Operations

Free up front-desk staff for in-person work: AI answers calls, books appointments into Kareo, handles after-hours and peak-hour overflow

Front-desk staff at Kareo practices spend hours on the phone booking appointments and explaining policies. MedReception handles routine calls, letting staff focus on check-in and patient care.

AI answers calls during peak hours and after hours, freeing front-desk staff for in-person work
Routine appointment bookings handled by AI; complex scheduling escalated to staff
Callback requests, general information, and appointment confirmations managed without human involvement
Appointments written directly to your Kareo calendar; staff don't re-enter data
Complex calls routed to your team with full context, so staff pick up informed
Staff spend their day on clinical support, check-in, billing, and patient relations instead of phone tag

How it pays back

Front-desk staff can finally focus on patient experience

Phone volume drops. Staff greet walk-ins warmly, process check-ins without interruption, and have time for genuine patient interactions.

Call-handling errors disappear

No more misheard names, wrong appointment times, or forgotten messages. The AI captures information once, writes it to Kareo, and the patient gets a confirmation.

Overtime and staffing pressures ease

If you've considered hiring another front-desk person just to answer phones, the AI may eliminate that need. Existing staff can handle higher workload with less stress.

Phone calls answered by AI

Routine scheduling, callbacks, and information requests handled without staff

Zero Kareo re-entry

Bookings sync directly; staff don't repeat data

Front-desk time freed

Staff focus on check-in, billing, and patient relationships

Call quality improved

Complex issues escalated with context; routine calls resolved first contact

Frequently asked questions

Won't patients be frustrated talking to an AI instead of a person?

Most callers don't mind if their call is answered promptly and their issue is resolved. The AI is courteous, professional, and handles routine work efficiently. For callers who prefer a human, the AI can transfer them to staff. Complex or sensitive calls are escalated automatically.

Can the AI handle my practice's specific policies—copay questions, insurance verification, referral requirements?

Yes. During setup, we train the AI on your policies, payment expectations, and referral workflows. The AI can explain copay amounts, note insurance questions for staff follow-up, and explain your referral requirements. If a question is outside its scope, it escalates.

What happens if the AI can't understand a caller?

The AI will ask for clarification or repeat back what it thinks it heard. If the caller is still unclear, the AI can say 'Let me connect you with our team' and escalate to your staff. The call history and context are available so staff can help immediately.

Does the AI free up staff time immediately, or is there a ramp-up period?

There's typically a 1-2 week ramp-up where staff get comfortable with the system and the AI learns your specific patterns. After that, the phone burden drops noticeably because routine calls are handled automatically.

Can I adjust which calls the AI handles vs. which go to staff?

Absolutely. You control the routing rules. Early on, you might have the AI handle only appointments. Over time, you can expand to callbacks, information requests, and other routine work as you gain confidence.