Scheduling Logic
New patient scheduling is a sequence of decisions: visit type, provider, and what to do on a day with nothing suitable left. This is how each one is resolved during the inbound call instead of after it.
By MedReception AI, physician-built by Paul Toomey, MDPublished Updated
Chief complaint and urgency are captured first, so the slots offered are the ones that fit the visit. A caller describing an acute presentation is not shown the same list as a caller asking about preventive care.
New patient demographics (name, DOB, phone, email) and appointment details are captured during the call and sync to your EHR. Staff see the appointment immediately, with no re-entry step in which two patients can end up in one slot.
When nothing suitable is left, the call still resolves: a waitlist entry, an opening at a future date, or escalation to your provider for an urgent booking decision. Your clinic defines the workflow for overbooked days.
Once the appointment exists, the AI can offer a pre-visit form link or send it to the patient's email, so structured intake reaches your clinical team hours before the visit rather than minutes before.
Your front desk does not confirm new patient appointments. That time is redirected to insurance verification, prior authorization, chart prep, and patient communication.
Appointments booked live
New patient receives confirmed slot and details during the initial call
EMR data synced instantly
Patient demographics and appointment written to your EHR in real time
No confirmation callback needed
Staff time freed from appointment verification and rescheduling
Pre-visit prep automated
Forms and intake available to patient immediately after booking
Named EMR integrations
athenahealth, eClinicalWorks, Elation, Cerbo, Hint, Tebra, ModMed, Practice Fusion, Jane, Office Ally, TherapyNotes, Accuro, pMD, PS Suite, Nextech
It captures the chief complaint and migraine urgency first, then offers from the matching category — same-day urgent, next-day routine, or a future preventive visit — based on real-time availability in your schedule.
The AI can add the patient to a waitlist, suggest an opening at a future date, or escalate to your provider for an urgent booking decision. Your clinic defines the workflow for overbooked days.
No. The AI books the appointment based on your clinic's policy. Insurance details can be captured pre-visit, at check-in, or via a follow-up email. The appointment is not blocked by missing insurance; booking and clinical care take priority.
If the patient is in your EMR, the AI can recognize them by phone number or name, pull up their record, and offer to reschedule an existing appointment or book a new one. No duplicate records, no confusion.
Yes. At any time patients can ask to speak with a staff member. The AI accommodates that request without friction and transfers the call or schedules a callback.
Next step
Automated patient scheduling
Booking, rescheduling and calendar rules the receptionist applies on every call.
Next step
Configured per specialty
What changes between specialties.
Next step
New patient scheduling
How a first-time caller becomes a booked appointment on one call.
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