Set up video consultations

Video consultations let patients book an appointment they join from anywhere. You choose Zoom or Google Meet for each appointment type, and Clinicify creates the meeting when the patient books and sends them the link.

Before you start

• Each practitioner who holds video appointments connects their own account: Zoom, or Google Calendar for Google Meet. Anyone can do this for themselves under My settings > Integrations.
• The clinic owner sets up the appointment types.
• Microsoft Teams isn’t supported.

Steps

1. Each practitioner connects a video provider. Follow Zoom integration guide or Use Google Meet for video appointments.
2. The owner creates or edits an appointment type. Open the account menu, select Clinic settings, then go to Scheduling > Appointment types. Select New type, or select Edit on an existing type.
3. Set Location to Virtual, video consultation.
4. Choose the Video provider:
   • If nobody at the clinic has connected Zoom or Google Calendar yet, you see Connect a video provider first instead. Connect one, then come back.
   • If only one provider is connected anywhere at the clinic, it’s used automatically.
   • If both are connected, choose Zoom or Google Meet.
5. Select Create type or Save changes. In the list of types, the type now shows Video · Zoom or Video · Google Meet.

What happens next

When a patient books a video appointment type, or a team member books it for them:

• Clinicify creates the meeting on the assigned practitioner’s own Zoom or Google account.
• The patient’s confirmation email leads with a Join video consultation button, and the attached calendar invite carries the link. Their patient portal shows the same button.
• On the appointment in Clinicify, a Video (Zoom) or Video (Google Meet) row shows Join consultation. Today’s appointments on the dashboard shows Join.

Meeting titles and calendar entries carry no patient details. A practitioner’s calendar entry is titled “Clinic appointment” and holds the join link.

If a link couldn’t be created

The booking always goes ahead, even if the meeting can’t be created. This happens when the assigned practitioner hasn’t connected the provider the type uses, or their connection needs reconnecting.

• The patient’s confirmation says their join link will be emailed before the appointment, and their portal says the same.
• Clinicify tries again automatically for a short while. If a later try works, the patient gets a separate “Your video link is ready” email.
• On the appointment, the video row shows Link pending while Clinicify is trying, and Link failed - check the practitioner’s integration once it stops.

Good to know

• The link is created on the assigned practitioner’s account only. Clinicify never uses a colleague’s account, and never swaps Zoom for Google Meet or the other way round.
• There’s no reschedule option. Cancelling deletes the Zoom meeting or Meet event, so the old link stops working, and booking again creates a new one. See Cancel or move an appointment.
• Zoom meetings have the waiting room on, so the patient waits until the practitioner admits them.
• The reminder email the day before includes the Join video consultation button too. The reminder text message doesn’t carry the link.
• For phone consultations, set Location to Phone call instead. The clinician calls the patient on the number in their record.