Kareo Integration

Callers reach one AI number; AI routes them to the correct Kareo location and books into the right provider's calendar

Multi-location Kareo practices receive calls on a single line. AI identifies caller location preference or symptom type, routes to the correct clinic, and books into that site's live Kareo calendar.

Single phone number for all practice locations; AI handles call routing
AI reads multiple Kareo calendars (one per location or provider) and enforces availability per location
Callers asked which location they prefer or where it's most convenient
New patient records created in the correct Kareo location/site record
Existing patients recognized across locations; no duplicate records

How it pays back

One Phone Line, All Locations Covered

Callers don't need to know which office to call or wait for an office-specific line. They reach your AI, state their preference or location, and get booked at the right clinic.

Kareo Records Organized by Location

Each location has its own Kareo calendar or sub-record. AI ensures bookings go to the correct location, and staff only see their site's schedule. No cross-location confusion.

Existing Patients Recognized Across Sites

If a patient calls and has been seen at Location A, the AI recognizes them in Kareo and can offer appointments at any location in your network.

After-Hours Answering for All Sites at Once

One AI covers all locations overnight. Callers for any site reach the AI, get booked, and your team arrives to a unified queue across all locations.

Single AI number for all locations

Callers route to the correct clinic and Kareo calendar; no office-specific numbers or menu confusion

Multi-location Kareo calendars read live

AI has access to all provider and location calendars in Kareo; enforces availability and avoids cross-location conflicts

New patients tagged by location

Patient records created in the correct Kareo location/site, keeping your database organized

Patient continuity across sites

AI recognizes existing patients and can book them at any location in your network

Frequently asked questions

How does the AI know which Kareo location a caller should be routed to?

The AI asks the caller which location they prefer or which is most convenient. For existing patients, the AI recognizes them in Kareo and offers bookings at their home location or any other site. For routine calls, the AI offers the nearest available appointment across your network.

Can I set location-specific triage rules or availability?

Yes. Each location can have its own provider roster, hours, and triage protocols in Kareo. The AI reads these rules and applies them. Location A might offer same-day urgent; Location B might be specialists only—the AI knows the difference.

What if a patient has been seen at Location A and wants to book at Location B?

The AI recognizes the existing patient record in Kareo and can book them at Location B. Their history is pulled from the Kareo patient record; no duplicate chart is created.

Do I need separate phone lines for each location, or can all calls go to one number?

All calls can go to one number. The AI routes internally. However, you can also set up location-specific numbers if you prefer; the AI is agnostic. Most multi-location practices prefer one unified number for simplicity.

How does the AI handle location closures or provider vacations?

You mark closures or provider time-off in Kareo. The AI reads these blocks and won't offer those time slots. If Location A is closed, the AI offers Location B instead or marks the day as unavailable.