By Workflow
AI Reception for Annual Wellness Visit Scheduling
MedReception AI schedules Medicare Annual Wellness Visits by phone, captures caller details, and routes booking waves 24/7 without missing calls.
Section 1
When AWV outreach turns into a phone flood
Annual Wellness Visit campaigns move in waves. A recall mailer goes out, a payer roster lands, or a provider closes care gaps, and suddenly the front desk is fielding a burst of inbound calls all asking the same thing: is my visit covered, when can I come in, and what do I need to bring. Those calls compete with sick-visit triage, refills, and check-ins, so hold times climb and some patients simply hang up. Every abandoned call is a wellness visit that quietly slips off the calendar. MedReception AI answers in under a second and takes unlimited simultaneous calls, so a booking wave never produces a busy signal. Katie handles instant answering during the day, and after hours the same AWV requests still get captured instead of rolling to voicemail. The point is not to replace your team on complex calls, but to keep the routine scheduling volume from swamping them.
Section 2
What the AI actually does on an AWV call
On an Annual Wellness Visit call, the AI works the scheduling and intake steps only. Sallie confirms which provider the patient is established with, checks the reason for the call, and offers open slots that fit your AWV templates and provider rules. It captures the caller's name, date of birth, callback number, and preferred timing, and it can note that the patient is calling in response to a specific recall or outreach. It does not tell patients whether Medicare will cover the visit, does not interpret benefits, and never gives clinical or eligibility advice. When a caller asks a coverage question that needs a real answer, the AI routes to your staff or flags it for follow-up. Routing runs by provider, urgency, and triage, so an urgent symptom mentioned mid-call gets escalated rather than booked as a routine wellness slot. The AI schedules, captures, and routes. Your team keeps every decision that matters.
Section 3
Clean handoffs and EMR-pasteable summaries
After each call, the AI produces a structured summary your staff can paste straight into the chart: who called, the provider, the requested visit type, the slot booked or requested, and any notes the caller raised. It makes no autonomous chart changes and takes no clinical action, so a person stays in the loop on everything that reaches the record. Because MedReception AI stays EMR-independent and portable, your AWV workflow travels with you if your systems change. Named integrations include athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, and ModMed, with athenahealth and eCW often live in one to three weeks and others in three to six. The platform is HIPAA-aligned with a BAA available in the US, and it supports multilingual callers so your Medicare population can reach a receptionist in their own language. The result is a scheduling layer that fits how your practice already documents wellness visits.
Section 4
Keeping the wellness calendar full between waves
AWV volume is not only about the campaign week. Patients call back to reschedule, family members call on behalf of an older relative, and no-shows open slots that need refilling fast. Because the AI answers around the clock and never puts a caller on hold, these off-peak requests get booked instead of lost, and the front desk is not interrupted every time a wellness question comes in. Structured summaries give your staff a clear queue of who needs a callback and why, so no request quietly disappears. Over time, the same reception layer handles the steady trickle of AWV scheduling that would otherwise nibble at your team's day. And because edits and optimization are free for the lifetime of your account, your AWV call flow can be adjusted as templates, providers, or recall campaigns change, without a new project fee each time you refine it.
Section 5
See it handle your AWV booking wave
The fastest way to judge whether this fits your practice is to hear the AI take a real Annual Wellness Visit call. Book a MedReception AI demo and we will walk through your AWV scheduling flow: how Sallie confirms the provider, offers slots against your templates, captures the caller's details, routes coverage or clinical questions to your team, and hands back an EMR-pasteable summary. We will show where the AI stays in its lane, scheduling, capturing, and routing, and never giving clinical or benefits advice. Bring a recall campaign or a typical booking-wave week and we will map it to a call flow built for your practice. If your front desk dreads the phone every time an AWV mailer goes out, this is the piece worth seeing first. Schedule your demo and put a receptionist on every wellness call.
See the AI medical receptionist in action
MedReception AI answers every call in under a second, books appointments, and routes urgent needs, 24/7 and HIPAA-aligned. Book a demo and hear it handle your real calls.