Workflow

AI receptionist monitors Kareo cancellations and fills open slots with backfill callouts

Every cancellation in Kareo is an open appointment slot. An AI receptionist can watch for those gaps and automatically reach out to your waitlist or recall patients to fill them, eliminating revenue loss.

AI monitors your Kareo calendar for same-day or next-day cancellations in real time
Triggers automated outreach to patients on your waitlist: 'We have an opening Tuesday at 2 pm — can you make it?'
Captures yes/no responses and books confirmations directly into Kareo
For cancellations outside your waitlist window, AI can reach out to recall patients or past no-shows
SMS confirmation sent to newly booked patient; reminder auto-scheduled for 24 hours before visit

How it pays back

No Empty Chair

Cancellations are filled within minutes, not hours. Your providers run full schedules even when patients cancel last-minute.

Waitlist Conversion Automated

Patients on your Kareo waitlist don't have to call back — the AI calls them. Proactive outreach increases confirmation likelihood.

Revenue Predictability

Fewer open slots mean fewer missed revenue opportunities. Your schedule stays full and cash flow stays steady.

Patient Experience Improves

Waitlist patients get called with good news ('We have your ideal time available'). They feel valued and are more likely to confirm and show up.

Cancellations detected immediately

AI notified within seconds of Kareo deletion or reschedule

Outreach triggered automatically

Waitlist patients contacted via phone or SMS based on your rules

Appointments filled and synced

Confirmations written back to Kareo calendar in real time

Frequently asked questions

How does the AI decide which waitlist patients to call for a cancellation?

You set the rules in your Kareo configuration. Common logic: call patients who requested this provider, this location, or this time slot. You can also set a distance/zip code filter to prioritize nearby patients.

What if a waitlist patient doesn't answer the phone?

The AI leaves a voicemail with the opportunity details and callback number. You can also configure SMS outreach as a fallback. The system tries a second patient if the first doesn't confirm.

Can the AI book patients into my Kareo calendar, or does it just screen?

The AI books directly. When a patient confirms 'Yes, I can make 2 pm Tuesday,' the appointment is created in Kareo, and a confirmation SMS is sent to the patient automatically.

Does this work for all appointment types, or just certain providers?

You configure it per provider or appointment type. Some practices activate it for all providers; others limit it to high-demand specialists or certain visit types.

What if a patient confirms but doesn't show up to the rebooked appointment?

The appointment is tracked in Kareo like any other. If they no-show, your no-show protocol applies (fee charged, recall triggered, or flagged in your system). The AI logs the no-show for your analysis.

Can the AI prioritize certain patient segments (e.g., new patients, high-value patients)?

Yes. You can configure rules that prioritize new patients, patients with high appointment frequency, or patients who are lapsed. The AI sorts the waitlist accordingly before making outreach.