Use Case

Fresno primary care practices: capture new patient calls, qualify callers, and book same-week appointments with an AI receptionist

Fresno primary care faces new patient acquisition pressure and voicemail leaks. An AI receptionist qualifies new callers, captures demographics and insurance, and books them directly into your schedule.

Answer every new patient call with a warm, qualified greeting — no voicemail on new patient lines
Ask screening questions: is caller established, reason for visit, insurance carrier, urgency
Capture name, DOB, phone, insurance, pharmacy, allergies, and chief complaint; return as structured, EMR-pasteable summary for staff to review and file
Book new patient appointments directly into your schedule; appointment and new patient record (name, DOB, phone) sync to your EMR
Route callers to an in-tray if they need to speak to staff (insurance questions, prior authorizations, etc.)
Track new patient call volume and booking rate — visibility into acquisition funnel

How it pays back

New patient calls don't go to voicemail

Callers who reach voicemail often hang up and book elsewhere. An AI receptionist answers every new patient call, books appointments same-day or same-week, and starts patient journey immediately.

Intake completed on call, not at arrival

The AI collects name, DOB, contact, insurance carrier, pharmacy, allergies, and reason for visit. Your front desk receives a structured summary for review and filing. No re-keying, no paper forms at check-in.

Appointment and new patient record sync to your EMR

When the AI books a new patient appointment, the system creates the patient record in your EMR (name, DOB, phone number) and syncs the appointment. Your clinical team opens the chart ready to start intake or review.

Insurance and prior auth questions queued for staff

If a caller asks about coverage or needs prior authorization, the AI routes them to your insurance coordinator's in-tray with the caller's details already captured. No dropped calls, no caller re-explaining.

Visibility into new patient funnel

Track how many new patient calls arrived, how many booked, when they're scheduled, and which providers got new patient slots. Data drives hiring and scheduling decisions.

Every new patient call answered

No voicemail on new patient lines

Intake captured on call

Insurance, allergies, pharmacy, and chief complaint ready for chart

New patient record created

Appointment and patient sync to EMR automatically

Call-to-book tracked

Visibility into new patient acquisition pipeline

Frequently asked questions

Does the AI ask screening questions on new patient calls?

Yes. The AI asks if the caller is established, reason for visit, insurance carrier, and urgency. This helps route the call appropriately and ensures new patients book to the right provider and slot type.

What happens if the caller doesn't have insurance?

The AI notes 'uninsured' or 'self-pay' and still books the appointment. Your front desk receives the summary and can follow up on payment options or sliding scale pricing during check-in.

Can the AI capture insurance details?

Yes. The AI asks for insurance carrier and policy number during the call. These details are returned in the structured summary for your staff. Your staff may ask for a photo of the card at arrival or verify during check-in, but the core information is already logged.

Does the new patient record sync to my EMR?

Yes. When a new patient books an appointment, MedReception creates a new patient record in your EMR with name, date of birth, and phone number. Appointment syncs to your schedule. Your clinical team opens the chart ready to start intake or review.

What if the caller wants to speak to someone about their insurance?

The AI offers to transfer to your insurance coordinator or send the caller to a callback queue with their details pre-captured. Either way, your staff has context and can resolve the question faster.