AI Receptionist for Tebra (Formerly Kareo) Practices

By The Zaya Health team

Tebra brought Kareo's practice management and EHR together with PatientPop's patient-growth tools to serve independent practices. Those practices usually run lean, and the phone is where that shows: one or two people juggling check-in, billing questions, and a ringing line. Zaya is an AI voice receptionist created by physicians. It answers every call right away, has a real conversation instead of a menu, verifies the caller, and schedules around the clock.

If you still think of your system as Kareo, you're in the right place. Kareo is now part of Tebra.

Book a demo to hear Zaya handle calls for a Tebra practice.

How Zaya connects to Tebra

Zaya connects to Tebra through its own proprietary integration software. Zaya works alongside Tebra as your practice already uses it, so your team keeps its existing schedule, templates, and workflows. We set up and test the connection for your practice during onboarding, so there is nothing for your staff to build.

What Zaya does inside Tebra

• Book. Zaya checks your Tebra calendar for real availability by provider, location, and appointment reason, and books the slot the patient picks. Appointments are booked directly in the live schedule.
• Reschedule. Zaya finds the existing appointment, offers new times under the same rules, and moves it so the original time reopens.
• Cancel. Zaya confirms the visit and cancels it in real time, which gives you a chance to fill the slot instead of discovering a no-show.
• Verify the patient. Before discussing or changing anything, Zaya verifies the caller by name and date of birth.
• Messages. Refill requests, billing questions, and callback requests are captured in a structured summary. Messages can go directly into Tebra as telephone encounters, be emailed to staff, or be viewed in a protected, secure portal.

Each call ends with a clear confirmation, and Zaya can send an SMS recap.

Common front-desk problems for Tebra practices

• A one-person front desk. Independent practices on Tebra often have a single receptionist. When they step away, or are helping someone at the window, calls go to voicemail. Zaya covers every call, every time.
• Online booking helps, but phones still ring. Online booking and reviews bring new patients in, and many of them still call before their first visit. Zaya makes sure those calls are answered instead of lost.
• Billing questions mixed with scheduling. Because Tebra combines practice management and billing, patients often call about statements as well as appointments. Zaya handles scheduling and captures billing questions for your billing staff.
• Therapy and rehab schedules that change weekly. Mental health and physical therapy practices run recurring appointments that patients move constantly. Zaya handles those changes immediately.
• After-hours gaps. Evenings and weekends leave patients with no way to book. Zaya answers 24/7.
• Hiring and training costs. Turnover means retraining someone on your Tebra calendar every few months. Zaya's rules stay put.

Setup steps

1. Map your workflows. We review your call types, visit types, provider rules, and how your team wants messages delivered.
2. Connect Tebra. Zaya's integration software is connected to Tebra and your phone line, then we test patient verification, scheduling, and message routing.
3. Go live. Zaya starts answering calls on the coverage you choose, such as after hours, overflow, or every call. Setup typically takes about two weeks from kickoff to go-live.
4. Tune and expand. Your team reviews call summaries, and we adjust call handling as your needs change.

Built by physicians

Zaya was built by physicians who know how a busy clinic phone line really works: triage, privacy, and the scheduling rules that live in a front-desk team's heads. That clinical perspective shapes how Zaya handles calls for Tebra practices.

Specialties

Tebra serves independent practices across many specialties. Zaya adapts to how each one books:

• Mental and behavioral health: therapy and psychiatry sessions, recurring appointments, and discreet, respectful call handling.
• Physical and occupational therapy: plan-of-care visit series and frequent reschedules.
• Primary care and pediatrics: sick visits, wellness exams, and parent-led scheduling.
• Chiropractic: recurring adjustment visits and new-patient intake calls.

HIPAA and privacy

Zaya signs a Business Associate Agreement (BAA) with every client and has HIPAA safeguards in place. Callers are verified by name and date of birth before any appointment details are discussed or changed, and messages can be viewed by staff in a protected, secure portal.

Zaya supports administrative communication and scheduling. It does not provide medical advice. Callers with a medical emergency should dial 911.

FAQ

Does Zaya work with Kareo?

Yes. Zaya connects to Tebra through its own proprietary integration software and works alongside Tebra to verify patients by name and date of birth, check the live schedule, and book, reschedule, or cancel appointments.

What does my practice need to provide to connect Tebra?

Very little. Zaya's team handles the connection with its own integration software and walks you through each step. Setup typically takes about two weeks.

Can Zaya book new patients in Tebra?

Zaya collects new-patient details, verifies name and date of birth, and offers available times from your live schedule.

Will Zaya help with billing questions?

Zaya captures billing and balance questions and routes them to your billing staff with a clear summary. It does not process payments.

Does Zaya work after hours?

Yes. Zaya answers 24/7, including evenings, weekends, and holidays.

How do we start?

Book a demo. We'll walk through your call scenarios and explain the Tebra connection and rollout plan.