Data Integration

Automatic New Patient Creation: AI Captures Data on First Call, EMR Syncs Instantly

When a caller reaches the AI receptionist, their name, phone, and date of birth are captured and automatically written to your EMR as a new patient contact. Call reason and intake details are returned as a structured summary for staff review and filing.

First-time caller name, phone, and date of birth captured during AI intake conversation
New patient record auto-created in your EMR within seconds; syncs to named systems (athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, ModMed)
Call reason, intent, and transcription returned as structured summary for staff to review and file
Duplicate detection prevents duplicate charts when same patient calls again or contacts multiple locations
No staff time spent on manual data entry; front desk can focus on callback and appointment scheduling
Insurance information and photo ID captured on call or via portal; staff handles upload and filing manually

How it pays back

Zero Manual New Patient Entry

Staff receive a pre-populated patient record in their EMR within seconds of the first call. They verify the information, add insurance details if needed, and move to scheduling—no duplicate work.

Faster Appointment Booking on Callback

When staff call back, the patient is already in the system. No 'hold on while I look you up'—just confirmation and scheduling. Faster process = faster appointment confirmation = higher booking rate.

Better Patient Continuity

Call reason and intake notes are captured and returned as a structured summary for staff to file. When patients arrive for their appointment, providers and staff have context from day one.

Multi-Location Coordination

If a patient calls multiple locations or practices, unified EMR sync prevents duplicate records and confusion. Each call adds context to the same patient file.

New patient records auto-created

Name, phone, DOB synced to EMR within seconds

Named EMR systems supported

athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, ModMed

Structured intake summary for staff

Call reason and callback context logged and ready for review

Duplicate detection enabled

Prevents duplicate charts and maintains single source of truth

Frequently asked questions

What information is written to the EMR automatically?

Name, phone number, and date of birth are written directly to your EMR as a new patient contact record. Call reason, appointment intent, and voicemail transcription are returned as a structured summary for your staff to review and file.

What about insurance information—does that sync to the EMR too?

No. Insurance information is captured during the call and returned to your staff in the MedReception portal for manual review. Your staff handles uploading insurance cards or information to the EMR. This protects sensitive billing data and ensures compliance with your internal workflows.

How does duplicate detection work?

The system compares incoming caller name and phone number against existing patient records in your EMR. If a match is found, the new call is linked to the existing patient instead of creating a duplicate chart. Multi-location practices benefit especially here.

What if the caller gives us a nickname or prefers a different name?

The AI captures what the caller says. When your staff review the intake summary, they can note a preferred name. Any edits are made to the EMR record by staff—the initial capture is based on what the caller provided.

How quickly does the EMR sync happen?

Immediate. Within seconds of the call intake completing, the new patient record appears in your EMR. Staff can see it in their system as they're preparing for callback, and the patient is ready for appointment scheduling.