Patient Intake & Onboarding

How voice AI captures new patient information, insurance details, and questionnaires—and syncs appointment data to your EMR

Voice AI handles new patient registration calls end-to-end: captures name, date of birth, contact info, insurance, and health questionnaire responses. Appointment and demographics sync to your EMR; detailed health data returns as a structured summary for staff review before filing.

Conversational registration: AI guides new patients through demographic questions, insurance capture, and health history in natural speech—no forms to mail back
EMR write-back: appointment booking and new patient demographics (name, DOB, phone, address) sync directly to your chart; eliminates manual data entry
Health questionnaire capture: medical history, allergies, medications, and chief complaint are captured on the call and returned as a structured summary for clinical staff to review and file
Insurance details collected: capture policy numbers, group numbers, and subscriber info on the call and return to your staff via the portal for verification
Physician-specific intake: configure questionnaires and intake logic per specialty or provider—dermatology asks about skin history, orthopedics asks about injury mechanism
Structured data output: all patient information returns in your EMR's native format, ready for staff to review and file

How it pays back

Reduce new patient no-shows and cancellations

When intake happens on the call, patients are committed and have all appointment details in hand. No mailed forms, no follow-up emails that get lost. Appointment and contact info sync to your chart immediately.

Eliminate intake paperwork and mail delays

Traditional intake requires mailed forms, patient return, manual data entry, and clinical review—a lengthy cycle. Voice AI completes it in one call. Your staff still reviews health data before filing, but the data entry is already done.

Accelerate first-visit workflows for clinical staff

Provider sees complete patient history and intake data at the first appointment. No scrambling to find papers, no re-asking questions. Clinical staff focuses on care, not administrative catch-up.

Structured intake captured

Medical history, allergies, medications, and health questionnaire completed on the call

New patient records created

Demographics and appointment synced to your EMR instantly

Insurance details collected

Policy, group, and subscriber information captured for staff verification

Configurable per specialty

Intake questions and logic tailored to dermatology, orthopedics, psychiatry, and other specialties

Frequently asked questions

Does the AI write clinical information directly to the EMR, or does staff review it first?

Staff review first. The AI captures medical history, allergies, medications, and symptoms as a structured summary. Your clinical staff reviews the data, confirms accuracy, and files it to the chart. This ensures clinical quality and gives your team the final say on what enters the patient record.

How does the AI handle complex insurance information or HMO/PPO verification?

The AI captures insurance details (policy number, group number, subscriber name and DOB) on the call and returns them via the MedReception portal for your staff to verify and process. Insurance verification often requires access to payer systems or a phone call—that stays with your staff to ensure accuracy.

Can I customize intake questions for different specialties or providers?

Yes. Your practice configures intake templates per provider or specialty. A dermatology intake asks about skin history, family history of skin conditions, and current treatments. An orthopedic intake asks about injury mechanism, pain location, and prior treatments. The AI follows your custom script for each appointment type.

What happens if a patient is uncomfortable sharing health information with an AI?

The AI is trained to acknowledge patient concerns and offer to route the call to a staff member for verbal intake. Most patients complete intake with the AI once they experience the natural conversation; some prefer human contact, and that's always an option. You set your practice's protocol.

How long does a typical new patient intake call take?

Most intake calls run 3-5 minutes once the appointment is booked. If the patient has complex history or many medications, it may take longer. The AI adjusts pace based on patient response and always offers to route to staff if the patient prefers human support.