Kareo Integration

AI confirms Kareo appointments by phone, captures cancellations, and notifies your waitlist

AI calls Kareo patients before their appointment to confirm, ask about barriers, and capture cancellations in real-time so your practice can backfill open slots immediately.

AI calls patients 24 hours before their Kareo appointment to confirm attendance
Detects cancelation barriers ('I have no ride', 'forgot', 'too expensive') and captures them as notes
Cancelations marked in Kareo immediately, flagging the slot open for your team to backfill
Patients offered alternative dates, rescheduled, or held on a waitlist—all in one call
Text reminders sent to patients who don't answer or prefer SMS confirmation
Cancelation reasons and confirmation patterns tracked in your Kareo reports

How it pays back

Open slots filled before the day of appointment

When the AI captures a cancelation at 2 PM the day before, your waitlist gets notified immediately. You're not sitting with empty chairs; you're booking them that afternoon.

Barriers to attendance surfaced early

If a patient says 'I can't get time off work,' the AI can help reschedule to an evening slot or flag for your care team to problem-solve. Not discovering this on the day of the no-show.

Confirmation removes no-show ambiguity

A confirmed appointment is a confirmed appointment. Your staff know who's coming, and your ORs, chairs, and provider schedules reflect real demand, not phantom bookings.

Cancelation reasons captured for your records

AI captures the reason ('rescheduled', 'changed mind', 'transport issue') and returns it as structured notes for your team to review and file. You see patterns and can adjust scheduling or outreach for future bookings.

Appointment confirmations captured on the call

Patient confirms or cancels, and the status updates in Kareo immediately

Cancelation slots backfilled

Your team notified and able to book before the appointment window closes

Barrier data collected and structured

Reason for cancelation or rescheduling captured as notes for your team to file

Multi-channel reminder coverage

Phone calls, SMS, and email reminders ensure no missed touchpoints

Frequently asked questions

When does the AI call to confirm?

By default, the AI calls 24 hours before the appointment. You can configure this to 48 or 72 hours, or use a different schedule for specific appointment types (e.g., surgery vs. check-up).

If a patient cancels on the AI call, does Kareo update right away?

Yes. The appointment is marked as canceled in Kareo within seconds. Your team can then reach out to your waitlist to fill that time slot.

Can the AI handle complex rescheduling requests?

The AI can offer a few alternative times from your Kareo schedule, confirm the new time, and re-book. For complex cases (e.g., needing a specific provider or a specific time slot that's not available), the AI flags it for your staff to handle.

What if a patient doesn't answer the reminder call?

The AI leaves a voicemail with appointment details and a callback link, then sends an SMS and/or email reminder based on your preferences. If the patient still doesn't engage by appointment day, a final reminder goes out a few hours before.

Can I see which patients confirmed vs. canceled?

Yes. Your Kareo dashboard shows confirmation status for each appointment. You can run reports on confirm rate, cancelation rate, and common cancelation reasons by provider, appointment type, or time of day.

Bring this to your practice

See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.

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