Patient Intake

New patient demographics captured on the call and written to Kareo — name, DOB, phone, email, address. Insurance, ID, medical history, and allergies returned as a structured summary for your team to review and file.

New patients calling a Kareo practice need to provide demographics. An AI receptionist captures patient name, date of birth, and contact info on the call and writes it directly to Kareo so charts are ready for your clinical team. Insurance details, photo ID, medical history, and allergies are captured and returned as a structured summary for staff to review and file.

Caller provides name, date of birth, phone number, and email during the intake call
AI writes new patient demographics (name, DOB, phone, email, address) to Kareo instantly — chart is created and ready for your staff
Insurance details and photo ID are captured and returned as a structured summary for staff to handle separately
Medical history, allergies, and medications are documented as a summary for your team to review and file
No duplicate chart creation — AI checks if patient already exists in Kareo before creating new record
Your clinical team starts with complete, accurate patient data from day one

How it pays back

New patient charts are ready before the first visit

By the time the patient arrives or the first provider opens the chart, demographics are already in Kareo. No rushing to catch up on paperwork.

Staff spends zero time re-entering new patient data

Demographics are already in Kareo, captured during the call. Your team can focus on verifying insurance, collecting photo ID, and clinical prep instead of typing.

Insurance and ID verification remains under your control

The AI captures what the patient says, but your staff handles insurance verification, photo ID, and final chart review to ensure accuracy and compliance.

Fewer duplicate or incomplete records

The AI checks Kareo to see if the patient already exists, preventing duplicate chart creation and ensuring consistent patient identity.

New patient demographics written to Kareo during the call

Name, DOB, phone, email, address — no staff data entry needed

Insurance details captured for staff verification

Structured summary provided for compliance and billing review

Medical history and medications documented

Returned as summary for clinical review and filing

Duplicate prevention built in

AI checks existing Kareo records before creating new patient

Frequently asked questions

What patient information does the AI write directly to Kareo?

The AI writes name, date of birth, phone number, email, and address (if provided) directly to Kareo as a new patient record. These demographics are written to the chart automatically.

What information is captured but NOT written directly to Kareo?

Insurance information, photo ID or driver's license details, medical history, allergies, medications, and chief complaint are captured during the call and returned as a structured, pasteable summary for your staff to review and file in the chart. Your clinical team controls what goes into the medical record.

How does the AI prevent duplicate patient records in Kareo?

The AI queries Kareo to check if a patient with the same name and date of birth already exists. If a match is found, the staff is notified so they can link the call to the existing record instead of creating a duplicate.

Can the AI capture insurance information on the call?

Yes, the AI asks for insurance details and member ID during the call. This information is captured and returned in a structured summary for your billing or insurance verification staff to review and enter into Kareo's insurance module.

What happens to the structured intake summary after the call?

The summary is delivered to your staff via email or dashboard. Your team reviews it for completeness and accuracy, then files it in the Kareo chart or uses it to populate insurance, allergies, and medications fields in the patient record.