Tebra (formerly Kareo) Integration: AISS Voice Agent + Scribe Setup Guide

If you’re running a clinic—whether it’s chiropractic, dermatology, podiatry, urgent care, or another specialty—you know how critical seamless workflows are. Missed calls, manual note-taking, and disjointed systems cost time and money. Tebra (formerly Kareo) users can now integrate AISS Solutions’ Voice Agent and AI Scribe to automate phone handling and clinical documentation, reducing overhead by up to 40% while improving patient experience.

This guide walks you through the step-by-step integration, with real-world examples, pricing, and ROI calculations. By the end, you’ll know exactly how to set this up in your practice.

Why Integrate AISS Voice Agent + AI Scribe with Tebra?

Before diving into the setup, let’s quantify the impact:

Total estimated savings: ~$52,000/year (for a 5-provider clinic).

Now, let’s break down the integration.

Step 1: Verify Tebra Compatibility

AISS Voice Agent and AI Scribe integrate with Tebra via API and webhooks. Confirm your Tebra plan supports:

✅ Tebra Clinical EHR (required for AI Scribe SOAP notes)

✅ Tebra Practice Management (for appointment scheduling)

✅ API Access (Admin > Settings > API Keys)

If you’re on Tebra’s Starter plan ($160/mo), upgrade to Professional ($269/mo) for full API access.

Step 2: Set Up AISS Voice Agent for Tebra

Voice Agent automates inbound/outbound calls, appointment scheduling, and patient reminders—syncing directly with Tebra.

A. Configure Call Routing in Tebra

1. Log in to Tebra > Settings > Phone System.
2. Enable "Call Forwarding" to AISS’s dedicated number (provided during onboarding).

- Example: Forward 555-123-4567 (your clinic line) to 888-AISS-AI1.

1. Set up call rules:

- Business hours: Route to Voice Agent.

- After-hours: Voicemail or emergency line.

Pro Tip: Use Tebra’s "Smart Routing" to prioritize urgent calls (e.g., post-op patients) to bypass the AI and ring directly to a provider.

B. Sync Voice Agent with Tebra’s Schedule

1. In AISS Dashboard > Integrations > Tebra:

- Enter your Tebra API Key (from Step 1).

- Map appointment types (e.g., "New Patient" = 30 min, "Follow-up" = 15 min).

1. Test the sync:

- Call your clinic line.

- Voice Agent should:

- Greet the caller.

- Check Tebra’s calendar in real-time.

- Book appointments without double-booking.

Real-World Example:

A podiatry clinic in Miami reduced no-shows by 22% using Voice Agent’s automated reminders (SMS + voice). Their Tebra calendar auto-updated when patients rescheduled via the AI.

C. Customize Call Scripts

Voice Agent uses dynamic scripts based on specialty. Examples:

• Chiropractic:

> "Do you have lower back pain or neck issues? I can check Dr. Smith’s availability for an adjustment this week."

• Dermatology:

> "Are you calling for a skin check or cosmetic consultation? Our next opening for a full-body exam is [Tebra-pulled date]." Customization Tip: Use Tebra’s custom fields (e.g., "Reason for Visit") to personalize scripts further. Pricing Context:

• MedReceptionist (AI Phone): $199/month flat per practice (standalone) or $149/month bundled with any MedSiteAI website plan — one price, unlimited calls & lines, no tiers.
• Voice Agent: Custom pricing (typically $0.10–$0.30/minute for automated calls).

Step 3: Integrate AI Scribe for SOAP Notes

AI Scribe listens to patient visits, transcribes conversations, and auto-generates SOAP notes in Tebra—saving 2+ hours/day per provider.

A. Enable Audio Capture

1. Hardware Setup:

- Use AISS-approved mics (e.g., Yeti Nano or Poly Sync 20) for clear audio.

- Budget option: Smartphone + lapel mic (test for background noise).

1. Software Setup:

- Install AI Scribe Desktop App (Windows/macOS).

- Grant Tebra EHR access (OAuth2 authentication).

Screenshot Description:

The AI Scribe interface shows a live transcript with timestamps. The "Push to Tebra" button auto-populates the SOAP note into the patient’s chart.

B. Map SOAP Note Templates

AI Scribe learns your documentation style. For example:

• Family Medicine:

- Subjective: "Patient reports 3-day history of sore throat, no fever."

- Objective: "BP 120/80, temp 98.6°F, throat erythema noted."

- Assessment: "Likely viral pharyngitis."

- Plan: "Rest, fluids, follow up if symptoms worsen."

• Mental Health:

- Subjective: "Patient endorses increased anxiety over past 2 weeks, triggered by work stress."

- Objective: "Affect: anxious. Speech: rapid."

- Assessment: "Generalized anxiety disorder, mild."

- Plan: "CBT techniques, follow up in 4 weeks."

Pro Tip: Use Tebra’s SOAP note macros to standardize formatting. AI Scribe will adapt to these.

C. Train the AI on Your Terminology

1. Upload 5–10 past SOAP notes (de-identified) to AI Scribe.
2. The AI learns your shorthand (e.g., "c/o" = "complains of").
3. Accuracy improves to 95%+ within 2 weeks.

Real-World Data:

A 10-provider urgent care in Texas reduced charting time from 18 minutes to 3 minutes per patient using AI Scribe. Their Tebra notes were 98% accurate after 1 month of use.

Pricing Context:

• AI Scribe: Bundled with MedSiteAI ($149–$799/mo) or standalone.
• Standalone: $79–$179/mo per provider — everything included, no per-note metering.

Step 4: Test the Full Workflow

Before going live, run these tests:

Test 1: Appointment Booking

1. Call your clinic line.
2. Voice Agent should:

- Greet the caller.

- Ask for name, DOB, and reason for visit.

- Check Tebra’s calendar and book an appointment.

- Send a Tebra automated confirmation text/email.

Expected Result: Appointment appears in Tebra’s schedule within <30 seconds.

Test 2: SOAP Note Generation

1. Simulate a patient visit:

- Record a 5-minute mock consultation (provider + "patient").

1. AI Scribe should:

- Transcribe the conversation.

- Generate a SOAP note with ICD-10 codes (if enabled).

- Push the note to Tebra’s patient chart.

Expected Result: Note is 90%+ accurate and formatted per your template.

Test 3: After-Hours Messaging

1. Call after business hours.
2. Voice Agent should:

- Take a message.

- Text/email the provider via Tebra’s secure messaging.

Expected Result: Provider receives the message in <2 minutes.

Step 5: Optimize for Maximum ROI

A. Reduce No-Shows with Automated Reminders

• Voice Agent calls patients 48 hours before their appointment.
• Tebra syncs confirmations/cancellations in real-time.
• Example: A med spa in California reduced no-shows from 15% to 3%, adding $8,000/month in recovered revenue.

B. Use AI Scribe for Telehealth

• Tebra + AI Scribe work seamlessly for telehealth visits.
• The AI listens to the call, generates notes, and files them in Tebra.
• Savings: $1,500/month in scribe costs (for a 5-provider practice).

C. Leverage Analytics

• AISS Dashboard shows:

- Call volume trends (peak hours, missed calls).

- SOAP note turnaround time (target: <5 minutes).

- Patient satisfaction scores (from post-visit surveys).

Example:

A dental clinic in New York used Voice Agent’s analytics to add a 3rd hygienist during peak hours (10 AM–2 PM), increasing revenue by $12,000/month.

Common Pitfalls & Fixes

Pricing Breakdown & ROI

Assumptions:

• 5-provider clinic.
• 20 patients/day (avg. $100/visit).
• $50/hr for staff time.

Next Steps: Get Started Today

For Tebra Users:

1. Sign up for a free AISS demo at medreceptionist.com (Voice Agent) or aiscansolutions.com (AI Scribe).
2. Schedule a 30-minute onboarding call to:

- Sync Tebra API.

- Customize scripts/SOAP templates.

- Train your team.

Not Using Tebra?

• Switching EHR? MedSiteAI offers Tebra migration support.
• Need a full-stack solution? Bundle MedSiteAI + MedReceptionist + AI Scribe for 20% off.

Final CTA: Automate Your Practice in 48 Hours

Stop losing $50,000+ annually to inefficiencies. AISS + Tebra integration is plug-and-play—no IT degree required.

👉 Book a demo now:

• MedReceptionist (AI Phone)
• AI Scribe (SOAP Notes)
• MedSiteAI (Websites + Full Integration)

Month-to-month billing, no long-term contracts. Book a demo at medreceptionist.com. Note: Screenshots would ideally show:

1. Tebra API settings page.
2. AISS Voice Agent call flow builder.
3. AI Scribe’s SOAP note preview in Tebra.
4. Analytics dashboard (call volume, note accuracy).

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