Concierge & DPC

Book appointments while members are on the phone: AI receptionist captures visit needs, availability, and insurance in one interaction

Concierge members call to schedule a visit. An AI receptionist can confirm availability, verify insurance, capture the reason for visit, and book the appointment in seconds—without passing the call or creating follow-up friction.

By MedReception AI, physician-built by Paul Toomey, MDPublished Oct 24, 2026

Check real-time availability and book appointments directly while the member is on the phone
Capture name, DOB, phone, and reason for visit in a single structured call
Create appointment calendar entries and new patient records in your EHR automatically
Route callbacks or follow-up details to your team for final verification or member confirmation
Eliminate the 'I'll call you back' experience that erodes member satisfaction
Increase appointment show-up by confirming details and expectations on the booking call

How it pays back

Eliminate the Follow-Up Loop

Members call to book. Instead of 'we'll call you back,' they hear 'you're confirmed for Tuesday at 2 PM.' The booking is closed, the appointment is in the calendar, and the member feels heard. One call, done.

Capture Full Intake Without Friction

Reason for visit, chief concern, and member notes—all gathered on the booking call. Your team receives a clean, structured summary ready for chart prep. Insurance details are captured and returned as a summary for your billing team to verify and file.

Reduce No-Shows Through Confirmation

Members who hear their appointment confirmed out loud (date, time, provider, reason) are more likely to show up. The AI can also offer appointment reminders at configurable intervals before the visit.

New Patient Records Created Automatically

Demographic data from the booking call (name, DOB, phone, address) syncs into your EMR as a new patient record. Your clinical staff can immediately begin chart prep while the member is still engaged.

Appointments booked on first contact

No voicemail tag-alongs, no callback delays

Patient demographics captured and synced

Name, DOB, phone, address sync to your EHR

Structured intake summary returned

Reason for visit and member notes ready for your team

Calendar and chart stay in sync

Real-time availability checked and appointment recorded

Frequently asked questions

How does the AI check real-time availability and book appointments?

The AI integrates with your EHR or practice management system. It reads your provider schedules, available slots, and buffer time, then offers the member open times during the call. Once confirmed, the appointment syncs back to your calendar in real time.

Can the AI capture insurance information on the booking call?

The AI can ask about insurance and capture coverage type, member ID, and group number on the call. That information is returned as a structured summary for your billing team to verify in full before the visit. Insurance details are captured but not written to the chart—your team handles final verification and filing.

What if the member needs to reschedule or has special requests?

The AI can handle simple reschedules if your calendar is accessible. For complex requests (provider swap, specific time, recurring visits), the AI recognizes the trigger and escalates to your scheduler or coordinator in real time. Your team makes the final call.

Does the appointment booking show up in my EHR immediately?

Yes. Appointment details (date, time, member name, reason for visit) sync to your calendar and patient record in real time. Your team sees the booking instantly and can begin chart prep while the member is still on the phone or moments after.

Can the AI send confirmation texts or emails after the booking?

Yes. After the call, the AI can trigger automated appointment confirmations and reminders via SMS or email. Members receive confirmation details and can respond with questions, which are routed to your team.