Kareo Integration

AI receptionist that answers after-hours calls, qualifies patients, and automatically books them into your Kareo schedule for the next business day

Patients who call after hours reach your AI, not voicemail. The AI schedules them for the next available slot in Kareo and confirms the appointment. Your staff wake up to a full schedule with zero overnight voicemails.

After-hours calls answered by AI; no voicemail, no missed opportunities
AI schedules callers into next-day Kareo slots based on chief complaint and availability
Appointment confirmed to caller with date, time, and provider name
Patient demographics and appointment details captured; intake summary ready for staff review
Urgent calls (chest pain, uncontrolled bleeding, mental health crisis) escalate to on-call staff
Morning handoff—your schedule is full, patient records are ready, zero data entry

How it pays back

No Lost After-Hours Revenue

Callers don't abandon because voicemail feels like a dead end. The AI confirms an appointment on the call. They show up the next day. Your schedule stays full instead of relying on no-shows and recall campaigns.

Clear On-Call Protocol

The AI knows which calls are truly urgent and which can wait until morning. Chest pain, confusion, severe bleeding—those route to on-call staff immediately. Everything else gets a confirmed morning appointment. Your on-call staff aren't woken by routine scheduling calls.

Zero Overnight Administrative Work

No staff listening to voicemail at 7 a.m. No scrambling to call people back and fill gaps. Tomorrow's patient list, intake summaries, and triage notes are ready for your team. Office opens ready to deliver care.

After-hours calls answered

No voicemail, no call abandonment

Appointments booked to Kareo

Next-day slots filled based on availability and chief complaint

Patient records ready

Demographics, appointment details, and triage notes captured for staff review

Urgent calls escalated

Red flags route to on-call provider; routine calls scheduled

Frequently asked questions

What if a patient calls at midnight and needs an urgent appointment?

If the AI detects urgent symptoms (severe chest pain, difficulty breathing, active bleeding, suicidal ideation), it immediately escalates to your on-call provider or sends the caller to the ED. For urgent-but-not-emergent issues, it offers the first available slot the next morning or routes to urgent care if your practice doesn't operate nights.

How does the AI know which Kareo time slots are available the next day?

The AI integrates with Kareo's real-time calendar. It can see all providers' schedules, visit types, durations, and breaks. It applies your scheduling rules (e.g., new patients get 30 min, follow-ups get 15 min) and offers the caller the earliest match or presents options.

What if a patient says they prefer a specific provider?

The AI notes the preference. If that provider has availability, the AI books the caller with them. If not, the AI offers the next available option or asks if they'd like to be waitlisted for that provider's next opening.

Does the appointment confirmation go to the patient's phone?

Yes. After booking, the AI can send the appointment confirmation via SMS and/or email (if captured). Your Kareo system can also send a reminder the day before. This reduces no-shows.

What happens if Kareo is down or the integration fails?

The AI can queue the call locally and retry the Kareo sync. If the outage persists, the call is logged and escalated to your on-call staff so no appointment is lost. Once Kareo is back online, the system completes the booking.