Call Handling

Intelligent Call Routing and Triage for Kareo Practices

AI receptionist handles incoming calls intelligently, triages urgent issues, routes to appropriate staff based on Kareo-defined workflows, and logs everything in patient records.

AI screens calls and identifies urgent medical concerns for immediate escalation
Routes calls to correct provider, department, or nurse line based on Kareo patient notes and visit history
Logs call reason, urgency level, and patient context directly into Kareo chart
Handles afterhours calls with recorded message or urgent routing to on-call provider
Reduces staff phone interruptions by handling routine questions and callbacks
Works alongside Kareo for time-sensitive patient follow-ups

How it pays back

Urgent Issues Don't Fall Through

AI routes calls flagged for urgent symptoms to clinicians immediately. No more urgent calls getting stuck in voicemail or missed by staff.

Smarter Call Routing

Using Kareo patient history and visit type, the AI routes calls to the right provider or department without patient confusion or multiple transfers. Post-surgery follow-up calls reach surgical staff; medication questions reach the nurse line.

Complete Call Documentation

Every call is logged in the Kareo chart with reason, triage category, and disposition. Clinicians have a complete picture of patient contacts for continuity of care.

Afterhours Compliance

Kareo practices can set up AI to handle afterhours urgent vs. routine calls, record messages, and escalate appropriately without overnight staff in the clinic.

Urgent Call Escalation

AI routes calls to clinician based on configured escalation rules

Intelligent Routing

Calls routed based on Kareo patient history, visit type, and provider assignment

Call Logging in Kareo

Every interaction recorded in patient chart with triage level and outcome

Afterhours Support

Managed urgent vs. routine calls outside clinic hours per your Kareo settings

Frequently asked questions

How does the AI know which calls are urgent?

The AI is configured with escalation rules and patient-stated symptoms. It also considers recent Kareo visit notes and post-surgical status to flag calls for immediate escalation to your clinicians, who make all clinical decisions.

Can the AI route calls to specific providers based on Kareo assignment?

Yes. If a patient's Kareo record shows a primary provider or specialist assignment, the AI can route call to that provider's voicemail or transfer directly if available.

Are call details saved to the patient Kareo chart?

Yes. Every call is logged as a chart note with the date, caller, reason for call, urgency category, and disposition. This ensures clinicians and staff see all patient contact history.

How does afterhours call handling work with Kareo?

You can configure the AI to take messages afterhours, identify calls for escalation and route to on-call provider via Kareo on-call schedule, or provide callback instructions. Messages are logged for staff review in the morning.

Can the AI handle different types of calls differently (appointment changes, clinical questions, billing)?

Yes. The AI can route appointment calls to scheduling, clinical questions to nurse line or provider, and billing questions to billing staff, all based on Kareo-defined call workflows.