Patient Onboarding
The practical handling of a new patient intake summary in a Kareo practice: what it contains, how it reaches your team, who files it, and how a patient's answers are kept current between the call and the appointment.
Intake that arrives somewhere nobody opens before clinic is work that was done twice: once on the call and once again in the room. The delivery route matters as much as the capture, and it is the part most likely to be left at its default.
A full transcript contains everything and is read by nobody. A structured summary organized against your question set can be scanned in the time available between patients, which is the only time it will ever get.
Until a staff member files it, the summary lives outside the chart. Naming who does that, and when, is what stops intake summaries accumulating in a queue while the clinician in the room asks the questions again.
A patient who books three weeks out may change pharmacy, insurance, or medication before arriving. Letting them update and routing the change to your staff keeps the summary current instead of making it a snapshot of the day they called.
New patient record created in Kareo
Name, DOB, address, phone, and demographics written automatically
Intake summary returned for staff review
Insurance, allergies, medications, and medical history—staff validates before filing
Appointment booked during intake call
New patient confirmed and written to Kareo schedule same call
No paper forms or email delays
Structured data captured live, returned as ready-to-file summary
The answers to the questions your practice configured, commonly reason for visit, current medications, allergies, pharmacy, prior surgeries or hospitalizations, and insurance, organized rather than transcribed.
By the routes you configure. It is available in the MedReception portal and your practice dashboard, and can be sent to your team as a notification after the call so it is waiting rather than waiting to be found.
Your staff. They review and validate the summary and then file it, which keeps the chart entry under your practice's control and documentation standards.
Yes. Patients can call back or use the patient portal to update details such as insurance, pharmacy, or medications, and the update is routed to your staff for review and entry.
What they can give over the phone is captured, such as the carrier and group number if they know it, and the gap is noted so your billing team can follow up before the first visit.
Their record is retrieved from Kareo using the identifiers they give, details are confirmed, and the appointment is booked without putting them through a full new patient intake.
Workflow
Patient intake
Deep dive into structured intake, data capture, and handoff to your staff and EHR.
Next step
Booking new patients on the first call
How a first-time caller becomes a booked appointment on one call.
Next step
Kareo call handling
How the receptionist works alongside Kareo.
Related
Kareo AI Receptionist Captures Structured Patient Intake During the Call
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See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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