Kareo Integration

AI receptionist sends appointment reminders to Kareo patients and offers to backfill same-day cancellations

Automated reminders reduce no-shows. When patients cancel, the AI offers their slot to waitlisted patients or calls patients with upcoming appointments to move them up.

SMS and voice reminders sent 24 hours and 2 hours before appointments in Kareo
Patients confirm attendance or cancel via text or voice response
Cancellations immediately trigger waitlist review and backfill outreach
Available patients contacted with offer to move up their appointment
Cancellation and confirmation data logged to Kareo
Staff dashboard shows confirmed, tentative, and cancelled appointments by status

How it pays back

Chair Time Protected

Confirmations happen before the day of the appointment. Cancellations are filled before the slot sits empty.

Revenue Recapture

Open appointments are filled via waitlist outreach. Every slot filled is a patient served closer to their preferred date.

Kareo Data Always Current

Confirmations and cancellations log to Kareo. Your schedule reflects reality in real time, not at end of day.

No Manual Reminder Workflow

Staff don't send reminders or chase waitlists. The AI handles it. Staff focus on patient care and urgent bookings.

Cancellations logged to Kareo

Slot status updated immediately

Waitlist patients contacted for backfill

Open slots offered to patients waiting for earlier dates

Confirmation data logged to patient record

Audit trail of appointment status in Kareo

Frequently asked questions

Can the AI pull the waitlist directly from Kareo?

Yes. The AI reads your Kareo waitlist and identifies patients eligible for the cancelled slot based on specialty, appointment type, and date preference. It then contacts them with an offer.

What if a patient doesn't respond to the reminder?

Multiple reminders can be sent per your configuration (e.g., SMS at 24 hours, voice at 2 hours). If there's still no response, the appointment remains on the schedule. The clinician or front desk may reach out directly per your protocol.

How does the AI confirm an appointment via text?

Patients receive an SMS with two options: reply 'Y' to confirm or 'N' to cancel. The response is logged to Kareo and triggers the appropriate workflow (confirmation, cancellation, or backfill outreach).

Can we customize which appointments get reminders?

Yes. You can configure reminders by appointment type, provider, specialty, or patient segment. For example, routine follow-ups get reminders; urgent appointments might be excluded.

Do appointment reminders cost extra?

Appointment reminders and confirmation workflows are included in standard MedReception plans. SMS messages may incur usage-based costs depending on volume; pricing is detailed during onboarding.

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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