New Patient Intake
AI New Patient Scheduling
Give every new caller a concierge experience. Katie AI collects intake data, validates insurance, and books the right visit without holding up your front desk.
See the New Patient Intake DemoWhere New Patient Calls Break Down
- High-call volume during peak hours with limited staff
- Complex intake questions that slow down every conversation
- Difficulty matching insurance, provider, and location rules
- No single source of truth for referral details
AI Intake + Scheduling Flow
Every call follows the same verified process:
- Identifies whether the caller is new or existing
- Collects symptoms, referral source, and insurance in natural language
- Checks provider templates, visit types, and prep rules before booking
- Issues confirmation plus intake packets instantly
Compliance + Escalation
Katie AI logs every call interaction while keeping PHI protected.
- Voice transcripts stored securely inside MedReception, HIPAA compliant and verified by Compliancy Group
- Configurable verification scripts for insurance and ID
- Bilingual support with escalation to staff at any step
Rollout in 3 Phases
Call mapping
We document every new patient call path, including specialty-specific routing and escalation.
Workflow build
Katie AI is trained on your scripts, EMR visit types, and required intake data.
Go-live + monitoring
We monitor confirmations, schedule quality, and staff overrides weekly.
Let AI handle the first impression
Capture intake data correctly the first time, and give staff a complete summary before the patient arrives.
Review the Intake BlueprintScheduling Optimization
Let us show you the scheduling playbook
Every scheduling workflow includes trigger-based routing, automation, and escalation so patients reach the right slot in real time.
More Scheduling Optimization Resources
Explore related content in the scheduling silo to see how AI handles new patients, follow-ups, reminders, and waitlists.
Guides that build on this page
Practical write-ups from the MedReception AI insights library that cite this page. Browse all insights
Operations
Front Desk Relief for Fresno Medical Offices: Reduce Phone Workload
Fresno medical practices manage heavy call volume at the front desk. The AI receptionist handles after-hours calls, new patient intake, and routine booking, freeing your staff to focus on check-in, insurance verification, and patient care coordination.
Workflow
New Patient Onboarding for Interventional Pain Clinics
New pain patients arrive with half-completed forms and vague histories. AI conducts detailed intake on the booking call: pain timeline, prior treatments, imaging, medications, and procedural consent. Your clinician reads a complete intake, not blank fields.
Chesapeake, VA
Cancellation & Reschedule Calls for Interventional Pain
When patients call to cancel or reschedule pain procedures, your staff is tied up or the line is busy. MedReception answers every cancellation and reschedule call immediately, captures the reason, offers alternative slots on the spot, and your calendar stays full and patients get the care window they need.
Kareo + Bilingual AI
Spanish-Speaking New Patients: Never Miss a Call in Podiatry
Podiatry practices serving Spanish-speaking communities lose calls when bilingual staff are busy or unavailable. MedReception's bilingual line answers in English and Spanish, captures the chief complaint (bunions, heel pain, diabetic foot care), creates the new patient record in Kareo with demographics, and sends appointment confirmation. No translation delays, no missed revenue.
Revenue Impact
Every Answered Call, Logged in Kareo: Missed-Call Recovery for Kareo Practices
For a practice running Kareo, the real question about recovered calls is where they end up. Bookings confirmed against live Kareo availability, new patient records created during the conversation, callbacks prioritized in your Kareo queue, and a call log you can read for demand patterns.
Revenue Growth
Grow New Patient Bookings in Mesa: Capture Every Inbound Call
Missed calls and voicemail cost Mesa practices new patients. AI reception answers every inbound inquiry, qualifies the caller, and books appointments in real time—converting prospects into scheduled patients.