Streamlining Medical Practice Operations

Today's healthcare environment is only becoming more fast paced and demanding, with repetitive administrative tasks consuming valuable time that could be better spent on patient care. Manual client intake processes, appointment scheduling, and follow-up communications create bottlenecks that slow down operations and impact patient experience. What if you could automate these workflows while maintaining personalized and compliant services for patients?

With Keragon’s powerful healthcare automation platform and Retell AI’s sophisticated voice agents, it’s now easier than ever to streamline healthcare administration, without compromising the quality of care.

This article walks through how the Keragon x Retell AI integration works, and showcases one of the most impactful ways to use it: automating the full client intake process. Whether you’re running a private clinic or managing operations for a multi-location healthcare provider, this guide will help you implement voice automation in a way that’s fast, flexible, and built for the needs of modern healthcare teams.

What Is Keragon and How Does It Work with Retell AI?

Keragon is a no-code automation platform built specifically for healthcare teams. Think of it like Make.com or n8n, but tailored for the unique needs of hospitals, clinics, care providers, and operations teams in medical settings. It comes with healthcare-specific connectors, logic, and integrations that let non-technical users build powerful, compliant workflows without writing code.

With Keragon, teams can:

• Trigger workflows from Google Sheets, Forms, Typeform, and other tools
• Push data to EHR systems, CRMs, Slack, Notion, and external APIs
• Handle conditional logic, branching flows, and error handling
• Maintain HIPAA-conscious workflows that respect patient privacy

The Retell AI integration allows Keragon users to seamlessly insert AI calls and chat into any workflow. Keragon users deploy Retell AI for everything from appointment reminders to follow-up surveys, lead outreach, or post-visit check-ins.

With fast setup and deep control, Keragon + Retell AI is a flexible integration that enables operations and care teams to automate thousands of voice conversations, while keeping the experience personalized and professional.

Benefits of This Integration

• 24/7 intake and follow-up, without staff effort
• Human-like phone calls driven by live data
• Reduced scheduling friction and errors
• Built-in multilingual support (31+ languages)
• Easy to set up and customize, no engineering needed

Advanced Configurations for Real-World Healthcare Automation

While the basic intake automation setup works well for many practices, Keragon + Retell AI can be easily extended to support more advanced workflows. Here are a few ways healthcare teams are customizing their automation stack:

• ‍Insurance Verification Integration – Connect to insurance APIs to verify coverage during the intake process, reducing delays and manual coordination.‍
• Electronic Health Record (EHR) Sync – Automatically route new patient data into your EHR or EMR system, minimizing double entry and manual uploads.‍
• Multi-Language Support – Use Retell AI’s multilingual capabilities (31+ languages) to communicate with patients in their preferred language.‍
• Specialized Intake Paths – Build logic-based flows that adjust based on appointment type, department, or provider—customizing each call to fit your care delivery model.

Whether you’re scaling intake across locations or adding advanced data syncing, the flexibility of Keragon’s workflow engine combined with Retell AI’s programmable voice agents allows your system to grow with you.

Implementation Guide: Building Your Automated Intake System

Step 1: Setting Up Keragon as Your Integration Hub

1. Create your Keragon account

• Visit Keragon and select the $400 plan, which provides the necessary features for this integration.
  
• Complete the account setup process with your business details.

Step 2: Creating Your Client Intake Form

1. Design your Google Form

• Create a comprehensive intake form using Google Forms.
• Include essential fields like name, phone number, email, medical history, and reasons for visiting.
• Consider making critical fields required to ensure you collect all necessary information.

2. Connect Google form to Keragon

• Copy your Google Form ID from the form's URL.
• Add this ID to your Keragon's workflow to establish the connection.

Step 3: Connect Retell AI to Keragon

1. Set up your Retell AI account

• Generate an API key from Retell AI's dashboard.

2. Connect Keragon to Retell

• Search and add Retell AI "Create phone call" node to Google Form node
• Enter this key in Keragon to establish the connection between platforms.

Step 4: Configuring Retell AI for Automated Calls

1. Create a Retell AI Agent

• Once in the Retell AI Dashboard, click "Create an Agent" and select "Voice Agent".

• Design a conversational agent that can verify patient information and schedule appointments.
• Configure the agent's voice, personality, and conversational flow to match your practice's style.

2. Integrate with calendar services

• ‍Connect your Retell AI agent to cal.com or another calendar service.
• Configure the API integration to check real-time availability.
• Set up the agent to book appointments directly in your calendar system.

Step 5: Testing and Optimization

1. Perform end-to-end testing

• Submit test data through your Google Form.
• Verify that Retell AI initiates calls based on new form submissions.
• Confirm that appointments are correctly booked in your calendar.
• Check that SMS confirmations are sent appropriately.

2. Optimize agent performance

• Review call transcripts to identify areas for improvement.
• Adjust your agent's settings for better transcription accuracy and natural conversation flow.
• Fine-tune prompts and responses based on common patient questions.

Perfer to watch? Check our full video tutorial below!

Ready to Build with Keragon & Retell?

Start streamlining your workflows with voice automation built for healthcare.

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