Workflows

Unified AI Answering for Multi-Location Practices with Centralized EHR

Route calls across multiple clinic locations, check real-time availability in each EHR, and book appointments into the right patient record—all from one AI phone line.

Single AI phone number answers calls for all locations
AI checks availability and patient history across all clinic calendars in real-time
Appointments book into the correct location's EHR schedule
Patients routed to preferred or nearest clinic based on availability
New patients created in the master EHR with location tagged
Backup routing to second location if primary is fully booked

How it pays back

Centralized Scheduling, Local Presence

Callers dial one number and reach a local-sounding AI that knows all your clinic hours, providers, and schedules. They're routed to the right location without transfers or confusion.

Unified Patient Record

Whether a patient calls for Location A or Location B, their record lives in one EHR. AI sees their full history and preferences, ensuring continuity of care across locations.

Real-Time Availability Across Locations

AI queries all clinic calendars simultaneously. If Dr. Smith at Location A is booked, AI instantly offers Dr. Jones at Location B or the next available slot—no call transfer needed.

Reduces Scheduling Coordination Work

Staff no longer juggle calls between locations or manually sync schedules. AI handles routing and ensures every appointment lands in the right EHR calendar.

One phone number, all locations

Patients call once and reach their nearest or preferred clinic

Real-time multi-location sync

AI checks availability across all EHR calendars instantly

Unified patient identity

All locations share one master patient record in EHR

Named EHR integrations

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

Frequently asked questions

How does AI know which location a patient prefers?

AI asks early in the call. If the patient has called before, their location preference is noted in their EHR record. If new, AI offers all available appointments and lets the patient choose.

What if two locations have the same provider?

AI prioritizes based on availability, then distance or patient preference. For example, if Dr. Smith has an opening at both Location A and B, AI offers the nearest clinic or asks the patient which they prefer.

Can we set minimum or maximum drive times between locations?

Yes. We can configure rules such as 'only offer Location B if Location A is more than 14 days out' or 'offer nearest clinic within 15 minutes drive time.' Custom routing logic is set during implementation.

How are new patients assigned a home location?

New patients are created in the master EHR with their booked location tagged. Future calls recognize them and default to that location, though AI can offer other clinics if requested.

What if our locations use different EHR systems?

If each location has its own EHR instance (e.g., two separate Tebra accounts), we integrate with each. Cross-location patient lookup may be more manual, but AI still routes calls correctly and books into each system.