Routing
Not every first-time headache caller belongs on your schedule. This is the screening that happens before a slot is offered, and what happens to the callers who need to go somewhere else.
Pediatric, refractory, and transformed migraine presentations are identified during the call and routed accordingly, rather than discovered when the patient is already sitting in the wrong appointment.
The AI checks your EMR calendar in real time and can be constrained by provider, time of day, or appointment type — so a caller who needs a particular clinician is booked with that clinician instead of with whoever has an opening.
Name, date of birth, phone, insurance, and the reason they called are captured before any routing decision. If they need to go elsewhere, your staff know who they were and what they needed.
Insurance information, group number, and member ID are captured on the call and returned as a summary for your billing team to verify and file, so an out-of-network caller is identified by your team rather than by a surprise at the desk.
For the callers who do belong on your schedule, the first call closes it: a confirmed time, a new chart in your system, and a clinician who opens it to migraine history, allergies, prior treatments, and frequency already captured as a structured summary.
Appointment booked on first call
New patients confirm slot before hangup—no callbacks needed
New patient record written to EMR
Demographics and appointment written automatically
Insurance info captured
Member ID and coverage details collected for billing staff verification
Intake ready before visit
Full migraine history and medication profile on chart as structured summary for clinician review
Confirmation auto-sent
Patient receives SMS/email with appointment time and pre-visit instructions
Screening is part of the intake — onset age, frequency, prior treatments, and presentations such as pediatric, refractory, or transformed migraine. Your practice defines which of those route away from a standard new patient slot.
Yes. The AI checks your EMR calendar in real-time and offers available slots to the patient. You can set preferences by provider, time of day, or appointment type (new patient, established, urgent).
What they told the AI is still captured — contact details, insurance, and reason for calling — and returned to your staff as a summary. Your team decides the referral or redirection; the AI does not send a patient anywhere your practice has not defined.
No. The AI collects insurance details as the patient states them. Your billing team receives a summary and handles eligibility verification through your insurance portal or clearinghouse.
The confirmation includes your clinic phone number. If they call back, your staff can modify or cancel the appointment. The AI can also be configured to handle simple rescheduling requests.
Next step
Configured per specialty
What changes between specialties.
Next step
Automated patient scheduling
Booking, rescheduling and calendar rules the receptionist applies on every call.
Next step
New patient scheduling
How a first-time caller becomes a booked appointment on one call.
Related
New Patient Migraine Intake Captured on the Phone Call
New migraine patients have complex histories. Phone intake forms don't capture nuance; email pre-registration gets skipped.
Related
New Patient Phone Registration for Migraine Clinics
New patients calling a migraine clinic often have urgent questions and limited tolerance for lengthy intake forms.
Related
When a New Migraine Patient Needs Something Today
A new migraine patient calling in pain does not want a callback.
Related
Screening a First-Time Headache Caller for Red Flags
A first-time headache caller is the one intake where noting it and booking it is not always enough.
See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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