Call Coverage

Stop losing calls when your team steps away, AI answers every lunch hour inquiry and books the appointment

Your front desk takes lunch. Your phone doesn't. MedReception's AI receptionist answers every midday call, captures treatment interests and client details, and routes complex inquiries to your team so nothing falls through the cracks during peak booking hours.

By MedReception AI, physician-built by Paul Toomey, MDPublished Nov 1, 2026

Answer every call during staff breaks, lunch, and transition times without voicemail delays
Capture caller name, phone, treatment interest, and skin concerns in a structured format your staff enters into your EMR
Route urgent or consultation-level calls to your team immediately; handle routine booking and reschedules on the call
Support multiple locations from one system so calls route to the right center and time zone
Pay only for the minutes you use on a managed plan with a monthly block of minutes, then a per-minute rate; no setup fees or contracts

How it pays back

Midday Calls Don't Vanish Into Voicemail

When your receptionist is at lunch or between appointments, Katie answers and qualifies the caller. New clients asking about Botox, fillers, or laser treatments get a real conversation, not a recording. Your team returns to a clean handoff, not a pile of missed calls.

Intake Happens on the Call, Not on Callback

The AI asks about treatment goals, skin type, and scheduling preferences while the caller is engaged. You get a structured summary ready for your staff to paste into your EMR or booking system. Callbacks become confirmations, not discovery calls.

Your Team Stays in Control

MedReception is custom-built per practice, not a plug-and-play tool. You set the routing rules: which calls go to staff, which the AI books directly, and which get a callback. Your intake templates, your branding, your workflow. Free lifetime edits mean the system evolves with your practice.

Every call answered

Lunch hour, breaks, or shift overlap, no voicemail dead ends

Structured intake on the call

Treatment interest, skin history, and contact info captured and ready for your EMR

Instant routing to your team

Complex consultations and complaints escalate by the rules you set

13+ EMR integrations

Appointment bookings and new client records sync directly to athenahealth, SimplePractice, Elation, and more

Frequently asked questions

Does the AI book appointments during lunch, or does it just take messages?

Both. If a caller wants to reschedule an existing appointment or book a standard consultation, Katie books it directly into your calendar and confirms the time. If the call needs your aesthetician's input (e.g., a custom treatment plan), Katie captures the details and routes it to your team with a structured summary. You decide which calls the AI handles end-to-end.

How does the AI know which med spa location to route a multi-center caller to?

You set up routing rules by location, provider, or treatment type. If a caller asks for a specific center or therapist, Katie books them there. If they're flexible, the AI can route to the location with the next available slot or the one closest to them. Your team controls the logic.

What happens if a caller has a complaint or urgent issue during lunch?

The AI listens, captures the details, and escalates to your team immediately based on the urgency rules you've set. MedReception is HIPAA compliant, verified by Compliancy Group, and signs a BAA. Your team sees a clean summary and can follow up as soon as someone is back at the desk.

Do we have to use your scheduling system, or does it work with our existing calendar?

Katie books directly into your EMR's built-in scheduler. We integrate with athenahealth, eClinicalWorks, Elation, Cerbo, Hint, Tebra, ModMed, Practice Fusion, Jane, Office Ally, SimplePractice, TherapyNotes, Accuro, pMD, PS Suite, and Nextech. If you use a different EHR, Katie still answers every call and your staff enters the booking; custom integration is available, book a demo and we'll scope yours.

How long does setup take?

Launch takes about one week from signup. Your EHR connection and phone number are ready in 1 to 3 days. Registering your number for patient texting takes about 5 business days. We handle the technical setup; you review your intake templates and routing rules with our onboarding team.