Implementation
Moving to AI reception can feel risky when your practice relies on Kareo. MedReception's setup process maps your Kareo schedule, appointment types, and triage rules, trains staff, and goes live with a phased handoff designed so no appointments are lost.
By MedReception AI, physician-built by Paul Toomey, MDPublished Updated
Setup includes a full audit of your Kareo schedule. AI learns your slots, provider rules, and blackout dates before taking live calls.
Soft launch lets staff hear the AI handle calls before it goes fully live. They see that bookings write to Kareo correctly, intake summaries are reviewed and filed by staff, and escalations work as expected.
MedReception configures to match your current Kareo setup. You don't change appointment types, recall lists, or triage rules. The AI fits your practice, not vice versa.
Training focuses on the few new tasks: reviewing AI intake summaries, handling escalations, and managing complex bookings. Staff train before full go-live, so they are ready when it happens.
Appointment integrity verified
Kareo schedule audited before any AI call handling
Ongoing adjustments available
Triage rules and escalation logic refined based on practice feedback
Your practice's appointment types, provider schedules, holiday and blackout dates, recall lists, and any special triage rules (e.g., urgent complaints, specific questionnaires). MedReception retrieves this via API during setup with your Kareo admin login.
Yes. A soft launch works well: AI handles after-hours and weekends first, then transitions to all inbound calls. This lets staff build trust in the system before full deployment.
MedReception reads from Kareo in real time. If you add a provider, change office hours, or modify appointment types in Kareo, the AI learns those changes automatically. No re-configuration needed.
A short session per staff member: overview of AI call flow, how to review intake summaries and file them in Kareo, and escalation procedures.
MedReception provides a real-time dashboard so staff can see live calls and intervene if needed. After go-live, any problematic calls are reviewed and fed back to improve performance. Most practices see continued improvement week-on-week.
Operational Impact
Front desk workload
How AI reception changes staff role from call-taker to call-manager and relationship-builder.
Next step
How appointments get booked on the call
Booking, rescheduling and calendar rules the receptionist applies on every call.
Next step
Kareo call handling
How the receptionist works alongside Kareo.
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