Migrating Your Kareo Practice to AI Reception: Setup and Handoff

API connection usually ready in one to three days; no downtime to your Kareo system
Call forwarding rules set up to route inbound calls to MedReception during office hours or after-hours
Kareo user roles and permissions remain unchanged; staff see AI bookings in their normal workflow
Staff training covers: reviewing AI intake summaries, escalating edge cases, managing urgent calls
Go-live phased in steps: routine calls first, then urgent routing, then full after-hours coverage
Dedicated support team monitors call quality and Kareo sync during ramp-up period

How it pays back

Zero Kareo downtime

The AI connects to your Kareo API without disrupting your EHR or staff workflows. Appointments and patient demographics sync in real time while your team continues their day.

Your staff doesn't need to learn new systems

AI bookings appear in Kareo exactly as they would if your front desk typed them. Intake summaries land as a structured, pasteable note for your staff to review and file in your normal Kareo interface.

Gradual transition reduces resistance

Start with after-hours calls, then expand to high-volume routine bookings. Staff see the AI working before relying on it. Confidence builds naturally.

Value from the first partial rollout

Even a partial deployment (after-hours only, or new patient intake only) immediately reduces missed calls and after-hours voicemail burden.

Guided API setup

Kareo connection configured with our integration team

No staff retraining on Kareo

AI bookings and intake summaries appear in the same Kareo interface your team already uses

Phased deployment

Start with after-hours, expand to routine calls as staff confidence grows

Frequently asked questions

Will connecting MedReception to Kareo require any special permissions or security review?

Your IT or office manager will need to authorize API access to Kareo. MedReception provides documentation of what data is accessed and how it's encrypted. It is a one-time authorization.

What if my Kareo practice uses custom templates or fields?

Standard Kareo fields (patient demographics, appointments, chart notes) are supported. If you use heavily customized workflows, our integration team can adapt the AI's output format to match your practice's Kareo setup.

Can I run MedReception in parallel with my current receptionist before switching over fully?

Yes. You can route a subset of calls (after-hours, overflow) to the AI while your front desk continues taking routine calls. This lets you measure quality and build confidence before full deployment.

What if the Kareo API connection drops?

The AI continues to answer calls and record all booking and intake data. Once the connection is restored, pending appointments and patient demographics sync to Kareo automatically. No data is lost.

Do you provide on-site training for my team?

Yes. We include virtual or on-site training for your front desk and clinical staff covering: how to review AI intake summaries, how to spot and escalate edge cases, and how to manage urgent calls. Training is tailored to your practice's needs.

How long does the phased rollout typically take?

Most Kareo practices launch about a week after signup, and the phased rollout continues from there. We start with after-hours calls, monitor quality, add routine bookings, then activate urgent escalation. Your practice sets the pace based on staff comfort and call volume.

How to implement MedReception with your Kareo EHR without disrupting patient care