Compliance

What the Kareo integration writes, what it reads, and what stays out of the chart until your staff file it

Building your HIPAA risk analysis? Here is exactly what MedReception writes to Kareo, reads from it, and keeps out of the chart until staff file it.

Writes to Kareo: appointment bookings, new patient records, and demographics — name, date of birth, phone number — and nothing else
Reads from Kareo: provider schedules and open slots to offer real availability, and the patient record to match a returning caller to their existing chart
Kept out of the chart: insurance details, photo ID, and every clinical answer come back as a structured, Kareo-pasteable summary your staff review and file
The connection runs on a credential your practice controls and can revoke; it is stored encrypted and is never shared across customers
Every write, read, and call is logged with a timestamp and outcome, so a reviewer can trace one patient from the phone call to the Kareo entry

How it pays back

Minimum necessary, written down

The AI touches only the fields booking requires. Your risk analysis can name each data element that crosses into Kareo and each one that does not, instead of describing the connection as blanket EHR access.

Staff stay the gatekeepers of the chart

Insurance, ID, and clinical answers never land in Kareo on their own. They arrive as a structured summary a staff member reviews and pastes, so a wrong carrier or a misheard medication cannot enter the record unseen.

One traceable path per patient

Because the integration log records every write and read with a timestamp, a reviewer can follow a single caller from the call to the Kareo appointment and confirm nothing else was touched.

The practice holds the key

The connection uses a credential your practice controls. Revoke it and the AI's write and read access ends; the appointments and patient records already in Kareo are yours and stay exactly where they are.

Bookings, new patients, demographics

The only records the AI writes into Kareo

Insurance and clinical answers

Returned as a staff-reviewed summary, never written to the chart by the AI

Practice-controlled credential

Encrypted, single-customer, revocable at any time

Integration-level audit trail

Every write and read time-stamped for your compliance reviewer

Frequently asked questions

Exactly which fields does the AI write into Kareo?

Appointment bookings, new patient records, and the demographics needed to create or match one: name, date of birth, and phone number. That is the complete list. Insurance details, photo ID, and anything clinical are captured on the call and returned in a structured summary for your staff to review and file.

Does anything a caller says about symptoms, medications, or history end up in the Kareo chart automatically?

No. The AI does not author clinical documentation and does not make clinical decisions. What a caller reports is returned as a Kareo-pasteable summary; a staff member reads it and decides what to file. If a caller describes an emergency, the AI directs them to the emergency department or to call 911 rather than continuing intake.

What does the AI read from Kareo, and why?

Provider schedules and open slots, so it offers times the practice can actually honor, and the patient record, so a returning patient is booked against their own chart rather than a duplicate. Booking needs no clinical data, so the booking flow reads none.

How do we describe this connection in our HIPAA Security Rule risk analysis?

Treat MedReception as a business associate with a scoped connection: the elements it writes (bookings, new patient records, demographics), the elements it reads (schedules, patient match), and the elements that stay with staff (insurance, ID, clinical content). Our team answers your vendor security questionnaire and walks your compliance lead through each flow before go-live.

Who holds the Kareo credential, and what happens if we revoke it?

Your practice does. The credential is stored encrypted, is never shared with another customer, and can be revoked by you at any time. Revocation ends the AI's ability to write or read; appointments and patient records already in Kareo remain yours and untouched.

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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