Kareo + AI

AI calls patients to confirm Kareo appointments, captures cancellations, and offers immediate rescheduling

AI proactively confirms appointments from your Kareo schedule, processes cancellations in real time, and offers rescheduling. When a patient cancels, the slot is freed and waitlist or recall patients are contacted with availability.

AI pulls upcoming appointments from Kareo and calls to confirm 24 hours before (customizable timing)
Confirmation responses are logged to Kareo appointment record for your staff to review
If a patient cancels, AI offers immediate rescheduling from available Kareo slots or adds them to waitlist
Cancellations are processed in Kareo in real time—open slots are freed for other patients
Patients on waitlist or recall list are contacted when a slot opens, with availability offered
No-show risk is reduced because patients have just confirmed they're coming

How it pays back

No-shows drop when patients confirm the day before

AI calls to confirm at a time the patient prefers. Confirmation is logged to Kareo. Patients who can't make it cancel in advance instead of no-showing, opening the slot for another patient.

Cancellations are filled before your staff hears about them

When a patient cancels on the call, AI immediately offers rescheduling from open Kareo slots. If the patient doesn't reschedule, waitlist patients are called with availability. Open slots are backfilled—your schedule stays full.

Kareo data stays current without staff re-work

Confirmations and cancellations are logged to Kareo instantly. Your staff opens the schedule and sees accurate availability. No double-booking, no confusion about which slots are open.

Recall and waitlist patients get real opportunities

When an appointment opens, waitlist patients are called immediately with an offer to book. Your schedule is optimized in real time, and patients feel the practice is responsive to their needs.

Confirmations logged to Kareo appointment record

Confirmation status visible to your staff

Cancellations processed in Kareo in real time

Open slots available for backfill immediately

Waitlist and recall patients contacted automatically

Open slots offered before the day of appointment

Confirmation calls timed to patient preference

Fewer cancellations, fewer no-shows

Frequently asked questions

How does the AI pull appointments from Kareo?

The AI integrates with Kareo to pull a live list of upcoming appointments. It calls patients based on your confirmation window (typically 24 hours before). Confirmation status and any messages from the patient are logged to the Kareo appointment record.

If a patient cancels during the confirmation call, what happens?

The AI offers immediate rescheduling from available Kareo slots. If the patient reschedules, the new appointment is written to Kareo and the cancelled slot is freed. If they don't reschedule, the slot is marked open and the next waitlist patient is called.

Can the AI call at a specific time the patient prefers?

Yes. Patient contact preferences (morning, evening, no calls before work) can be stored in Kareo and honored by the AI. This improves answer rates and reduces patient frustration.

What if a patient doesn't answer the confirmation call?

The AI leaves a voicemail or sends a text (if the patient prefers). If the patient doesn't confirm by appointment time, your clinical staff can flag the appointment as at-risk. Some practices choose to reach out manually before the appointment.

How are waitlist patients contacted when a slot opens?

When a cancellation is processed, the AI pulls the waitlist from Kareo and calls the next patient in order. If that patient is available, the appointment is booked in Kareo immediately. If not, the next waitlist patient is called.