Patient Intake

How AI receptionist captures new patient data and syncs to Kareo: instant records, demographics sync, intake summary

When a new caller reaches MedReception's AI, the system captures name, date of birth, and phone number, then creates the patient record in Kareo automatically. Structured intake is returned as a summary for staff to review and file.

Caller provides name and date of birth during initial conversation
AI creates new patient record in Kareo with demographics instantly
Intake questions capture reason for visit, medical history, and allergies on the call
All clinical details returned as structured summary for staff to review and file
No re-entry needed—new patient is ready for provider intake or check-in
Staff maintains full control over chart documentation and clinical accuracy

How it pays back

New patient record created in seconds

Caller gives name and DOB. The AI builds the Kareo patient profile immediately, and your staff sees it live.

Intake happens during the call, not before it

Traditional new-patient forms are filled out after scheduling. The AI captures intake *during* the booking call, so appointment and health data arrive together.

Structured data, not scattered notes

Chief complaint, medical history, allergies, and medications are organized in a pasteable format for your staff to review and file, not buried in voicemail.

Faster check-in day

Your front desk and clinical staff already have demographics and history when the patient arrives. Check-in is verification, not data collection.

New patient record syncs to Kareo

Name, date of birth, and phone number write to the EMR automatically

Intake captured on the call

Medical history, allergies, and chief complaint recorded and returned as a structured summary for staff

No re-entry or manual patient setup

Demographics populate Kareo; staff focuses on clinical documentation

Staff control preserved

All clinical notes reviewed by your staff before filing to patient chart

Frequently asked questions

What if the new patient's name is unusual or hard to spell?

The AI asks the caller to spell it. If there's any doubt, it confirms the spelling and date of birth twice to ensure the Kareo record is accurate.

Does the AI capture insurance information?

Yes, the AI asks for insurance details on the call. Insurance info is captured and returned in the structured summary for your staff to enter into Kareo's insurance fields, not synced automatically.

What if a new patient also books an appointment?

The AI creates the patient record in Kareo and books the appointment in the same call. Your staff sees both—new patient profile and scheduled appointment—instantly.

How does the AI know the patient is new?

The AI checks Kareo by name and date of birth. If there's no match, it's treated as new. If a match is found, the existing record is updated instead.

Can I control which intake questions the AI asks?

Yes. During onboarding, we configure the intake questionnaire based on your practice's specialty and clinical workflow. You can update it anytime.

Are the captured clinical details automatically filed in Kareo, or does staff do it manually?

Staff reviews and files them. The AI returns structured intake as a summary; your staff decides what goes into the medical record and ensures clinical accuracy and compliance.