Concierge & DPC

AI Receptionist Schedules Member Appointments in Real Time: No Scheduling Bottleneck, Better Conversion

Concierge members expect instant appointment booking. An AI receptionist completes the call with a confirmed time slot—members don't have to wait for a callback. Appointments are created in your scheduler; your team manages cancellations and confirmations.

Member calls and requests an appointment; AI checks your live schedule and offers available slots immediately
Member confirms their preferred time; appointment is created in your EHR and added to your scheduler in real time
Appointment confirmation is provided on the call with date, time, provider name, and any prep instructions
No callback loop: member hangs up with an appointment, not a callback promise
Your front-desk team sees new appointments in the morning and sends automated reminders
Cancellations and rescheduling handled by AI or staff; no missed appointments due to scheduling chaos

How it pays back

Instant conversion from call to booked appointment

A member who calls expecting to hear 'we'll call you back' now hears 'you're all set for Tuesday at 2 p.m.' Conversion improves because the call ends with a commitment, not a promise.

Eliminate scheduling callbacks and follow-up calls

Your front-desk team no longer spends time calling members back to confirm available slots. The AI handles this, freeing your team to manage no-shows, confirmations, and member service inquiries.

Reduce appointment no-shows

When a member books on the call and receives confirmation immediately, they are more likely to show up. Automated reminders reinforce the appointment. Your chair time is used for members who arrive, not empty slots.

Live scheduling means fewer scheduling errors

No more double-bookings or time-zone confusion. The AI sees your real schedule and books only available slots. Your team manages cancellations and prep; the booking itself is accurate and audit-ready.

Appointment booked on the call

Member hangs up with confirmed date and time

Real-time schedule access

AI sees live availability and conflicts

Appointment synced to EHR

In your scheduler within seconds of confirmation

No callback loop

Instant conversion from inquiry to booked appointment

Named EMR integrations

athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, ModMed and more

Frequently asked questions

How does the AI access my practice's live schedule?

The AI integrates directly with your EHR's scheduling module. When a member calls, the AI queries your calendar, sees available slots for the requested provider and date, and offers options. Integrations are pre-configured and secure.

What if a member wants a specific provider or time that's not available?

The AI offers available alternatives and explains wait times. If no slots are available, it logs the member's request and priority level, then alerts your scheduler to contact them. Your staff has more context than a generic voicemail.

Can the AI handle recurring appointments or complex scheduling?

Yes. The AI can book routine follow-ups, coordinate multi-provider visits, and handle requests with specific timing needs. Your practice rules—e.g., 'new patient visits must be 30 min' or 'oncology follows must be within 2 weeks'—are configured into the AI's logic.

What if a member wants to cancel or reschedule after the AI books their appointment?

The AI can handle cancellations and reschedules on the call. Changes are synced to your EHR immediately. Your team receives a notification of the change and can manage confirmations or follow-up.

Do I still need a scheduling team if the AI books appointments?

Yes, but with a different role. Your scheduler manages complex cases, confirms appointments, handles cancellations, and ensures prep instructions are sent. The AI eliminates the back-and-forth loop and reduces routine scheduling load.