Custom-Built, Not Plug-and-Play
New-Patient Rules Built Into Your AI Receptionist
Encode your acceptance criteria, insurance rules, and referral requirements into your AI receptionist so every new-patient call is screened the way your front desk would.
Section 1
Your acceptance rules, not a generic script
Every practice decides who it can take on. You may accept certain payers and not others, require a referral for specific visit types, set a minimum age, or hold a waitlist when a panel is full. A generic answering service does not know any of that, so it books whoever calls and leaves your team to unwind the mismatches later. MedReception AI is custom-built for your practice, which means your new-patient rules live inside the AI itself. Katie answers instantly and works through the same screening questions your front desk would ask, in the same order, with the same conditions. The rules are configured with you rather than handed to you as a template, and when your criteria change, edits and optimization are free for the life of the account, so the AI keeps matching how you actually take new patients call after call.
Section 2
Insurance and payer checks handled up front
Most new-patient friction starts with coverage. A caller assumes you are in-network, books a slot, and then a staff member spends time confirming the plan and, too often, calling back to cancel. You can move that check to the front of the call. The AI asks which insurance the caller carries and captures the plan name, member details, and any referral or authorization the caller mentions, all as structured intake. It routes accordingly: callers with plans you accept move toward scheduling, and callers with plans you do not take are handled the way you choose, whether that is a self-pay explanation, a referral to another resource, or a message for your team. Nothing here is a coverage determination or a clinical or billing decision, and the AI never edits a chart on its own. It captures and routes so the right callers reach the right next step, and your staff opens a clean, EMR-pasteable summary instead of a puzzle.
Section 3
Referrals, triage, and routing that respect your logic
New-patient intake is rarely one path. A dermatology practice may fast-track a suspicious-lesion caller while routing a cosmetic consult differently. A specialist may require a referral on file before booking at all. You can encode that branching directly. The AI routes by provider, by urgency, and by triage category using the criteria you define, so an urgent caller is flagged and a routine one is scheduled without a staff member triaging every call by hand. If a required referral is missing, the AI can capture the referring provider, note what is outstanding, and hand your team a summary that says exactly what to chase. It works the same after hours, when Annie covers the phones, and it handles unlimited simultaneous calls, so a busy morning does not push new patients into hold time or voicemail. Your intake logic runs on every call, at every hour, not only when the desk is quiet enough to follow it.
Section 4
Portable across athenahealth, Epic, eClinicalWorks and more
Your new-patient rules should not be trapped inside one system. MedReception AI is EMR-independent and portable, so the same screening logic follows you if your software changes. Every call produces a structured, EMR-pasteable summary that your staff can drop into the chart, and named integrations run deeper with athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, and ModMed. Timelines vary by system, with athenahealth and eClinicalWorks often landing in one to three weeks and the others in the three-to-six-week range. EMRs that bundle their own answering AI can be a reasonable fit for some practices, and that is an honest tradeoff to weigh. What differs here is that your acceptance criteria, payer rules, and referral requirements belong to you and move with you, rather than being defined by whichever vendor happens to hold your records this year. With more than thirty specialty templates as a starting point, the AI is shaped to how your specialty actually intakes patients.
Section 5
See your intake rules running on a live call
The fastest way to judge this is to hear your own new-patient rules in action. Book a MedReception AI demo and we will walk through the exact acceptance criteria, insurance handling, and referral requirements you want the AI to enforce, then show Katie screening a sample new-patient call end to end. You will see how the AI asks your questions, routes by payer and urgency, flags what needs follow-up, and produces a clean summary your staff can paste straight into the chart, with no autonomous changes and no clinical decisions. Because the build is custom and the team is real, you are not choosing from fixed tiers; you are describing how your front desk works and watching it come to life on the phone. If it does not fit your practice, we will tell you honestly. Bring your trickiest intake scenario and see how the AI handles it before you decide.
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.