable scheduling to consistent authorization requests and timely billing. The results speak for themselves: our revenue has increased, our billing is more consistent, and I’ve had the time to truly develop my clinical staff. We’ve grown so much that we are moving into a new office to accommodate the expansion. If you want high-quality professionals who your clients will truly enjoy speaking with, I cannot recommend WelcomeWare enough.”
Dr. Joseph Westlake
“WelcomeWare has been a great addition to our practice. It makes the check-in process easy and intuitive for patients. This has significantly reduced the workload at the front desk. Our staff now has more time to focus on phone calls, patient needs, and other daily tasks. The kiosks are simple to use, and the WelcomeWare team has been responsive and easy to work with whenever support is needed.”
Steven Lannon
“The seamless integration between Raintree and WelcomeWare delivers a comprehensive, high-quality front desk solution. It has allowed us to unlock operational efficiencies that have truly transformed our practice.”
Brittany Smith
“Before partnering with WelcomeWare, finding reliable staff with a strong work ethic felt nearly impossible. Our Welcomer Team has truly been a game changer for our practice. The high-quality live service provides our patients with timely, professional assistance, ensuring excellent patient satisfaction and an outstanding patient experience from the very first interaction. It's reassuring to know our patients are always greeted by knowledgeable, caring individuals who represent our practice so well. The customer service from WelcomeWare has been exceptional every step of the way. From the sales team to the onboarding team, the experience has been seamless. Everyone we've worked with has been knowledgeable, responsive, and genuinely invested in our success. They have all been a great group of individuals to work with, and we couldn't be happier with our partnership. We highly recommend WelcomeWare to any healthcare practice looking to enhance the patient experience with a dependable, high-quality live service.”
Erica Moore
“Welcomeware has been a valuable addition to our front office operations. The Welcomer assists with patient check-ins, answers incoming phone calls, and helps ensure a positive experience for our patients from the moment they arrive. By handling many routine front desk tasks, Welcomeware has reduced the need for additional in-house staffing while maintaining excellent customer service and operational efficiency. It has helped our team stay focused on patient care and other high-priority responsibilities throughout the day.”
Pam Sanford
“Thank you for taking such good care of my clients, Welcomeware Team!”
Dr. Michael Nula, MS, DPT
“Before WelcomeWare we struggled with unreliable front desk coverage and the high staffing costs in Colorado. We needed a solid front desk presence and seamless care of patients' needs. Working with WelcomeWare has been WONDERFUL! I wish we had done it much sooner! It is such a relief to have a reliable and friendly face at the front desk who prioritizes the patient's needs in a professional manner.”
Gretchen Botha
“WelcomeWare's virtual kiosk has proven to be an excellent addition to our resident (customer) service experience. Enabling residents to connect live with specific departments makes the resident experience more efficient and streamlined. I highly recommend WelcomeWare to any company wanting or needing to integrate technology into the customer experience.”
Michelle Rizzo
“Our Municipality needed a new approach to managing a central reception area, where visitors to various departments were welcomed daily, without having to relocate employees or pay for additional staff. Implementing WelcomeWare has allowed us to better serve our visitors, increase efficiency within our departments, and enhance security. With a simple tap of the appropriate button on the kiosk, our visitors get a quick response from the agent who is an expert in the service area. WelcomeWare has also enhanced our employee experience as those personnel who would normally share the staffing duties in the shared reception area can now greet their visitors directly from their desks. Finally, WelcomeWare is incredibly attentive to our needs, both during the implementation, and on an ongoing basis. They check in frequently to see if our requirements are being met, and if we do have a question or issue, they are handled quickly and with the utmost courtesy.”
Tammy Kammenzind
“We’ve had a great experience with WelcomeWare and their virtual front desk kiosk system. The implementation process was smooth from the start, and their team has been supportive and responsive every step of the way. Our virtual receptionist has been fantastic. He is professional, helpful, and has made a huge difference in supporting our front desk operations and patient experience. The system has significantly helped our in-person team by improving efficiency, reducing wait times, and ensuring patients always have someone available to assist them. We highly recommend WelcomeWare to any healthcare practice looking to enhance their front desk workflow and patient support experience.”
Sarah Tirimacco
“Before Welcomeware, we had a hard time finding Client Care Specialists who would be on time, show up for work, be polite, and complete their job responsibilities.Since we partnered with Welcomeware we no longer worry about any of this. Our Welcomers are very polite and helpful, and receive many compliments from our patients. They are truly a part of our team! It's hard to explain how much of a difference our Welcomers have made since we hired them in 2024.”
Kathie Oh
“WelcomeWare has been an absolute game changer for our practice. We had issues with high turnover at our front desk and WelcomeWare has helped us to stabilize that position. Our patients and staff took very well to the kiosk, and within a few weeks our front desk had never functioned as well as it does now. Lastly, our Welcomer is an absolute gem and has become a valuable member of our team. I would recommend WelcomeWare to any medical office who wants to stabilize their front desk operation.”
Brian Sheydvasser
“We have been using WelcomeWare for just over a year now and have launched in 17 of our 30 clinics. It has been extremely successful in all the clinics we have launched, and our staff and patients have fully embraced the technology. Our front offices are more efficient, and our staff reports that they have a more manageable workload with WW in place. It is super easy to use both as a virtual care coordinator and as a patient. The WW team provides excellent customer service, outstanding tech support, and responses to requests are received in record time. Overall, we are very satisfied with everything WW provides and look forward to implementing kiosks in our remaining clinics.”
Amy Proffitt
“Over the past 5 years it has been really difficult to staff the front desk. WelcomeWare helps out tremendously because when we don't have coverage or we are short staffed, we always have someone to check-in and schedule patients, take payments, and answer questions. It’s been really helpful.”
Audrey Medlock
“Working with WelcomeWare has been a game-changer for our PT practice. I never have to worry about my front desk anymore—they’ve helped us completely eliminate that headache. Their virtual team is reliable and professional, which lets me focus my energy on my clinical team and the business. We’re truly grateful for the partnership.”
Dr. Nate Loughlin, PT, DPT, OCS
“I wish we would have implemented WW sooner. The process of change can be hard, but the results are great. We're able to operate our Front Desk with half the amount of staff and patients are still getting the same great care.”
Vanessa Evans
“WelcomeWare is providing much-needed relief to our current staffing struggles. Their implementation was well managed and organized, with great communication through the process. We’re still early in the process but I can highly recommend as a new customer.”
Jerry Blanton
“I love you guys! WelcomeWare is the best.”
Carlos A. Martinez
“We had been using a different company for a couple of years and had problems with connectivity, professional background appearance, lag in pick up time, as well as frequent scanning/printing errors. We tried a few companies before switching to WelcomeWare and they have exceeded our expectations. We now have no connectivity issues, a customized background with our logo that appears like the virtual assistants are in our back office, a superb scanner, and are able to print from anywhere with no issues. WelcomeWare customer service is on point with quick response times. Do not hesitate to try WelcomeWare as you will be ecstatic with the results!”
Irene Gordon PT, DPT
“Using WelcomeWare has expedited patient check in times, increased collections, and provides analytics that allow us to measure our success at the front desk! Before WelcomeWare, we had an unequal dispersion of workload as a result of varying patient volume at our clinics. We also faced staffing challenges with high turnover, out of offices, and ‘off hours’. The WelcomeWare team has been outstanding!”
Connie Roberts, PT, ATC, CHT
“WelcomeWare has helped my practice tremendously with both increasing efficiency and cutting costs. WelcomeWare has been a game changer as far as optimization of my current staff and helping us manage multiple clinics efficiently. The flexibility that the platform has given our team has led to increased job satisfaction and job coverage. No longer is a front desk employee’s absence a terrible drain on both our PTs and patients, because desks can be covered with staff from other locations or even from home.”
Yoni Rosenblatt
“We were facing challenges in recruiting and retaining staff for our front office. The capabilities of the WelcomeWare platform, coupled with the reassuring personal touch of Welcomers [Virtual Assistants] left me thoroughly impressed. This service has helped our business tremendously. WelcomeWare and our Welcomer are Godsends, and I would recommend this to anyone in my profession.”
Scott Gardner
"WelcomeWare has been a great asset to my practice. We currently use it in all 3 offices and it’s helped reduce my front office cost by 65%, improved patient forward scheduling, and improved collection of payments. Most of all, it has allowed my admin team to reduce the multi-tasking and focus on higher ticket items like turning leads into new patients."
Karn Santikul
“We have previously utilized other Virtual Kiosks, but WelcomeWare has addressed exactly what was lacking. The interface is intuitive, the closed caption feature is exceptional, and both audio and visual qualities are outstanding. Before implementing WelcomeWare, we experienced frequent lags and slow customer service resolution times. However, with WelcomeWare, the support response time has been remarkable, and resolutions have been prompt and efficient. I only wish we had made this transition a year earlier.”
Steve Gordon
“We’ve increased our Therapists by 50% in the last 6 months, and yet with WelcomeWare, we were still able to reduce our Front Desk Staff, saving $160,000 per year. In addition, the operational efficiencies gained through WelcomeWare have freed up extra time for our staff, and now 90% of our phone calls with leads are answered and 93% of them are converted into actual patients. With WelcomeWare we've actually decreased our costs and increased our patient volume.”
Jon Evans
“WelcomeWare has enhanced both our admin functions and our admin environment. Our Welcomer [Virtual Receptionist] has been a great addition with her work ethic, positivity, and team centric approach.”
Katie LeSuer
“There is convenience of not having to worry about additional staff members. Not having to hire and retain for a position that typically has a lot of turnover. Having that factor into any expansion plans, or the ease of the day to day has been really invaluable.”
Lloyd Beckett
“Before implementing WelcomeWare, we struggled with maintaining consistent front desk coverage and ensuring seamless communication, especially during peak hours. Our main objective was to enhance the patient experience by streamlining check-ins and providing real-time support without sacrificing personal in person human touch. Since adopting WelcomeWare, we've noticed a significant improvement in efficiency and patient satisfaction, with fewer bottlenecks at the front desk. What makes me happiest about working with WelcomeWare is their intuitive platform and exceptional support team, which has made the transition incredibly smooth.”
Brad Powell
“Our therapists are finally getting caught up on documentation and we were surprised how quickly some of our older patient population took to WelcomeWare. They absolutely love talking to our Welcomer!”
Chris Gardner
“WelcomeWare has been a great addition to our practice. It has saved us huge amounts of time and money while providing competent and reliable staff. The Welcomers are now an interwoven part of our team, just like previous in-person staff, and are excellent with all patient interactions. Highly recommended!”
Ryan Lynch
“WelcomeWare has been a great relief for us! We needed a boost to our front desk to give patients a more efficient experience and help manage the schedules of our busy PTs. Our welcomer has been fabulous, both as a friendly face to help patients and as an efficient back-office support person. I recommend WelcomeWare to anyone who is having staffing challenges as well as anyone who just wants a more efficient front desk.”
Maureen Madden
"Welcomeware has met the needs of our practice. It allows us to be more streamlined and more efficient during patient intake and serve multiple clinics all at the same time. During the difficult times with hiring that this country has faced, Welcomeware has allowed us to focus more on patient care and less time on hiring. The customer service is top notch and starts with the sales team and hasn’t skipped a beat with the onboarding team. They have all been a great group of individuals to work with!"
Michael Tardio
“With WelcomeWare, we can ensure Patient Care Coordinator coverage every day, for all operating hours. Our Clinical Directors aren't calling me at 5:30 in the morning when their PCC calls out and they don't know who's going to be there to check in patients. Now, with a click of a button, patients can speak to someone at any hour of the day.”
Michael Edgington
“With the changes happening in reimbursement in the world of physical therapy, as a business owner I continually look for ways to streamline our overall expenses. The Recovery Project is a rehab outpatient company with 3 clinics and over 120 employees, and opening a 4th clinic in 2023. I reached out to WelcomeWare to learn and trail their product. The customer service, training and product is exceptional. Our newest clinic will be using the product, resulting in saving the company from having to hire an additional patient care coordinator. I highly recommended the product and working with the WelcomeWare staff.“
Polly Swingle
“WelcomeWare is a great help with budgets by increasing arrival percentage and productivity. One of the most frustrating things is to hire, maintain and keep great staff. My staff are happier because WelcomeWare is in the office.“
Cristy Schollaert
"Our mental health practice is run by my Wife and I. Between treating patients and practice management we didn’t want to worry about running the front desk. WelcomeWare is used to check-in patients and support our in-person receptionist. Ensuring our front desk remains permanently staffed, affording us more time to focus on treating patients. WelcomeWare has been a convenient and helpful solution that has been easily adjusted to by our patients."
Dr. Bryan Pearlman
“With labor shortages everywhere the WelcomeWare application is perfect for all sorts of Industries. I jumped on the opportunity to work with WelcomeWare because I believe the solution is a rock-solid way to keep companies serving their customer base with high-quality live service.”
Frank Olea
"During a time when hiring became an obstacle, WelcomeWare stepped in to save the day. We were able to quickly get them up to speed on our systems; the staff has been nothing short of impeccable."
Kacie Skidd
Trusted By Leading Healthcare Organizations Nationwide
Choose The Administrative Solutions That Fit Your Practice
Deploy our entire interconnected platform for maximum efficiency, or implement individual components standalone to bridge your specific operational gaps.
Live, Remote Human Receptionists
Flexible to your administrative needs. Certified remote human operators handle front and back-office tasks, greeting patients via live video. Deploy as standalone virtual assistants for phone calls, intake paperwork, and back-office work — or pair directly with our interactive kiosks.
Interactive Video Kiosks
Check-in with or without assistance. Medical-grade lobby kiosks bridge the physical gap between your clinic locations and your remote medical receptionists, allowing patients to check in independently or with live human support.
Seamless Online Intake
WelcomeForms is an online patient intake solution. Patients receive secure links to complete forms on any device before arriving, helping reduce lobby bottlenecks and streamline check-in. If patients don't complete forms in advance, they can easily resume where they left off on their own device or at a WelcomeWare kiosk with support from a virtual agent.
From Traditional Headaches To Virtual Front-Desk Results
| Traditional Reception Desk Challenges | WelcomeWare Front Desk Solutions |
|---|---|
High Front-Desk Turnover & Absences | 100% Front Desk Coverage guaranteed through seamless remote backup. |
Escalating Medical Staffing Overhead | Reduced staffing costs with our fully vetted offshore virtual assistants. |
Long Patient Wait Times & Paperwork Delays | A frictionless check-in protocol utilizing mobile WelcomeForms. |
Missed Co-Pays & Unscheduled Follow-Ups | Increase revenue via automated prompts for schedule-outs and payment collections. |
Outcomes That Move Your Practice Forward
100% Front Desk Coverage
Achieved across multiple locations simultaneously.
Up to 60% Reduction in Operating Costs
Relative to traditional full-time onsite receptionist hiring.
98% Positive Patient Experience
Recorded across outpatient PT and orthopedic check-ins.
Answers To Common Questions
Everything you need to know about deploying virtual assistants, kiosks, and digital intake across your organization.
Yes. WelcomeWare provides a unified web software platform allowing healthcare operations to utilize their existing internal remote team members, or contract WelcomeWare’s dedicated, trained human virtual assistants (“Welcomers”).
The system is custom-tailored for outpatient healthcare operations, specializing extensively in physical therapy clinics, dental practice groups, orthopedic facilities, and multi-location hospital systems.
WelcomeForms allow patients to securely execute compliance paperwork on their personal devices or onsite kiosks, instantly minimizing front-office administrative drag and accelerating intake speeds.
Yes. WelcomeWare is entirely modular. You can utilize Welcomers strictly for standalone remote staffing without a kiosk, deploy physical Kiosks utilizing your own internal staff, or implement WelcomeForms as a completely independent, browser-based digital intake solution.
Ready To Get Started With WelcomeWare
See how WelcomeWare delivers 100% coverage, reduces overhead, and elevates the patient experience in a single integrated platform.