Call Handling

Eliminate missed and voicemail calls with AI that books appointments into your Kareo schedule

Every incoming call is answered live. Patients book appointments instantly into Kareo, urgent cases are routed to staff, and your team never plays phone tag or worries about lost callers.

Incoming calls answered immediately during business hours; no hold queue or receptionist unavailable message
Patients book appointments, ask questions, and get care direction without waiting for a callback
Appointments and patient demographics created in Kareo; no manual entry or confirmation call needed
Urgent calls routed to staff in seconds; routine calls resolved on first contact
Caller's Kareo record retrieved automatically; repeat patients greeted by name with access to their history
Call transcript and summary logged for staff to review; nothing lost or forgotten

How it pays back

Stop losing revenue from missed calls

Every call is answered. Patients who might have called a competitor instead get immediate service and book their appointment on the spot.

Reduce receptionist phone burden

Your team handles exceptions and complex requests. Routine bookings, prescription refills, and status checks are resolved by the AI without tying up your staff.

Faster booking confirmation means fewer no-shows

Patients hear appointment details immediately, not in a callback the next day. Instant confirmation increases attendance and reduces cancellations.

Staff arrive to an organized call queue

Missed calls don't pile up. Each call is summarized, routed, or logged. Your team sees what needs action and in what order.

Every call answered

Live AI response during business hours; no voicemail dead ends or hold queues

Instant Kareo booking

Appointment confirmed and synced to your schedule within seconds of the call

Urgent cases routed immediately

Staff or on-call provider alerted to urgent calls with full patient context

First-call resolution

Most routine calls resolved on the first contact; callbacks eliminated

Frequently asked questions

What if all our receptionists are busy?

The AI answers the call, not your receptionists. It handles most routine requests (appointment booking, status checks, billing questions) without needing your staff to pick up. Complex issues are routed or logged for callback.

Can the AI recognize when a caller is a patient in our Kareo system?

Yes. The AI looks up the phone number in Kareo and retrieves the patient's record, including appointment history, allergies, and medications. It personalizes the call based on that history.

What happens if a patient wants to speak to a person?

The AI can transfer the call to an available staff member, or offer to take a message and have a staff member call back. The AI summarizes the reason for the call to make the handoff smooth.

How does this reduce no-shows?

Patients get instant confirmation of their appointment time, provider, and location. Kareo's reminder system then sends SMS or email confirmations. The combination of immediate confirmation and automated reminders reduces no-show rates.

What if we close early or take a lunch break?

You can set hours in the AI system. Outside those hours, calls go to after-hours mode (logged for review or routed to on-call). During lunch, the AI can answer calls and book appointments, keeping your schedule current.

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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