Concierge & DPC

Automated callback scheduling keeps concierge members engaged without staff overhead

Concierge members expect their calls to be returned promptly. An AI receptionist logs callback requests, schedules them into open slots, and confirms the member appointment — freeing your team from callback tracking.

Captures member callback requests with reason and preferred time window
Checks provider availability in real-time against your EHR schedule
Offers available slots and books confirmation directly to chart
Sends member a text or email confirmation with time and provider name
Escalates urgent callbacks to on-call staff or provider
Tracks all callback requests for compliance and quality review

How it pays back

No callback backlogs

Callbacks are logged, scheduled, and confirmed instantly. Members never chase your office wondering if their request was heard.

Provider schedule stays clean

The AI checks real-time availability before offering slots. No double-bookings, no schedule chaos from manual callback coordination.

Member confirmation reduces no-shows

Instant text or email confirmation gives members a reminder of their callback time and provider — reducing missed connections.

Staff time freed for clinical care

Your team is no longer fielding 'Did you get my callback request?' calls. The AI owns callback intake and scheduling.

Audit trail for member relations

Every callback request is logged with timestamp, reason, and final booking. Critical for concierge member satisfaction and dispute resolution.

Real-time availability check

Callbacks scheduled into actual open slots

Member confirmation sent

Text or email proof of scheduled callback

Urgent callbacks flagged

High-acuity requests routed to on-call provider

Complete audit trail

Callback history available for member record

Frequently asked questions

What if a member requests a callback time that's already fully booked?

The AI offers the next available time slot with that provider, or alternative providers if the member is flexible. Members can accept the offer, request a different window, or mark it urgent for on-call review.

How does the AI know if a callback request is urgent?

The AI asks screening questions about symptom severity, prior visits, and urgency indicators. Based on your protocols, urgent requests are flagged for immediate provider or on-call staff attention.

Can the AI handle member requests for specific provider times (e.g., 'only if Dr. Smith is available')?

Yes. The AI notes provider preference, checks their availability, and either confirms a slot with that provider or explains the wait time and offers alternatives.

Does the callback confirmation get written to the EHR?

The appointment booking and member contact info are written to your EHR. The callback reason and call summary are returned as a structured, EMR-pasteable note for your team to review and file.

Bring this to your practice

See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.

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