Kareo + AI

Route calls intelligently and escalate urgent patients to the right provider—all coordinated with your Kareo schedule

AI receptionist answers calls, qualifies the reason, and routes to the right provider or staff member based on real-time Kareo availability. Urgent calls escalate to on-call staff or answering service.

AI reads your Kareo schedule in real time—knows which providers are available, which are in surgery or with patients
Caller reason is captured and calls are routed to appropriate staff (nurse triage, billing, clinical team) based on need
Urgent calls (chest pain, difficulty breathing, bleeding, severe allergic reaction) are escalated immediately
After-hours urgent calls are routed to on-call protocol or answering service without caller repeating their story
Call context (patient name, chief complaint, urgency flag) is passed to the receiving staff member or system
Failed transfers or no-answers are logged and can trigger callback or escalation to backup staff

How it pays back

Urgent calls reach the right person in seconds

AI hears the call reason, checks your Kareo schedule, and routes directly to an available provider or on-call staff. Urgent flags are set automatically. Clinical staff sees the patient name and chief complaint before the call rings.

No repeat of the patient story

AI captures the call reason and patient details once. When the call transfers, your staff already has context. Transfers are warm—the caller hears a brief hold and then reaches the right person without re-explaining.

Billing and clinical calls go to the right queue

Insurance questions route to billing; appointment requests to scheduling; symptoms to clinical triage. Calls don't pile up in the wrong inbox or get transferred around.

After-hours urgent calls don't go dark

AI evaluates urgency and routes to on-call staff or emergency answering service. Your Kareo-connected practice stays responsive even when the office is closed.

Real-time Kareo schedule access

Routes to available providers only

Urgent calls escalated automatically

Chief complaint and context passed to receiver

Warm transfers with call context

Staff sees patient name and reason before answering

After-hours protocol integration

Routes to on-call or backup service

Frequently asked questions

How does the AI know which providers are available from Kareo?

The AI reads your Kareo schedule in real time. It sees provider availability, block time (surgery, lunch, meetings), and shift hours. When a call comes in, the AI routes to an available provider or sends the call to the appropriate queue (nurse line, message system, or callback list).

What counts as an urgent call?

AI is configured to flag calls mentioning critical symptoms (severe chest pain, difficulty breathing, severe bleeding, allergic reactions, etc.). Urgent calls are escalated immediately to on-call staff or emergency routing without delay.

What information do the receiving staff member see when an urgent call transfers?

The receiving staff member sees the caller's name, reason for calling, and urgency flag. If the caller is an existing patient in Kareo, their chart identifier appears so staff can pull their record.

What if no providers are available?

If all providers are in appointments, the AI routes the call to a clinical triage line or messaging queue. The caller can leave a voicemail or message, or the AI can offer a callback time. For urgent calls, escalation to on-call or emergency services is triggered immediately.

Can the AI route calls differently by day of the week or provider schedule?

Yes. The AI pulls your real-time Kareo schedule every time a call arrives. If a provider is in clinic Monday but not Tuesday, routing adjusts automatically. Weekend and holiday routing can be set to different protocols (on-call, answering service, callback queue).