Implementation

From signup to live calls: how practices onboard and launch their AI receptionist

Walk through the first month with MedReception AI. Learn what happens in week one, how your team integrates the system into daily workflow, and when patients start reaching a live answer.

By MedReception AI, physician-built by Paul Toomey, MDPublished Oct 27, 2026

Week one: phone number ported, EMR credentials tested, intake template built to your specialty and triage rules
Your team trains on reviewing structured summaries, escalating urgent calls, and filing patient data into the chart
Pilot launch: one phone line or location goes live while your staff observe, adjust escalation rules, and refine intake questions
Custom-built configuration means no two practices launch the same way; your workflows drive the setup, not a template
Free lifetime edits: after launch, any change to intake, routing, hours or escalation rules is included; no per-edit fees
Phased rollout to full practice once your team is confident in the handoff and summary review process

How it pays back

What happens in the first week

Your dedicated onboarding specialist maps your practice hours, specialty workflows, and call routing needs. Your EMR credentials are entered and tested so appointment bookings and new patient creation flow directly into your system. Intake questions are configured to match your clinical intake form and your triage rules. By day three to five, your phone number is live and patients can reach the AI; texting registration takes about five business days after that.

Your team learns the handoff

MedReception's white-glove team trains your front desk, clinical staff, and schedulers on how to review the structured summaries the AI returns, escalate urgent calls to the right provider, and file patient data into the chart. You set the escalation rules: which symptoms or keywords trigger an immediate page, which calls go to voicemail, which appointments book instantly. Your team controls the thresholds; the AI follows your rules.

Pilot, refine, scale

Launch with one phone line or one location. Your staff observe how calls flow, which intake questions work, and which escalation rules need adjustment. After a few days of live calls, you refine the configuration. Once your team is confident, you roll out to your full practice. Setup takes about one week from signup; the EHR connection and phone number are ready in one to three days.

Built for your practice, not off-the-shelf

MedReception is custom-built per client. Your intake template, escalation rules, provider routing, and specialty workflows are configured to your practice, not dropped into a generic template. After launch, any edit to intake, routing, hours or escalation is free and included for life. If you switch EMRs later, your AI configuration is portable and goes with you.

Every call answered

Day or night, no voicemail dead ends. Patients reach a live AI receptionist, not a hold queue.

Structured intake summaries

Medical history, symptoms, and questionnaire answers captured on the call and returned as EMR-pasteable text your staff review and file.

Urgent calls escalated

Your practice sets the escalation rules; the AI routes by keyword, provider, and urgency to the right staff member.

13+ EMR and phone integrations

Direct booking and patient creation with athenahealth, eClinicalWorks, Elation, Cerbo, Hint, Tebra, ModMed, Practice Fusion, Jane, Office Ally, SimplePractice, TherapyNotes, Accuro, pMD, PS Suite, Nextech and more.

Frequently asked questions

How long does it take to go live?

About one week from signup. Your EMR connection and phone number are ready in one to three days. Registering your number for patient texting takes about five business days. Your dedicated onboarding specialist works with your team throughout to ensure nothing slows down.

What if we use an EHR that isn't on your integration list?

Katie, our AI receptionist, still answers every call and handles intake. Booking requests are captured on the call and returned as a structured summary for your staff to enter into your EHR manually. Custom integration available: want MedReception integrated with your EHR? We build custom EHR integrations; book a demo and we will scope yours.

Can we change the intake questions or escalation rules after launch?

Yes. Any edit to intake, routing, hours or escalation rules is free and included for life. You are not locked into your pilot configuration. Your team can refine the AI's behavior as your workflow settles.

What if we switch EMRs later?

Your MedReception configuration is portable. The AI, your intake template, escalation rules, and provider routing stay with you. You simply update the EMR credentials and keep going. You are not rebuilding from scratch.

Is there a setup fee?

No setup fee on managed plans. You pay a monthly block of included minutes, then a per-minute rate for any overage. After your third month, once your usage settles, you can move to a reduced-cost annual plan priced on your actual minutes. MedReception is HIPAA compliant, verified by Compliancy Group, with a BAA included.