Appointment software · PracticeHub
One diary: what CAi changes, changes in PracticeHub
CAi answers your clinic’s calls and WhatsApp messages and books, moves and cancels appointments straight in PracticeHub while the patient is still talking. Your front desk never keeps a second diary, and CAi sees what they see: the patient’s history, their care plan and their packages. Up and running in about 20 days.
Native · two-way sync
- Syncs every 30 seconds
- Books, moves and cancels in PracticeHub
- Sees care plans and packages
- Tells family members apart
Who it’s for
For clinics that run their diary in PracticeHub
PracticeHub is practice management software for chiropractic, physiotherapy and osteopathy clinics around the world, from Spain to the UK and Ireland. Care plans, re-exams and packages all live in it.
Several clinics that work with HeyCAi already keep their diary there, so it is the connection we know best. CAi picks up the calls your CA and front desk can’t get to, and it books on the live diary, not on a copy.
- Where
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- Worldwide
- Spain
- UK
- Ireland
- Specialties
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- Chiropractic
- Physiotherapy
- Osteopathy
- Connection
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- Native
- Two-way
- Built by our team
- In use
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- With HeyCAi clinics today
Why we built our own
Fast enough for an AI that books while the patient is on the line
PracticeHub’s generic integration syncs every 5 minutes. For a receptionist that has to confirm a time before the patient hangs up, that is too slow. So our team built PracticeHub Sync, and we maintain it ourselves.
| What changes | A generic integration | PracticeHub Sync |
|---|---|---|
| How often it syncs | Every 5 minutes | Syncs every 30 seconds. |
| Families and duplicates | Creates duplicates | Sorts out duplicates: family members who share a mobile, and people with the same email or phone number. |
| Appointment history | Only the last and the next appointment | Brings in each patient’s whole appointment history, not just the last and the next. |
| Care plans and packages | Doesn’t see them | Sees each patient’s care plans and packages. |
One diary
When CAi cancels or moves an appointment, it does it in PracticeHub. Nothing sits in a second calendar waiting for someone at the front desk to copy it across.
Under the hood
It syncs close to 1,000 fields from the patient and the diary, such as the next and last appointment with their type, or the last cancellation. It uses PracticeHub’s older API, which is stable and complete, and the new one for what only the new one gives, such as patient tags.
Step by step
A re-exam moved after hours, from the family mobile
Oliver rings in the evening about his son Jack’s re-exam. The number is on Oliver’s record, the appointment is on Jack’s. This is what happens in PracticeHub while he is still on the line.
Oliver Hi, it’s Oliver Bennett. My son Jack can’t make his re-exam on Thursday at 10. Can we move it?
CAi Of course, Oliver. Jack’s re-exam is with Megan on Thursday at 10. She has Friday at 9 or at 12.30. Which suits him?
Oliver Friday at 9, please.
CAi Done: Jack’s re-exam is now Friday at 9 with Megan. I’ve freed Thursday and I’m sending the confirmation to this number on WhatsApp.
PracticeHub Megan · this week Thu
- 09:00 Adjustment
- 10:00 J. Bennett · re-exam Freed by CAi
- 11:00 New patient
Fri
- 09:00 J. Bennett · re-exam Booked by CAi
- 10:00 Adjustment
- 12:30 Free
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Recognises the family
One mobile, two records: CAi finds Oliver by his number and Jack by his name, each with his own appointments.
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Reads the live diary
It looks at Megan’s openings as PracticeHub has them now, not as they were this morning.
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Moves the re-exam
Thursday is freed and Friday is booked in PracticeHub while Oliver is still talking.
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Confirms on WhatsApp
Oliver gets the new time in writing, and your front desk sees the change in the diary.
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And the other way round
If your team books, cancels or blocks time in PracticeHub, CAi picks it up at the next sync and stops offering that slot.
What syncs
What CAi and PracticeHub keep in step
CAi works with the diary and with what your front desk needs to know about each patient. The clinical side of PracticeHub stays with your practitioners.
Synced both ways
- Each practitioner’s openings
- Bookings, moves and cancellations
- Each patient’s care plans and packages
- The whole appointment history
- Family members on one mobile, each with their own record
Left untouched
- Clinical and treatment notes
- Invoices and payments
- Blocks your practitioners keep private: CAi only sees them as busy
Your patients’ data
HeyCAi is the data processor; your clinic is the data controller. We comply with the GDPR and Spain’s data protection law (LOPDGDD).
How we look after patient dataA clinic that uses CAi with PracticeHub
“Because it’s connected with PracticeHub, it’s the best feeling: you’ve got an ad running, someone registers as a lead, they follow the sequence that comes to them, and the next thing you get is a notification that a new patient has booked a visit. And you haven’t had to do anything.”
Grant Simpson Innato Quiropractic Set-up
Setting up CAi with PracticeHub
Up and running in about 20 days. You give us access to PracticeHub and we do the connecting. Nothing goes live until you have tested it and signed it off.
Josep Lluís Morant Co-founder & Lead Developer What your clinic provides, and who does what, is on the pricing page. -
Connect and map
We link CAi to your PracticeHub account and map your practitioners, your appointment types (new patients, re-exams, follow-ups) and your hours, so it only offers what you actually offer.
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Shadow mode
CAi listens to real calls and reads real messages without booking anything, and your team checks what it would have done in the diary. Then, tests with real calls.
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Live, step by step
First out of hours, then when the line is busy, then always if you want. You keep your number and choose when calls go to CAi.
Questions
Frequently asked questions
Anything else about your diary, we go through it with you on the video call.
Will I have to keep two diaries?
No. PracticeHub stays your only diary. When CAi books, moves or cancels, it does it in PracticeHub, and whatever your team changes there reaches CAi too. Nobody copies appointments from one calendar to another.
How often does it update?
Syncs every 30 seconds. It works both ways: what CAi books lands in PracticeHub, and what your front desk changes reaches CAi. PracticeHub’s generic integration syncs every 5 minutes. An AI that confirms a time while the patient is on the line can’t wait that long.
What about a family that shares a mobile?
Sorts out duplicates: family members who share a mobile, and people with the same email or phone number. Each family member keeps their own record and their own appointments, so when a parent rings about a child, CAi books the child, not the parent.
Does it see care plans and packages?
Yes. Sees each patient’s care plans and packages. Brings in each patient’s whole appointment history, not just the last and the next. When a patient on a care plan calls, CAi has the same picture as your front desk. It works the same for physiotherapy and osteopathy clinics that sell packages.
Can I reactivate patients who haven’t been in for 3 to 6 months?
Yes. You can pick out the patients who haven’t been in for 3 to 6 months, by the date of their last visit, and send them a message to bring them back. CAi asks you first, and it uses your clinic’s tone.
How does the voice sound?
Answers in Spanish and English. It understands English from the UK and the US, and Spanish from Spain and Latin America. You choose the assistant’s name, its tone and how fast it speaks. The quickest way to judge is the demo: it reads your clinic’s website and calls your mobile.
Can I decide when the AI answers?
Yes. Keep your number: calls go to CAi when you can’t answer, out of hours or always. You choose. The usual order is out of hours first, then when the line is busy, then always if you want.
Does CAi read clinical notes in PracticeHub?
No. It works with the diary and what your front desk needs to know about the patient. Treatment notes, invoices and payments stay in PracticeHub, untouched.
Keep exploring
Your specialty, and the other diaries
CAi works the same way for any health specialty. Here is how it works for yours, and with the other software it books into.
Live demo
Hear CAi answer as your clinic
Enter your clinic’s website and your mobile. CAi reads the site and calls you, as it would answer your patients.
- Type your clinic's website and your mobile.
- CAi reads your website and gets ready as your reception.
- It calls you: answer as if you were a patient.
- The demo is free: no card, no sign-up, no commitment.
- Your phone rings in about 30 seconds.
After the demo
Book a video call with Josep