Orthopedic practices on ModMed EMA

AI Receptionist for ModMed Ortho: Surgical Scheduling, Imaging, and Cast-Clinic Booking Done Right

Ortho front desks live with a level of call complexity most specialties never see. A single Tuesday brings post-op pain calls, MRI rescheduling, surgical-clearance coordination, cast removals, brace fittings, second-opinion intake, and a steady drip of workers-comp and motor-vehicle accident questions. A generic answering service collapses inside an hour. MedReception AI is built around the ModMed EMA Orthopedics module so every call is triaged, routed, and booked the way an experienced ortho coordinator would do it.

Ortho-trained voice agent for ModMed EMA

Visit types

Distinct visit types a typical ortho practice schedules across joints, spine, sports, and peds

Workers-comp and MVA

34%

Of inbound calls touch workers-comp, motor-vehicle accident, or third-party payer intake

Staff time recovered

41 min

Per FTE per day saved on imaging coordination and pre-op call chains

Loss per misroute

$312

Average revenue impact when a surgical-scheduling call is misrouted or dropped

Why ortho calls are harder than they look

Ortho Call Complexity, Mapped Honestly

Orthopedic phone work is closer to surgical scheduling than to a typical clinic intake. Each call branches into sub-workflows that depend on body part, payer type, surgical stage, and whether imaging is already in hand. The AI receptionist follows the same branching logic your coordinators do.

Post-Op Questions

• Pain escalation triage with surgeon-defined thresholds
• Wound, drainage, and dressing concerns routed to the right nurse
• Brace and weight-bearing clarification by procedure type
• Medication refill requests sent to the operating surgeon
• Suture and staple removal scheduled to the correct visit type

Imaging Scheduling

• X-ray, MRI, CT, and arthrogram coordination by body region
• Contrast, fasting, and pacemaker pre-checks captured on the call
• Outside imaging intake with CD or portal upload instructions
• Re-image requests when prior studies are too old for surgical planning
• Imaging-then-visit pairing to avoid duplicate trips

Surgical Clearance Coordination

• PCP, cardiology, and pulmonology clearance status tracked per case
• Pre-op labs, EKG, and anesthesia consults scheduled in the right window
• Medication hold instructions confirmed and documented
• Surgical site marking, fasting, and arrival reminders sent automatically
• Caller pushed to the surgical coordinator only when clearance is blocked

Cast Clinic and Bracing

• Cast removal and re-casting visits booked into the dedicated cast room
• Brace fitting, walking boot dispense, and CAM boot returns handled separately
• Wet, cracked, or itching cast complaints routed to the cast tech
• Pediatric cast questions handled with parent-friendly language
• Splint conversion appointments scheduled with imaging where required

Second-Opinion Intake

• Outside records requested up front with secure upload instructions
• Prior imaging, op notes, and PT records flagged as required
• Surgeon-specific second-opinion preferences honored automatically
• Caller expectations set around timing and records review
• Visit booked into a longer slot type when records confirm complexity

Workers-Comp and MVA

• Claim number, adjuster, employer, and date of injury captured every time
• Authorization status verified before a visit is offered
• Attorney contact captured on MVA cases without slowing the caller
• Body-part-specific authorization scopes respected by the booking engine
• Case notes written back to ModMed EMA so coders are not chasing details

ModMed EMA Orthopedics integration

How the AI Works Inside ModMed Ortho

The AI receptionist is wired to the ortho-specific modules of EMA, not a generic schedule grid. Visit types, surgical schedules, imaging orders, and chart updates all flow through the same pathways your team already uses.

Visit-Type-Aware Booking

• Pulls EMA visit types per provider, location, and module
• Honors block schedules for joints, spine, sports, and peds clinics
• Respects new-patient, established, post-op, and injection slot rules
• Books into cast clinic, brace clinic, and injection clinic separately
• Avoids double-booking surgical and clinic days for the same surgeon

Imaging-Order Capture

• Captures requested imaging at the time of booking
• Pre-stages X-ray, MRI, and CT orders for clinician sign-off
• Records outside imaging details when patients bring CDs or portal links
• Flags missing imaging before pre-op and second-opinion visits
• Coordinates same-day imaging plus visit where the location allows it

Surgical-Schedule Visibility

• Knows which surgeons are in the OR vs. clinic on any given day
• Refuses to offer clinic slots on block surgical days
• Routes urgent post-op concerns to the on-call cell or coordinator
• Books pre-op visits into the right window before the surgical date
• Flags conflicting clearance, lab, or anesthesia consult timing

EMA Chart Updates

• Writes intake details into the EMA chart, not a parallel CRM
• Updates demographics, insurance, pharmacy, and emergency contact
• Posts call summaries to the patient chart for clinician review
• Creates ortho-specific task items for surgical coordinators
• Records consent for outside records release on the call

Ortho-specific call types

The Calls Your Front Desk Lives With Every Day

Each ortho call type has its own checklist, its own pitfalls, and its own revenue impact. The AI receptionist is trained on the specific patterns each one follows inside a ModMed practice.

Acute Injury Triage

• Mechanism of injury captured cleanly for the chart
• Open-fracture, deformity, and neurovascular signs routed to urgent slots
• Outside ER imaging requested before the visit when available
• Workers-comp and MVA branches triggered without interrupting the caller
• Splinting and weight-bearing guidance given per surgeon protocol

Fracture Follow-Up

• Cadence visits matched to surgeon-specific protocols by fracture type
• Imaging paired with each follow-up to avoid duplicate trips
• Cast or brace status confirmed and documented
• Workers-comp authorization re-verified at every follow-up
• Hardware-removal and union-check visits scheduled appropriately

Joint-Replacement Pre-Op

• Surgical-clearance steps walked through end to end on the call
• Pre-op class, anesthesia consult, and lab work scheduled in the right order
• DME, walker, and home-prep guidance offered or routed
• Insurance authorization status surfaced before surgery is confirmed
• Caregiver and discharge planning notes saved to the EMA chart

Sports Medicine Consults

• Sport, position, and season timing captured as part of intake
• ACL, meniscus, and shoulder protocols matched to the right sports-med slot
• Concussion language deferred to the appropriate clinician on protocol
• Imaging and PT scripts pre-staged ahead of the visit
• Return-to-play questions queued for the clinician, not answered by the AI

Pediatric Orthopedics

• Parent or guardian identified and consent captured for the call
• Age-appropriate visit types selected, including dedicated peds slots
• School and sports clearance requests routed to the right workflow
• Cast care language tuned for parents and caregivers
• Growth-plate and developmental concerns escalated, not handled, by the AI

Spine Evaluations

• Red-flag symptoms (saddle anesthesia, retention, weakness) escalated immediately
• PT, injection, and surgical-consult tracks selected based on prior care
• MRI requirements explained when records are insufficient
• Pain-management vs. surgical-spine routing handled correctly
• Workers-comp spine cases routed into the comp pathway from the start

Referring-provider workflows

Referring PCPs, Urgent Care, and ER Handoffs

A meaningful share of ortho volume comes from referring providers. The AI receptionist handles both inbound referral intake and outbound records loops, so referring offices keep sending patients rather than quietly routing them elsewhere.

Inbound Referral Intake

• PCP, urgent-care, and ER referrals captured with the referring provider on record
• Reason for referral, body part, and prior imaging documented in EMA
• Faxed and portal referrals reconciled with patient calls
• Urgency level matched to acute, sub-acute, or routine slot types
• Referring office given a confirmation when the visit is booked

Sending Records Back

• Op notes, follow-up notes, and imaging reports queued back to the referring provider
• HIPAA-compliant fax and direct-message routing handled automatically
• Records loops closed before the referring office has to call
• Communication preferences honored per referring practice
• Surgical outcome summaries shared on a clinician-defined schedule

Rollout timeline

From Kickoff to Ortho-Grade Coverage in 90 Days

Days 1 to 30: ModMed Mapping

Inventory EMA visit types, surgical block schedules, cast clinic, imaging modalities, and surgeon-specific protocols. Wire the AI to the live schedule and run shadow calls.

Visit types and block schedules verified against EMA

Days 31 to 60: Live Calls, Narrow Scope

Take live calls for new patients, follow-ups, cast and brace clinic, and imaging coordination. Workers-comp and MVA intake go live with adjuster and authorization capture.

Imaging coordination time recovered for FTEs

Days 61 to 90: Surgical and Referral Depth

Layer in surgical-clearance coordination, pre-op pathways, referring-provider intake, and records-back loops. After-hours coverage stabilizes for the on-call team.

Full ortho pathway coverage in production

See the ortho flow live

Walk Through a ModMed Ortho Call

The fastest way to evaluate fit is to listen to the AI handle an acute-injury call, a post-op question, and a workers-comp intake against your own EMA schedule. We will run all three on a live demo.

Book a ModMed Ortho Demo

Pricing built for ortho volume

Pricing That Tracks With Surgical Schedules

Pricing accounts for surge weeks tied to surgical schedules, the cast clinic, and seasonal sports volume. No per-call gotchas on workers-comp intake.

See Pricing

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