Kareo + Scheduling

Every call booked into Kareo in real time — no manual entry, no scheduling conflicts

AI receptionist answers calls, finds open Kareo slots, books appointments in real time, and sends confirmation texts to patients. Your schedule is always current.

Real-time access to Kareo availability — AI sees live openings
Appointment booked instantly into Kareo calendar during the call
Patient receives SMS confirmation with date, time, location
Double-booking prevention built in — AI checks Kareo availability before confirming
Handles rescheduling and cancellations directly in Kareo
Staff review portal shows all bookings and call details

How it pays back

No scheduling collisions

AI queries Kareo in real time before confirming any appointment. If a slot fills while the patient is still on the call, AI offers the next available time. Overbooking is impossible.

Instant patient confirmation

Appointment is booked into Kareo, and patient gets an SMS within seconds. No confusion, no missed confirmations, no second-guessing what was promised.

Staff starts their day with current schedule

Every after-hours or early-morning call is already in Kareo before staff arrives. No catch-up work, no re-entry, no lost bookings.

Cancellations and rescheduling handled in Kareo

When a patient calls to reschedule or cancel, the AI updates the Kareo appointment directly. That slot is immediately available for the next caller.

Real-time Kareo sync

Appointments written during the call

Double-booking prevention

AI verifies availability before every confirmation

Instant SMS confirmation

Patient gets text within seconds of booking

Rescheduling in one call

Cancellation and new slot both updated in Kareo instantly

Frequently asked questions

How does the AI receptionist know which Kareo slots are available?

The AI has real-time read access to your Kareo schedule. It queries available times based on provider, location, and appointment type, then confirms the slot before booking.

Can the AI receptionist schedule with specific providers or locations?

Yes. You can configure which providers and locations the AI should offer to callers. Patients can request a specific provider, and the AI will show only that provider's available times.

What if a patient wants to reschedule an existing Kareo appointment?

The AI can look up the patient's existing appointment in Kareo, cancel it, and book a new one — all in the same call. The Kareo calendar is updated immediately.

Do appointment details (chief complaint, visit type) get recorded in Kareo?

Appointment type, date, time, and patient contact details are written to Kareo. Chief complaint and reason for visit are captured during the call and returned as a structured summary for your staff to review and file—not auto-populated into the chart. This ensures clinical accuracy and your team's oversight.

What happens if the Kareo connection drops during a booking?

The AI will inform the patient that it's having trouble accessing the schedule and offer to take their information and call them back within an hour with confirmation. Your staff is alerted to the pending booking.