Workflow

AI receptionist reads your Kareo availability in real time and routes calls to the right provider instantly

MedReception's AI checks Kareo provider schedules during every call and routes urgent cases, follow-ups, and new patient requests to available providers without staff involvement.

AI reads Kareo schedule in real time to identify available providers and open appointment slots
Urgent calls routed to on-call provider or escalated based on your Kareo coverage rules
Follow-up appointments offered only within booked providers' available times
New patient requests directed to providers with open schedules and matching specialties
Time zone and location rules from Kareo automatically applied to all routing decisions
Failed bookings avoided: AI never offers a slot that's unavailable in Kareo

How it pays back

Calls reach the right provider first

Instead of calls bouncing between front desk and providers, AI reads who's available in Kareo and connects callers to the right person or books them into the next open slot.

No stale schedule conflicts

Because the AI checks Kareo in real time, schedule changes (blocks, cancellations, additions) are respected immediately. Overbooking cannot happen.

Urgent cases escalate without delay

Triage questions answered by the AI determine if a call needs immediate provider attention. If so, the system routes to on-call staff or escalates based on your Kareo on-call rules.

Staff stop fielding routing questions

Callers no longer ask 'Is Dr. Smith available?' The AI answers in seconds by checking Kareo and offering the next open slot or an alternative provider.

Real-time Kareo read

Schedule checked during every call for current availability

Specialty-aware routing

Calls matched to providers and their Kareo specialties and availability

Urgent escalation built-in

Triage logic routes urgent calls to on-call staff per your rules

Zero overbooking

AI only offers slots that are confirmed open in Kareo

Frequently asked questions

Does the AI read my Kareo schedule before routing the call?

Yes. Every call triggers a real-time check of your Kareo availability. The AI sees which providers are in, their open slots, any blocks or time off, and specialty assignments.

Can I set custom routing rules based on provider or location?

Your Kareo provider setup, specialty assignments, and availability blocks define the routing logic. The AI respects all of these. Custom rules in your Kareo configuration are automatically applied.

What happens if no provider is available?

The AI offers the next available appointment slot and books it into Kareo. If the caller prefers same-day or urgent care, the AI can escalate to on-call staff or suggest an urgent care referral per your protocols.

Does the AI handle after-hours calls?

Yes. After-hours calls are answered and triaged by the AI. If urgent, they're escalated to on-call staff per your Kareo on-call configuration. If routine, they're logged and the appointment request is booked for the next business day.

Can providers update their availability in Kareo and have the AI respect it immediately?

Yes. Any changes to provider availability, time blocks, or off time in Kareo are reflected in AI routing within seconds. Your schedule is the source of truth.

Bring this to your practice

See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.

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