Workflow
The AI sends appointment reminders from your Kareo schedule, tracks no-shows, and logs follow-up calls so your staff can proactively reach missed appointments.
By MedReception AI, physician-built by Paul Toomey, MDPublished
AI proactively reaches no-shows and offers to fill slots from your Kareo calendar. Your staff review and prioritize outreach for high-value or at-risk patients.
Patients appreciate reminders in their preferred channel. Confirmation of appointment details reduces confusion and last-minute cancellations.
Your team doesn't spend time calling no-shows. The AI attempts outreach; your staff review results and escalate if needed.
No-show status, rescheduled appointments, and follow-up notes are all logged in Kareo. Your schedule and patient record stay current.
High no-show rates and patterns are flagged. Your team can assess risk and decide which patients to prioritize for outreach or prepayment.
Reminders sent from Kareo schedule
Patient preferences and appointment details pulled in real time
No-shows marked automatically
Kareo flagged when appointment time passes without check-in
Follow-up calls initiated by AI
No-shows reached proactively and offered immediate rescheduling
Rescheduled appointments synced to Kareo
New bookings written directly to your calendar without staff entry
By default, reminders are sent 24–48 hours before the appointment. You can configure the timing per appointment type or provider in the MedReception portal.
Patients can unsubscribe from reminders via the text or email. Their preference is stored. You can also configure reminder preferences per practice setting (e.g., some providers may require reminders for all patients).
The AI monitors your Kareo calendar. If an appointment time passes and no check-in is recorded, it flags the appointment as no-show and initiates follow-up outreach based on your configuration.
The AI greets the patient by name, acknowledges they missed the appointment, asks if there was a barrier or cancellation reason, and offers to reschedule immediately into available slots from your Kareo calendar.
Yes. If the patient accepts, the AI books them into an available slot and confirms the new appointment. The booking is written to Kareo instantly. Your staff see the rescheduled appointment and the original no-show noted in the record.
The MedReception portal provides reports on no-show patterns, frequency, and patient segments. Your staff can filter by reason, provider, or date and decide whether to reach out personally for high-value or at-risk patients.
Business Impact
The cost of missed calls
Understand how no-shows and missed appointments erode practice revenue and how proactive follow-up recovers it.
Efficiency
Front desk workload
Learn how AI-powered reminders and follow-up reduce phone burden on your reception team.
Next step
Kareo call handling
How the receptionist works alongside Kareo.
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