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Use Webhooks to send OM data back to your CRM

Richard Abujasen
Updated

With webhooks, you can send information generated within OptiMantra back into your CRM to then prompt actions (like putting patients into a campaign or sending specific follow-up)

 

Typical workflow:

  • Prospective patient created as CRM contact
  • Prospective patient gets CRM email campaign
    • CRM emails use pre-populated links to send patients to Opti online booking
  • Prospective patients books in OptiMantra -> OptiMantra patient record is created
  • OptiMantra notifies CRM that patient has booked
    • Webhook send back patient data and Booked tag
    • CRM Workflow removes patient from email sequences
  • OptiMantra sends patient welcome email, intake forms, appointment and text reminder
  • OptiMantra patient attends appointment and is checked out
  • OptiMantra notifies CRM that patient has checked out
    • Webhook send back patient data and Booked tag
    • CRM Workflow can add patient back into warming email sequences
  • OptiMantra notifies the CRM when a patient has a new Superbill
  • If, patient cancels appointment,  OptiMantra notifies CRM that patient has cancelled
    • Webhook send back patient data and Booked tag
    • CRM Workflow can add patient back into warming email sequences

 

How It Works

Setting up the CRM-Opti Integration

1. Setting Up A GHL Webhook

Under GHL > Automation > Create a template from scratch

 

Create a new GHL Workflow

For example, a new booking happened in OptiMantra

Pick Inbound Webhook as the trigger > which will generate a unique URL link for this workflow

 

2. Log Into OptiMantra to Connect Your Webhook 

Log into your OptiMantra account and go to Settings > Marketing > CRM Integration

 

Add new Outbound Hook 

  • Give the Hook a name
  • Paste in your GHL Webhook URL
  • Set the Trigger (Booking, Cancellation, Check-out, Superbill)
  • Configure the Parameters of the webhook you want to match between GHL and Opti (see example below)

 

3. Ping Your Webhook in OptiMantra to Send Your CRM a Sample Reference Load

Test the GHL webhook to make sure that it generates an action

  • In order to create a reference mapping in GHL, you'll need to take the required, parallel action in OptiMantra that will ping the webhook.

    • Booking and Scheduling webhooks

      • If you're booking in office, you'll want to complete a patient booking in the office. 

      • If you're doing an online booking flow, you'll need to complete an online booking in OM with the additional src parameter (that is include e.g., src=GHL in your URLs)

    • Check-out and Cancellation webhooks

      • If you are using a cancelled appointment or check-out webhook, you'll need to change the status on an OptiMantra appointment and Save. 

    • Superbill webhooks

      • These will launch from completing and saving a Superbill including for Superbills created automatically from online booking or recurring payments.

  • All of these actions can be taken on a test patient (so it doesn't have to be a real patient) - they'll ping your CRM that the webhook is valid and send along a sample set of reference fields you can use to finish your set-up.

 

4. Back to your CRM and Set Your Post-Appointment Actions

Decide what happens in your GHL workflow when the webhook is received 

  • We recommend you pick the following: 
    • Find a contact, 
    • Optionally update a contact, and 
    • Take action: Add a tag, send an email or add/remove them from a sequence

 

Do a couple test patients to make sure it's all working as you'd like it to

One other note, GHL will charge your account for each webhook call generated.

 

More Information

Superbill Field Descriptions

Webhook Trigger: superbill.checkout

The new webhook is triggered upon saving a Superbill. This includes both:

  • Creating a new Superbill automatically or in person

  • Editing and saving an existing Superbill

Webhook Payload Parameters

The following parameters are sent to GHL when a Superbill is saved:

Parameter Description
firstName Patient first name
lastName Patient last name
email Patient email
phone Patient phone number
dateOfVisit Date of the appointment
insurance Insurance provider info
diagnosisCodes Diagnosis codes included
officeVisit Office visit details
procedures Procedure codes/services rendered
lab Lab services included
otherServices Other billable services
products Supplements or other products sold
copay Copay amount collected
deductible Deductible amount applied
coinsurance Coinsurance value
subtotal Subtotal of the services/products
total Total billed amount


 


 


 

 

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