Multi-Provider

AI receptionist handles calls for all your Kareo providers—books appointments by availability, specialty, and patient preference

AI receptionist for Kareo group practices that reads all provider schedules, books calls into the right provider's calendar, and handles complex multi-provider logistics without staff coordination.

AI reads all provider schedules from Kareo in real time—no manual updates needed
Caller is offered available appointments across all providers or filtered by specialty or preference
Appointment books into the correct provider's Kareo calendar; new patient demographics (name, DOB, phone, provider assignment) sync to Kareo
Complex preferences ("I only see Dr. Smith" or "I prefer afternoon appointments") are handled on the call
New patient records are created with assignment to the correct provider
All bookings, cancellations, and rescheduling stay in sync across your Kareo system

How it pays back

Every provider's calendar is live

No more "let me check with the scheduler and call you back." The AI sees all provider availability right now and books confirmed slots on the call.

Patients get their preferred provider

If a caller wants a specific provider or specialty, the AI offers their next opening. If they're flexible, the AI finds the soonest appointment across your group.

Staff coordination is eliminated

No more emails between front desk staff trying to figure out which provider has an opening. Kareo is the single source of truth and the AI reads it in real time.

Multi-location practices stay synchronized

If your group has multiple offices or Kareo locations, the AI can book across locations and providers, keeping every calendar in sync.

All provider schedules synced

Real-time availability across your Kareo group

Complex bookings handled

Multi-provider preferences, specialties, and locations

Patient assignments correct

New patient records created under the right provider

Calendar conflicts prevented

All bookings write to Kareo instantly

Frequently asked questions

How does the AI prioritize which provider to offer first?

You can configure rules in Kareo—by specialty, seniority, availability, patient history. For example, new patients might always be offered to the intake specialist first, or returning patients see their regular provider if available. The AI applies your rules and presents the best match to the caller.

What if a patient calls asking for a specific provider who's not available?

The AI checks that provider's next opening and offers it. If the caller doesn't want to wait, the AI can offer another provider or place them on a cancellation waitlist that's synced to Kareo.

Does the AI handle multi-location practices?

Yes. If your group has multiple Kareo locations or practices, the AI can read all schedules and offer appointments across locations. You can also restrict bookings to specific locations if you prefer.

How does rescheduling work across multiple providers?

Callers can reschedule their existing appointment on the call. The AI checks that provider's schedule, moves the appointment to a new slot, and syncs the change to Kareo. If they want to switch to a different provider, the AI can facilitate that too.

What if two providers have the same name or specialty?

The AI asks clarifying questions—location, years of experience, or other identifying details—to ensure the caller gets the right provider. You can also label providers with initials or location in Kareo to distinguish them.