Setup
Integrations
Connect your practice management system, messaging accounts and doctors' calendars.
Integrations live under Admin → Integrations. Everyone with access can see their status; connecting and disconnecting needs the Owner role or a role with permission to manage integrations.
Practice management system (PMS)
Voxlera works from your PMS: it reads your patients, doctors, appointments and treatments, and writes back appointments that agents book, move or cancel. Voxlera currently supports MedicaSimple, with more systems planned based on demand.
Connecting MedicaSimple
- Get an API key from your MedicaSimple account.
- In Voxlera, open Integrations, choose MedicaSimple and paste the key.
- Voxlera checks the key straight away by reading your doctor list.
Your API key is used to set up the connection and is never stored in Voxlera’s database.
| Message | What to do |
|---|---|
| MedicaSimple rejected this API key | Check the key for typos or extra spaces and try again. |
| We connected but couldn’t verify the credentials | Try again; if it keeps happening, contact support. |
| The relay is temporarily unavailable | Wait a minute and retry. |
How syncing works
MedicaSimple doesn’t notify other systems of changes, so Voxlera checks for them regularly: your patients, appointments and doctors are refreshed every few minutes, and completed treatments are picked up shortly after they’re marked complete. You can see the last sync on the overview’s status bar, and refresh the call queue on demand with Auto Refresh.
Free appointment times are worked out from each doctor’s working hours minus the appointments already booked in MedicaSimple.
Disconnecting
Disconnect invalidates the connection immediately. Agents and syncing stop until you reconnect.
SMS and WhatsApp
Agents send messages — availability checks, booking confirmations, follow-ups — through your own messaging accounts, so patients see your clinic’s number.
- Twilio — for SMS and WhatsApp. Enter your Account SID and Auth Token, then import the phone numbers you want to use and choose what each is for. Your Auth Token is stored encrypted.
- WhatsApp Business — connect directly with Meta. You’ll sign in with Facebook, choose your business, your WhatsApp Business account and the number to use.
If both are connected, choose which one sends your WhatsApp messages.
Note
Disconnecting WhatsApp Business stops incoming WhatsApp messages from reaching Voxlera, and reconnecting means going through Meta’s sign-up again.
Calendars
Calendars are connected per doctor, on each doctor’s page under Doctors. See Doctors and working hours.
Logs
Each integration has a log of connection attempts and of the requests Voxlera made, with their results. If something isn’t working, these logs are the first thing support will ask about.