Appointment Management

AI receptionist sends reminders before appointments and re-engages inactive patients—reducing no-shows and filling schedule gaps in Kareo

MedReception works alongside Kareo to automatically remind patients before appointments, re-engage lapsed patients, and handle rescheduling calls—keeping your Kareo schedule filled and reducing gaps.

Automated appointment reminders sent 24 and 1 hour before visit (SMS, phone, email)
Callers who miss appointments offered rebooking in the same conversation
Missed appointment data captured and returned as structured summaries for staff to log and follow up in Kareo
Patient recall campaigns triggered for inactive patients (no visit in 6–12 months)
Recall conversations capture interest and return-to-care appointments booked in Kareo
Rescheduling and callback confirmations written to Kareo calendar (appointment bookings and cancellations only)

How it pays back

Fewer empty appointment slots

Appointment reminders reduce no-shows. When a patient does miss an appointment, the AI reaches out the same day to reschedule. Your Kareo schedule stays fuller and revenue is protected.

Lapsed patients re-engaged automatically

The AI runs recall campaigns for patients who haven't been seen in 6, 12, or more months. Conversations are friendly and non-intrusive. If patients want to return, appointments are booked directly into Kareo.

Rescheduling doesn't require staff calls

When a patient needs to reschedule or has cancelled, the AI offers new times from your Kareo calendar. If the patient books, the old appointment is cancelled and the new one is confirmed—all without staff involvement.

Reduced manual callback workload

Your staff don't manually call missed-appointment patients or reach out to inactive accounts. The AI handles outreach, qualification, and rebooking. Staff review high-value outcomes and follow up as needed.

Frequently asked questions

How are appointment reminders sent?

MedReception sends reminders via the patient's preferred method (SMS, phone call, or email) at 24 hours and 1 hour before the appointment. Reminders include the appointment time, provider name, location, and instructions for cancelling or rescheduling.

What happens if a patient doesn't answer the 1-hour reminder call?

If the AI reaches voicemail, it leaves a reminder message. If the patient misses the appointment, the AI reaches out later that day or the next day with a rescheduling offer. All attempts are logged in Kareo for your records.

Can patients reschedule through the reminder call?

Yes. If a patient calls back during the reminder window or the AI reaches them, they can reschedule immediately. The AI checks Kareo availability, confirms a new time, and updates the calendar in real time.

How does patient recall work?

You configure recall windows in MedReception (e.g., 'patients with no visit in 12 months'). The AI queries your Kareo patient list, identifies eligible patients, and reaches out with a friendly message. If they want to be seen, the AI books an appointment.

Are patients who say 'no thanks' to recall contacted again?

No. The AI respects patient preferences. If a patient declines recall, they're marked as 'declined' and not re-contacted during future campaigns. Your staff can override this for specific high-value patient relationships.

Is all no-show and recall activity logged in Kareo?

Yes. Missed appointments, rescheduling outcomes, and recall engagement are captured and returned as structured summaries for your Kareo team to review and file. Your staff can see who was contacted, whether they rescheduled, and next-visit status. This helps with trend analysis and patient re-engagement planning.