Scheduling

Interventional pain callers get real open slots on the phone — providers, rooms, and procedures checked live

Typical medical offices check the calendar after the call ends, then call back to confirm. MedReception's AI checks your actual availability in real time, offers open slots to callers during the conversation, and books directly into your EMR.

AI accesses live provider and procedure room schedules from your EMR on every call
Callers offered real open slots — not tentative holds that require callback confirmation
Appointment preferences captured and matched to availability: preferred provider, procedure type, time of day
Booking confirmed during call and written to EMR immediately; patient receives confirmation via SMS and email
Reduces callback cycles from 'call back to confirm' to zero
Handles provider-specific procedures and multi-room scheduling automatically

How it pays back

Callers booked in one call instead of two

No 'I'll call you back to confirm' loop. Real availability is offered and confirmed during the conversation.

No-show risk reduced by immediate confirmation

Patient receives SMS and email confirmation on the call. Appointment data syncs to their portal and reminder schedule immediately.

Procedure room utilization maximized

AI books around existing procedures and prep time. Open blocks are filled efficiently instead of remaining empty due to staff forgetfulness.

Caller frustration eliminated

Patients know they're booked before hanging up. No waiting for callback, no uncertainty.

Staff callback volume drops sharply

Appointment coordinators no longer spend half the day calling patients back to confirm AI-booked slots.

Real-time availability checked on every call

Provider, room, and procedure type matched to open slots in your EMR

Appointments confirmed on the call

Callers know they're booked before hanging up

Booking synced to EMR immediately

No manual entry, no transcription errors

Confirmation SMS and email sent automatically

Patient receives appointment details and reminder schedule instantly

Callback cycles eliminated

One-call booking replaces two-call 'hold and confirm' workflow

Multi-room and provider-specific scheduling supported

Complex procedure room logic handled without staff intervention

Frequently asked questions

What if a procedure is provider-specific or requires a particular room?

The AI knows which procedures are tied to which providers and rooms. It only offers slots where the right combination is available. For example, if only Room 2 has the fluoroscopy equipment, only those time slots are offered for that procedure type.

What if the caller has no preference — just wants the next available?

The AI offers the next available slot. If the caller wants a specific provider or time, the AI adapts and shows alternatives.

How does the AI handle procedure prep time and post-op buffer?

Your practice defines prep and buffer times in the EMR. The AI accounts for these when checking availability. A 30-minute procedure with 15-minute prep and 20-minute post-op buffer blocks out the full duration.

What if the EMR goes down or the connection is lost?

The AI has a fallback mode. It either holds the caller briefly while re-establishing connection, or routes to staff with a note that a booking couldn't be confirmed in real time.

Can the patient reschedule or change their appointment through the AI?

Yes. If an established patient calls to reschedule, the AI looks up their existing appointment, shows available alternatives, and updates the EMR. The old appointment is cancelled and the new one confirmed.

Does real-time booking work with all EMRs?

Real-time availability is supported with named EMR integrations including athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, and ModMed. Setup timelines and fallback options vary by system.