Compliance
The AI receptionist books appointments and creates new patient records in Kareo with end-to-end encryption, role-based access control, and full audit trails for every interaction. Clinical intake and insurance data are captured securely and returned as structured summaries for your staff to review and file.
No additional security infrastructure required. The AI receptionist is HIPAA-certified, BAA-bound, and syncs appointment and patient demographic data to Kareo with enterprise-grade encryption and access controls already in place.
Your compliance and quality teams can trace which calls led to appointments booked or new patients created. Full chain of custody for every interaction.
The AI captures medical information and intake details on the call but does not write them directly to the clinical record. Your staff reviews structured, EMR-pasteable summaries and files them according to your documentation standards. You maintain control over the permanent chart.
Insurance verification and photo ID images are captured and stored securely but not synced to Kareo. Your staff reviews and files them manually. Reduces risk of data duplication or error.
HIPAA BAA in place
Business Associate Agreement covers all data exchange between MedReception and Kareo
End-to-end encryption
All calls, recordings, and data transfers encrypted in transit (TLS) and at rest
Full audit trail logged
Every Kareo sync event, access, and change recorded with timestamp, user, and data details
Role-based access control
Staff view only call data and records they are authorized to access; compliance officers see audit logs
Yes. MedReception signs a HIPAA BAA with your practice and with Kareo (or you, depending on Kareo's architecture) covering all protected health information shared during the integration. The BAA outlines data handling, security requirements, breach notification, and your practice's compliance obligations.
Call recordings are stored in MedReception's encrypted, HIPAA-compliant infrastructure. Transcripts and links to the recordings are attached to the patient record in Kareo, but the actual audio file remains in a separate, secured vault. This reduces Kareo's data footprint and simplifies your backup and retention policies.
No. Role-based access control is enforced. A front desk receptionist can see calls for patients in their clinic, but not calls from other locations. A clinician can see calls for their own patients. Managers can view aggregate call data and audit logs. Your Kareo admin controls role assignments.
The audit log captures: timestamp, source (which call or interaction), action (appointment booked, patient created, data updated), user who triggered the action, data changed, and success/failure status. This log is retained for the period you specify and is available for regulatory review.
No. Insurance information is captured on the call and stored securely but not written to Kareo. Your staff can verify the insurance independently (via your insurance eligibility tool or carrier portal) and then manually enter verified details into Kareo. This prevents downstream coding, billing, and compliance issues from unverified data.
Retention policies are configurable. Default is typically 90 days to 3 years depending on your specialty and state law. You can set automatic deletion, archive to cold storage, or indefinite retention. All retention actions are logged.
See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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