Scheduling Integration

Automate Appointment Scheduling Directly Into Your Kareo EHR

AI receptionist works alongside your Kareo EHR to book appointments with real-time availability sync, provider rules, and automated patient confirmations.

Live Kareo calendar sync—appointments appear instantly for clinical staff
Respects provider availability, room assignments, and visit type duration rules
Handles double-booking conflicts and waitlist overflow automatically
Sends automated appointment confirmations and reminders via SMS or email
Captures appointment notes and patient context in Kareo chart notes
Supports complex scheduling needs like recurring visits and follow-up appointment chains

How it pays back

No Scheduling Bottleneck

Patients book appointments through AI conversation during the call. They don't wait for staff to check schedules or call back confirmation. Kareo calendar updates in real time.

Fewer Double Bookings and Conflicts

AI enforces Kareo appointment rules, visit type durations, and room capacity constraints automatically. Your clinical schedule stays clean and accurate.

Instant Patient Confirmations

Once booked into Kareo, the AI sends immediate SMS or email confirmations with date, time, location, and any pre-visit instructions. Reduces no-shows and confusion.

Complete Visit Preparation

Context from the booking call—chief complaint, insurance status, new patient intake—is logged in the Kareo chart before the visit, so clinicians are prepared.

Real-Time Kareo Sync

Appointments appear in Kareo calendar instantly upon AI booking

Rules-Based Scheduling

Respects provider availability, visit types, and room assignments from Kareo

Automated Confirmations

SMS and email confirmations sent immediately to reduce no-shows

Complete Audit Trail

All booking interactions logged in Kareo chart for compliance and continuity

Frequently asked questions

Can the AI book appointments for all visit types in my Kareo system?

The AI can be configured to handle visit types you designate (new patient, follow-up, procedure, telehealth, etc.) and will respect the duration, provider assignment, and room requirements you've set in Kareo.

What happens if a patient wants to book a time slot that's already taken?

The AI offers the next available slots based on Kareo availability. It can also place patients on a Kareo waitlist if needed, or escalate to staff for manual scheduling of urgent requests.

Does the appointment confirmation go out automatically?

Yes. Once the AI books the appointment into Kareo, an automated SMS or email confirmation is sent to the patient with the appointment details, location, and any custom pre-visit instructions.

Can the AI handle telehealth appointments in Kareo?

If your Kareo system includes telehealth visit types, the AI can book those appointments and include relevant telehealth access details in confirmation messages.

Are call notes from the appointment booking saved to Kareo?

Yes. The AI saves call notes, patient responses, and appointment context as chart notes in Kareo, so your clinical team has complete information before the visit.