Concierge Medicine

Stop Member Calls From Falling Through the Cracks: AI Appointment Booking for Concierge Practices

Concierge members call to schedule—and expect instant confirmation. AI appointment booking captures member details, finds available slots, and books appointments into your EMR so no call is lost to callback delays or administrative overhead.

AI books routine appointments directly into your schedule during the call, with member demographics (name, DOB, phone) and visit reason captured
New appointment requests are created in your EMR with caller name, DOB, phone number, and visit reason; chief complaint and other clinical details are captured as a structured summary for staff review and filing
Reduces scheduling callbacks and eliminates the 'I'll call you back' friction that delays member access
Captures insurance information and other details on the call for staff review and filing in the portal
Integrates with athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, and ModMed so appointments land in your existing workflow without manual entry
Handles appointment changes, cancellations, and reschedules without staff intervention

How it pays back

Member expectations met instantly

Concierge members expect immediate booking confirmations. When the AI confirms an appointment during the call and books it into their record, they hang up satisfied—no 'we'll call you back' delays that erode the premium service promise.

No administrative follow-up on routine scheduling

Staff no longer need to call members back to confirm appointment details. The AI captures member info and books the appointment into the EMR, reducing follow-up work and letting your team focus on high-touch coordination for complex cases.

Appointment data accurate from the first call

The AI captures visit reason, preferred provider, and member demographics on the call and books them into your EMR. No transcription errors, no illegible notes—clinical staff have structured, clean data ready to review.

Reduces no-show risk by confirming immediately

Members who book and receive instant confirmation are more likely to keep the appointment. Real-time booking also enables the AI to send automated reminders based on confirmed appointment times.

Appointments booked live

Members hear confirmation during the call; no callback needed

Demographic sync to EMR

Name, DOB, phone, and visit reason booked to patient record

New patient creation automated

AI creates new member records in your EMR if caller is not yet in the system

Insurance details captured

Information collected on the call and returned as a structured summary for staff filing

EMR integrations

Appointments book directly to athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, ModMed, and others

Frequently asked questions

How does the AI know which appointment slots are available?

The AI integrates with your EMR or practice management system and queries your live schedule in real time. It can book into open slots, offer multiple time options, and respect provider availability, lunch blocks, and overbooked protection.

What if a member wants to book with a specific provider who's fully booked?

The AI can offer the next available slot with that provider, suggest alternative times, or present another provider. It can also put the member on a waitlist if your practice uses one, and confirm the member's preference for automatic notification if an earlier slot opens.

Does the new appointment automatically appear in my EMR?

Yes. Once the AI books an appointment, it syncs to your EMR with member demographics (name, DOB, phone) and visit reason. The appointment appears in your schedule and clinical staff can prepare before the member's visit.

What if a member wants to add a note or special request to their appointment?

The AI captures special requests (mobility accommodations, interpreter needs, form pre-completion preference) during the call and includes them in the appointment record. Staff review these before the visit.

Can the AI reschedule or cancel appointments?

Yes. Members can call to change an appointment time, and the AI can reschedule directly in your calendar, or handle cancellations with confirmation. Changes sync to your EMR immediately.

What happens if the member's insurance information changes after booking?

Insurance details captured during the call are included in the structured summary for staff. Members can update insurance during their visit or staff can follow up by phone/portal before the appointment.