Important Reminder: Prior to initiating the integration process, it is crucial to ensure that the email addresses used in both Cliniko and Patientnotes are identical.
Follow these steps to successfully set up the integration:
Step 1: Start by establishing an organization on Patientnotes. Visit this link to create one: Create Organization on Patientnotes. To learn more visit our organisation setup guide
Step 2: Configure Cliniko by obtaining an API key. To do this, log into Cliniko, access "My Info" and proceed to "Manage API keys" section where you can generate the required API key.
Note:
Cliniko integration requires two types of API keys:
Organization-level API key: Enables dashboard and diary synchronization.
Practitioner-level API key: Enables sending completed notes back to Cliniko.
Step 3: Return to Patientnotes and navigate to your organization page. Choose “Cliniko configuration” from the options available on this page and input the generated API key.
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Once the initial API key is installed you will you a green tick and the hidden API key for your login.
Step 4 Adding additional user API keys You will need to ask your team members to create an API key using step 2 above and provide you with the API key to insert into PatientNotes for them Once the practitioner’s API key is successfully added, the option to send completed notes back to Cliniko will appear for that practitioner.
Note- whilst initially your additional users may have a red icon alert allow up to 5 minutes for the system to link.
Icon Legend
✅ practitioner is correctly mapped to Cliniko and has a valid API Key
⚠️ practitioner is mapped to Cliniko but does not have a valid API Key
❌ practitioner is not mapped to Cliniko (check API key and Cliniko email login address matches PatientNotes logion address)
Step 5
Finalize by exiting the organization page and clicking on the Patientnotes dashboard. You should now be able to view patients integrated into your dashboard and start your sessions.
Handling Older Recordings
You can create notes for older recordings by uploading the audio file to PatientNotes. The system will transcribe the file and generate a note. However, these notes won’t automatically sync to Cliniko. To save them in Cliniko, manually copy the generated note from PatientNotes and paste it into Cliniko.
Workflow for Creating and Syncing Session Notes
Start the Session: From your PatientNotes Dashboard, begin the session using a patient’s synced Cliniko appointment. This links the session to the correct Cliniko patient.
Create the Note: Record and review the session note in PatientNotes.
Sync the Note: Click the “Save to Cliniko” button to push the note into the patient’s Cliniko file.
TROUBLESHOOTING: - if you do not see your dashboard then please check your email username matches the username you login to Cliniko
Notes created before connecting Cliniko or sessions started outside the Dashboard won’t show the “Save to Cliniko” button. For these, manually copy and paste the note text into Cliniko.
Ensure the practitioner’s individual API key is added to PatientNotes if the “Send to Cliniko” button does not appear.
- if the send the Cliniko button is disabled your organisation owner if required to add in your API key- follow the steps above and provide the API key to your admin owner to assist with setup.