Data Integration
MedReception AI captures caller information during intake and writes demographic data to Kareo as a new patient record or existing patient update. Your staff never re-types a name or phone number.
By MedReception AI, physician-built by Paul Toomey, MDPublished
Callers provide their demographic information once—during the AI intake. That data lands in Kareo immediately. Your front desk never needs to type the same name and phone into the computer again.
When a patient is registered in Kareo at the moment of the call, your billing team can begin insurance verification and eligibility checks immediately. No multi-day delay waiting for the new patient form to reach the office.
The AI matches incoming callers to existing Kareo records using name, date of birth, and phone. Duplicates are prevented, and existing records stay current with the latest contact info.
Every piece of information collected is logged with timestamps and call recordings. Your compliance and audit teams have full visibility into when and how patient data entered Kareo.
Patient demographics sync to Kareo on call completion
No waiting, no manual entry required
New records created or existing records updated
Automatic patient matching and registration
Insurance and ID information captured separately
Structured summary for your staff's chart-filing workflow
Full audit trail in Kareo
Timestamps, call recordings, and source tracking
Legal name, date of birth, phone number, email address, and mailing address are all written to Kareo during the call. These are the core demographic fields your billing and scheduling teams need immediately.
The AI queries your Kareo database using name and date of birth. If a match is found, it updates that record with the latest phone and address. If no match exists, it creates a new patient record.
Insurance details are captured on the call as structured data and returned to your staff as a summary. You review it and enter it into Kareo using your normal insurance entry workflow—this allows for verification and correction before it goes in the chart.
After the call, the patient receives a secure SMS or email link to upload their ID. The file is stored securely and made available to your staff for review and manual entry into Kareo's document vault.
Yes. Kareo's audit log shows when patient records were created or modified, the source (MedReception AI), and a link to the call recording. This creates a complete compliance trail for your auditors and QA team.
The AI asks for required fields (name, date of birth, phone) before ending the call. If optional fields like email or address are missing, the record is still created with what was provided, and your staff can complete it later.
Workflow
Patient intake
Detailed walkthrough of AI intake process and data collection.
Next step
EMR and EHR integrations
How the receptionist fits alongside your record system.
Next step
AI receptionist for Kareo
How the receptionist works alongside Kareo.
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See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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