Kareo Integration

Kareo clinic: AI calls back missed callers, reschedules them, and logs the outcome in Kareo

When a caller misses you and hangs up, AI automatically calls them back within minutes, apologizes, reschedules them, and books the appointment into Kareo. Staff see the result immediately.

AI detects missed calls (voicemail left, caller hung up, or call dropped)
Automated callback placed within 5–10 minutes with AI greeting: 'We just missed you—let's get you scheduled'
AI re-offers available appointment slots and books directly into Kareo
Callback attempt and outcome logged in Kareo patient record so staff see outreach history
If AI callback unanswered, SMS sent with available times and link to book online via your portal
Recovers bookings that would otherwise be lost

How it pays back

Stops the lost-call leak

Missed callers don't hang up and call a competitor. AI reaches them proactively and completes the booking.

Appointment secured without staff intervention

AI callback and Kareo write happen automatically. Staff see the result, not the process.

Patient experience improves

Callers feel heard. Your clinic cares enough to call back and reschedule them, not leave them hanging.

Revenue recovers

Each recovered booking is a full appointment slot filled that would have been empty.

Missed calls detected and actioned

Automatic callback and rebook within minutes

Appointment written directly to Kareo

No staff re-entry; booking live immediately

Callback history logged

Patient record shows outreach and outcome

Multi-channel follow-up

Callback, SMS, and online booking link all available

Frequently asked questions

How does the AI know a call was missed?

Your phone system logs missed calls (voicemail left, dropped call, or caller hung up). The AI processes that log and triggers automatic callbacks for eligible calls—typically within 5–10 minutes.

What if the patient answers the AI's callback?

The AI greets them, apologizes for the miss, confirms they still want to schedule, and re-offers available appointment times. If the patient agrees, the appointment is written directly to Kareo with a note that it was rebooked via callback.

Does this show up in Kareo?

Yes. The rebooked appointment appears in your Kareo schedule, and a callback note is added to the patient's record so your staff see that outreach was made and the booking was recovered.

What if the patient doesn't answer the callback?

The AI sends an SMS with a summary: 'We're sorry we missed your call. Here are available times [list] or book online [link].' Your staff can also see the missed call and follow up manually if needed.

Can I adjust which missed calls trigger a callback?

Yes. You can configure rules—for example, only callback missed calls during business hours, or exclude patients with confirmed future appointments to avoid double-booking confusion.

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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