New Patient Onboarding

AI calls capture new patient data and create records in your EMR — no manual patient setup, no duplicate entries

When a new patient calls, the AI captures their demographics and creates a new patient record in your EMR if integrated. Your staff receive a complete, ready-to-book chart on day one.

AI identifies if caller is a new or existing patient during the call
Captures all new patient demographics: name, date of birth, phone, email, address
New patient record and appointment are written to your EMR automatically if integrated
Appointment is booked and written to the new patient's chart in the same step
Insurance information is captured on the call and returned as structured data for staff verification and entry
Staff review new patient summary before first appointment and add any missing clinical history

How it pays back

No duplicate patient records or manual chart creation

The AI checks your EMR to confirm the patient is new, then creates one record automatically. No back-and-forth with receptionists, no duplicate charts to merge later.

New patient appointments book faster

Chart is ready before the appointment. Your staff don't spend time creating a new patient record after the call; they verify and route.

First appointment starts with complete demographics

Your clinician sees name, DOB, contact info, and appointment details already in the chart. No check-in delays, no 'let me look up your information' moments.

Insurance verification is streamlined

Insurance details captured on the call are flagged for your billing staff to review and enter. Your team controls the verification process before information reaches the chart.

New patient detection and routing

AI checks your EMR to confirm new vs. established patient in real time

Automatic EMR record creation

New patient record and appointment write directly to your system if integrated

Complete demographics capture

Name, DOB, phone, email, address—all on the call

Insurance flagged for staff review

Captured on call and returned as structured data for verification by billing

Frequently asked questions

How does the AI know if a caller is a new or existing patient?

The AI asks for the patient's name and date of birth or phone number at the start of the call, then checks your EMR in real time. If the patient is found, it treats them as established. If not, it creates a new record. This all happens during the call.

Does insurance information automatically populate the EMR?

No. Insurance information is captured on the call and returned as a structured summary for your billing staff to verify and enter. Your team controls insurance details to ensure accuracy before they go into the system.

What if the AI doesn't capture all required new patient fields?

Your staff review the new patient summary before the appointment and fill in any gaps — emergency contact, employer, secondary insurance, etc. The AI gets the essentials (name, DOB, phone, address), and staff complete the rest in the chart or via portal.

Can new patients opt out of creating a record on the call?

Yes. If a patient is hesitant, the AI can collect just enough information to book the appointment (name, phone, appointment time), and staff can create the full record later or send a portal invite.

Does this work for new patient walk-ins or only scheduled calls?

It works best for scheduled or inbound calls. For walk-ins, a staff member can initiate a quick AI intake call at the desk, or your team can create the record manually using the standard check-in process. AI new patient record creation shines for phone-scheduled visits.