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Configuring your Cliniko account

Get the most out of Peptalkr when you configure your Cliniko the right way

Updated over a week ago

Peptalkr is dependant on your Cliniko account configuration. So setting your Cliniko account up in a way that enables the most control from within Peptalkr is a good thing to do, particularly if:

  1. You're new to Cliniko.

  2. You have had Cliniko a while, but haven't given much thought to how you configured it.

Settings that matter

These settings affect your Peptalkr account - they are broken down by 'area' in Cliniko's settings and configuration:

๐Ÿ“Business information

Where in Cliniko:

Settings > Our Clinic > Business Information

Setting name in Cliniko

What it does in Peptalkr

Business name

If you use the [business] variable it will use whatever is in this field for each of your businesses.

Display name

If you use the [businessdisplayname] variable it will use whatever is in this field for each of your businesses.

Suburb

If you use the [businesscity] variable it will use whatever is in this field for each of your businesses.

All of the address fields

If you use the [businessaddress] variable it will use whatever is in these fields for each of your businesses as a line of text:

โ€‹e.g 123 Fake Street, Fakeville, NSW 2000

Email reply to
โ€‹

If you use the [businessreplyemail] variable it will use whatever is in these fields for each of your businesses as a line of text:

โ€‹e.g 123 Fake Street, Fakeville, NSW 2000

Contact information

If you use the [businesscontactinfo] variable it will use whatever is in this field for each of your businesses as a line of text:

e.g Phone - 02 000 000


๐Ÿ“… Appointments

Where in Cliniko:

Settings > Appointments > Appointment Types

Setting name in Cliniko

What it does in Peptalkr

Name

If you use the [appointmenttype] variable it will use whatever is in this field.

Appointment type names are also Filters - you can target appointments by their name when building marketing list segments and appointment triggers.

๐Ÿ’กTip: Use appointment types to define your 'initial' and 'return' appointment types (optional but helpful), as well as any specific appointment types you want to target with unique Peptalkr communications (important).

For example - if your 'Massage' comms need to differ from your 'Physio' comms - unique appointment types are a must. Categories make things even better (see below).

Category

If you use the [appointmentcategory] variable it will use whatever is in this field.

Appointment category names names are also Filters - you can target appointments by their name when building marketing list segments and appointment triggers.

๐Ÿ’กTip: Use appointment categories to define your modalities/areas of business that you'd like to target with specific Peptalkr communications.


๐Ÿฉบ Practitioners

Where in Cliniko:

Settings > Appointments > Users & practitioners

Your Practitioners are relevant in the following ways:

  1. Practitioner first and last names appear in several ways - e.g. if you use any of the practitioner variables.

  2. Practitioner email addresses can also be used as a reply to email when using the [practitioneremail] email.

  3. Practitioners are also Filters - you can target patients of (a) particular Practitioner(s) when building marketing list segments and appointment triggers.


๐Ÿงพ Billable items

Where in Cliniko:

Settings > Finances > Billable items

Billable items can be created to:

  1. Set up products that you sell/want to add to invoices in Cliniko.

  2. Create Services that you render during appointments. For example, if someone comes in for a 'Standard Consultation' and you render a 'Vitamin C Injection' during that appointmet - adding it as a 'Service' in Cliniko means you can still add it to their invoice even though they booked an appointment type that doesn't at all specify they had this service renders.

This is useful to Peptalkr because:

An example would be:

  1. Sending aftercare instructions if they received a particular service.

  2. Sending follow up emails to ask them about their experience with a particular product service.

  3. Send them instructions on how to use a product they have purchased.

  4. Many more things... this article tells you more about it.


๐Ÿ’ฌ Communication preferences

This one is a little different to the others we've discussed.

In Cliniko - every patient has a 'Communication preferences' area on their profile:

These affect Peptalkr in the following ways:

Setting name in Cliniko

What it does in Peptalkr

Automated reminder

Whatever is selected here for each patient will apply to your Peptalkr 'before the appointment' triggers if you have ticked the 'is this a reminder?' checkbox when creating an email or SMS trigger.

i.e. - if they are not opted in for SMS reminders, they will not receive Peptalkr SMS reminders either.

Marketing messages

Whatever is selected here for each patient will apply to your Peptalkr SMS always. If you send a Peptalkr marketing SMS - we will only send it to those who are opted in.

However, Peptalkr marketing email will only respect this field if you force it to (see: this article). This is because most Cliniko users find this field too cumbersome to manage. You can choose to ignore it and let Peptalkr manage your client's subscription status entirely from within Peptalkr.

Receives booking confirmation emails

Whatever is selected here for each patient will apply to your Peptalkr 'when an appointment is created' triggers if you have ticked the 'is this a confirmation?' checkbox when creating an email or SMS trigger.

i.e. - if they are not opted in for email confirmations reminders, they will not receive Peptalkr confirmations.

Receives booking cancellation emails

No effect. Peptalkr does not look at this setting.


๐Ÿ”” Medical alerts

Medical alerts are an awesome little feature of Cliniko that can be used to vastly enhance the functionality of Peptalkr.

While typically you may seldom use these to marker something important about a patient - they can also be used to 'Tag' patients - handy if you want to:

  1. Trigger an email/SMS to a patient on the fly (instructions)

  2. Create segments of patients who share a particular medical alert (instructions)

  3. To filter down who receives an automated email or SMS (instructions)

  4. To exclude patients from receiving certain automated emails or SMS (instructions)

You may not know exactly how you'll use Medical Alerts with Peptalkr until you explore our tutorials or have a play - but as a starting point we recommend you follow our Medical Alert best practices and create a dummy patient file which you will use to keep a record of any Medical Alerts that 'do something' in Peptalkr.

Here's the best practice instructions:

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