Kareo Integration
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.
By MedReception AI, physician-built by Paul Toomey, MDPublished
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.
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.
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.
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
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).
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.
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.
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.
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.
Platform
AI receptionist for Kareo
Kareo-integrated AI receptionist features and integration depth.
Workflow
Appointment reminders and confirmations
AI-driven appointment confirmation, cancelation capture, and waitlist backfill.
Operations
Waitlist and cancellation backfill
Real-time waitlist automation triggered by cancelations and no-shows.
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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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