Kareo Workflow

Multi-location Kareo practice: one AI answering all offices, routing to the right clinic

A single AI phone line answers calls for all your Kareo clinics. Callers select their location or the AI routes them intelligently. Appointments are booked into each clinic's Kareo calendar.

Single main number for all locations; AI asks 'Which clinic would you like?' or looks up caller history
Each location has its own Kareo calendar and open slots; AI reads all of them
Appointments booked into the correct clinic's Kareo schedule
After-hours calls to any location are answered and triaged appropriately
Complete call and booking history visible in each Kareo clinic's records

How it pays back

Patients Don't Need Multiple Numbers

Instead of remembering separate numbers for the downtown clinic, satellite office, and urgent care, patients call one number. The AI routes them accurately, and they book into the right clinic's Kareo schedule.

No Cross-Clinic Call Forwarding Chaos

Traditional setup: calls to clinic B ring clinic A; clinic A transfers to clinic B; call drops or gets lost. AI setup: one call, AI recognizes the location request, and books directly into clinic B's Kareo calendar.

Unified After-Hours Coverage

One AI answering for all locations means consistent after-hours service at every clinic. No clinic is left without coverage. Urgent calls are escalated to the right on-call provider based on location.

Clinic-Specific Intake and Triage

You set different intake questions and urgency rules per clinic (pediatrics vs. orthopedics, for example). The AI applies the right ruleset based on caller's location or specialty.

One AI, all locations

Single phone line answers for all Kareo clinics

Multi-clinic scheduling

AI reads open slots in each clinic's Kareo calendar and books accordingly

Direct routing

AI routes to the correct clinic's Kareo record

Location-specific rules

Different intake, triage, and escalation rules per clinic

Frequently asked questions

How does the AI know which clinic a caller wants?

You have two options: (1) The AI asks 'Which location?' and the caller selects from a menu, or (2) The AI uses caller phone number history to recognize returning patients and route them to their usual clinic. For new callers without a preference, the AI can ask or offer the closest clinic by zip code.

Does each clinic have its own Kareo account, or do they share one?

Either works. If you have a single Kareo instance with multiple clinics/locations, the AI integrates with that one system and reads all clinic calendars. If each clinic has a separate Kareo instance, the AI can integrate with multiple Kareo accounts and sync appointments to the right one.

Can I set different hours for each clinic?

Yes. Clinic A is open 9–5 Monday–Friday; Clinic B is open 10–6 with Saturday hours. You set each clinic's hours in the AI system. After-hours calls are answered and either booked (if applicable) or escalated to that clinic's on-call provider.

What if a caller asks for an appointment at a different clinic than usual?

The AI can offer that option. If a returning patient normally goes to clinic A but asks to be seen at clinic B, the AI books them into clinic B's Kareo calendar. The appointment goes to the right place.

How does escalation work for multi-location practices?

You can set escalation rules per location. Urgent calls to the pediatrics clinic ring the pediatrician on-call; urgent calls to the orthopedics clinic ring the orthopedic surgeon on-call. The AI routes to the right person based on clinic and urgency level.