Workflow
IVR menus route calls to a queue; AI receptionists book appointments directly in your calendar and EMR. Learn the complete workflow and why it eliminates rework.
IVR transfers callers between departments and queues. AI receptionist books appointments in a single conversation. Caller hangs up with a confirmed time and confirmation number. Your calendar is already updated.
Most practices manually enter appointments into the calendar after the call. AI writes the appointment directly to your EMR calendar—one less step, zero transcription errors, and patient record updated immediately.
New patients captured through IVR still require staff to manually create records. AI creates patient records automatically on the call with name, date of birth, and contact information, and returns a structured summary. First appointment starts with a complete intake.
IVR captures only contact info. AI receptionist returns full intake summary: presenting complaint, medical history, medications, allergies, insurance details, and any clinical flags. Staff review and paste it into the chart in seconds. No follow-up calls needed.
Manual calendar entry causes double-bookings and conflicts. AI writes directly to your EMR availability, respects provider preferences, and prevents overlaps. Your schedule stays clean and accurate.
Appointment booked in one call
No transfers, no hold queues, no callbacks
Real-time EMR calendar write
Appointment appears in your system instantly
Structured intake capture
Chief complaint, history, allergies, insurance, and escalation flags
New patient record creation
Name, date of birth, and contact information captured and written to EMR
AI listens to the caller's chief complaint and reason for visit. For a new rash, it routes to dermatology. For a sore throat, primary care or urgent care. For follow-up labs, it checks the patient's provider on file. If uncertain, AI asks clarifying questions—exactly like a real receptionist.
AI offers alternatives: later availability with the same provider, availability with another provider in the same specialty, or adds the caller to the waitlist for cancellations. All options are offered in conversation, and the caller chooses. Waitlist placement is instant.
Yes. During the call, AI collects insurance card information, emergency contact, and medical history verbally. A structured summary is returned to staff for review and filing. Detailed paperwork forms can be sent via SMS or patient portal after the call if needed—but the appointment is already booked and the chart is populated with the intake summary.
AI recognizes returning patients, pulls their chart, and confirms or updates contact info and phone number during the call. Updated demographic information is written back to the EMR. You always have current patient data.
AI schedules automated confirmations: SMS reminder 24 hours before, and optional call reminder. Cancellations and rescheduling requests come back through the same AI system. Your calendar stays synchronized without staff intervention.
Yes. AI checks your telehealth and in-person availability, confirms the visit type with the caller, and books accordingly. Telehealth links are included in confirmation messages. All appointment types are handled in a single workflow.
Next step
Replacing the phone tree
What replaces an IVR menu when callers get a conversation instead.
Core Capability
Patient Intake
Learn how structured intake capture replaces IVR data collection with medical context.
Technical Integration
EMR and EHR Integrations
Explore the EMR systems that AI receptionist integrates with for direct appointment writing.
See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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