AI Frontdesk → Integrations → Connect an EHR. Until an EHR or a calendar is connected, the AI takes messages instead of booking.
- Pick your system. The list shows every system the AI can use on a live call. Choose HealOS Scheduling if you have no EHR and want HealOS to be the calendar. If yours is not listed, ask support whether it can be added.
- Connect. Each system has its own short flow and the dialog walks you through it. Use a dedicated HealOS user in your EHR — then the connection survives a staff member changing their own password.
- Choose what the AI may do. Under AI Actions in the EHR, tick the allowed actions. Reading patient details and checking available slots are always on. Creating patients, booking, rescheduling, cancelling and adding call notes are on where your EHR supports them. Benefit Verification is off by default.
- Set booking defaults — default provider, appointment type and duration used when the caller does not specify.
- Set provider routing. One row per category: the provider, the appointment type, and the phrases callers actually use ("new patient", "physical therapy", "Dr. Chen"). New-patient and follow-up visits usually need separate rows.
- Set provider office hours. These must match the EHR. If HealOS says Wednesday 2–5 and the EHR says 1–5, patients are told "not available" for real openings — or a booking lands where the provider is not working.
How the AI identifies a patient
It confirms name and date of birth, then looks the patient up. Returning patients are matched to their chart; new callers are registered if Create Patient Record is on. Failed lookups are nearly always a spelling or date-of-birth mismatch, or a nickname on the chart — "Bill" on file, "William" on the phone.
Benefit verification before booking
Turned on, the AI checks eligibility before it books. Turn on Offer self-pay when coverage can't be verified so a failed check does not end the call without an appointment.
Disconnecting
Disconnect stops every EHR action immediately. Your booking defaults are kept for when you reconnect.