Capability · Systems & visibility
PMS & booking system integration
PMS integration connects Intavia to your practice system, so it works from live patient, appointment and availability information. Appointments are handled directly in your diary, so your team has one up-to-date record to work from.
At a glance
- What it does
- Reads live patient and diary information and handles appointments in your system
- Channels
- Inbound and outbound calls, with additional channels available
- Integrations
- Your practice management system, such as Dentally
- What you can customise
- Which appointment types, clinicians and locations can be offered, and what Intavia can change
- What your team sees
- Bookings and changes in your diary, new patient records and tasks for anything that needs a person
- Setup
- Done for you by our team, around your appointment types, clinicians and locations
See it in action on the PMS & booking system integration page.
How it works
The integration is set up around your practice. Our team does the setup work: we connect Intavia to your system, map it to how your practice runs, and Intavia then works from your system in every conversation that needs it.
- Plan: we agree with you what Intavia can do in your system, such as which appointments can be booked, moved or cancelled and which stay with your team.
- Connect: our team connects Intavia to your system with the access it needs, and maps your appointment types, clinicians and locations.
- Identify: Intavia finds the patient's record and confirms their identity before any details are shared or changed.
- Read: Intavia reads live information, such as upcoming appointments and available times, so answers reflect your diary as it is now.
- Act: appointments are booked, moved or cancelled directly in your system, and new patient records created, where your rules allow it. Each change is checked with your system at the moment it's made.
- Next step: anything outside your rules, or that your system says needs the practice, becomes a task or a transfer for your team with the details already captured.
Options
These are the options we agree with you, not fixed settings. Each one can be shaped around how your practice works, and anything not listed here can be built into the plan.
| Option | What we agree with you |
|---|---|
| Appointment types | Which appointment types can be offered, and which stay with your team |
| Clinicians and locations | Which clinicians and sites can be offered for each appointment type |
| Changes and cancellations | Which appointments can be moved or cancelled, and when your team handles them instead |
| New patients | Whether new patient records are created, and what is collected first |
| Notes | Whether approved call notes are written back to the patient record, where your system supports it |
| Hand-over | The situations that become a task or a transfer for your team |
Supported systems
Each system's capabilities are listed below. Intavia follows each system's own booking rules as well as yours.
| System | What Intavia can do |
|---|---|
| Dentally | Patient lookup, live availability, booking, rescheduling and cancelling, new patient records, and approved call notes |
| Cliniko | Patient lookup, live availability, booking, rescheduling and cancelling, and new patient records, following Cliniko's online booking settings |
| PPS | Client lookup, diary availability, booking, rescheduling and cancelling, new client records, and call notes where permissions allow |
Works together with
- Appointment booking, changes & cancellations: Appointments booked, moved and cancelled during the call, directly in your system.
- Practice rules & policies: Your booking rules, cancellation policy and hand-off rules, followed on every call.
- Identity verification: Identity confirmed before personal details are shared, including for people calling on someone's behalf.
- New patient registration: New patients registered and booked in one call.
- Multi-site practices: One receptionist that books at the right location.
- CRM integration: Leads and call outcomes kept up to date in your CRM.
FAQs
Dentally, Cliniko and PPS each have their own integration page, and our integrations page lists the other systems we connect to.
Yes. Intavia only offers what your system and your agreed rules allow, such as the appointment types and clinicians set up for online booking in Cliniko. Anything outside them becomes a task or a transfer for your team.
Availability is read live, and each booking or change is checked with your system at the moment it's made. If a time has just been taken, Intavia offers another.
Yes. Bookings, changes and new patient records are made directly in your system, so they appear in your diary like any other. Follow-up tasks sit in the Intavia dashboard rather than as tasks in your practice system.
Access to your system with the permissions our team lists, such as an API key. Some systems also need a few settings turned on, such as online booking in Cliniko. Our team walks you through them, does the rest of the setup and checks it with you before launch.
Yes. Tell your support team what you need, such as a new appointment type or clinician, and they update the setup. If your system needs a setting changed, such as online booking for a new appointment type in Cliniko, they walk you through it.