Patient Intake

Every new patient call is answered live and intake data is captured, even after hours and weekends

The AI receptionist answers every patient call—before hours, after hours, weekends—and conducts full intake if it's a new patient or routes existing patient calls appropriately. No voicemail, no missed intake opportunities.

New patient calls are answered live 24/7 and intake is conducted during the call—no 'call back tomorrow' voicemail
Intake data (demographics, insurance, medical history, appointment request) is captured and structured whether the call comes in at 9 AM or midnight
Existing patient calls are routed to the on-call provider, nurse line, or voicemail based on urgency—not missed entirely
After-hours appointments are booked directly into your schedule; morning staff see them with full intake summaries when they arrive
Insurance and emergency contact information is collected on every new patient call, whether inbound or after-hours
HIPAA-compliant call recording and encrypted storage for all captured data

How it pays back

Never Lose a New Patient Call

A new patient who calls at 7 PM is answered instantly, completes intake, and has an appointment scheduled—not a voicemail left overnight. The next morning, your team has a complete intake summary ready for review.

After-Hours Intake Is Complete Intake

No abbreviated after-hours calls. Whether a new patient calls during business hours or at 3 AM, they receive the same full intake, the same appointment scheduling, and the same structured summary for your chart.

Morning Handoff Is Seamless

When your team arrives, after-hours new patient calls have already generated structured intake summaries. Nothing to transfer, no audio to transcribe. Just review and prepare.

Patient Convenience Drives Bookings

Patients can complete intake on their schedule—lunch break, evening, weekend. They get an instant appointment confirmation. No callback required. Higher attachment rate, more completed intakes.

Intake captured on first contact

Demographics, insurance, history collected during the call, not later

Data ready for morning staff

After-hours intakes produce structured summaries ready for review at start of business

HIPAA-secure by design

Encrypted storage and compliance with all healthcare privacy requirements

Frequently asked questions

What happens if a call comes in after hours and your EMR is offline?

The AI captures the data locally and queues it for sync as soon as your EMR is available (usually within seconds). The structured intake summary is stored securely and syncs automatically. Your staff see the complete record in the morning.

Can you configure different intake flows for daytime vs. after-hours calls?

Yes. Many practices use a shorter intake for after-hours calls (just name, phone, reason, and insurance) and a full intake during business hours. Your practice controls the configuration.

How does the AI know to route existing patients vs. take new patient intake?

The AI checks your EMR in real time. If the caller's phone number matches an existing patient, they're routed appropriately (to on-call provider, nurse line, or voicemail). If not in the system, the new patient intake flow begins.

What if a patient calls after hours with an urgent issue?

The AI receptionists are configured to escalate urgent calls—chest pain, severe bleeding, allergic reaction—to the on-call provider or 911, depending on your workflow. Routine new patient intakes go through normally; emergencies are triaged first.

Can patients book appointments after hours, or does it just collect intake data?

Patients can book appointments after hours. The AI checks your availability (you configure which slots are bookable after-hours) and confirms the appointment during the call. The booking syncs to your EMR immediately.

Do you charge extra for after-hours intake and scheduling?

Pricing is typically per-call or per-month and covers 24/7 operation. Check with MedReception for your specific plan.