Initial consultationPriya S. · with JessAttended
Follow-upTom O. · with JessAttended
Follow-upSam R. · with JessCancelled
Follow-upLucy H. · with MarkDid not arrive
ClinikoThe healthcare CRM that works with Cliniko
Coherent connects to Cliniko with an API key. It reads your appointment history and appointment types, then runs follow-up programmes in your clinic's own voice. A patient coordinator approves every reply, and approved bookings go straight back into Cliniko.
Physio, chiropractic, MSK and aesthetics clinics already on Cliniko, from single sites to multi-site groups. You keep Cliniko. Your team's diary doesn't change.
Cancellation follow-upWhatsAppHi Sam, sorry we missed you on Tuesday. Shall we find you a new time with Jess?
Thursday after 5 would be great.
Coordinator approves
Lovely, you're booked in for Thursday at 17:30 with Jess.
Booked into Cliniko
Thu 17:30 · Follow-up with Jess
- Connects with a Cliniko API key
- Bookings written back into Cliniko
- A coordinator approves every reply
- You keep Cliniko
Your Cliniko data
Get more from the Cliniko data you already hold
For a long time, doing more with your PMS data has meant waiting for a new feature. Cliniko already knows who came in, who cancelled and who never booked their next visit. Coherent now works with Cliniko, so your clinic can put that data to work.
How we connect
Connected through Cliniko's API
- You set up:
A Cliniko user with access to your full appointment book creates an API key and shares it with us securely.
- We read:
Your appointment history and appointment types, read through Cliniko's own API.
- You stay in control:
The key is yours. Archive it in Cliniko and our access ends.
What we read
What Coherent reads from Cliniko
| ClinikoFrom Cliniko | What Coherent uses it for |
|---|---|
| Appointment history | Finding who's due, who cancelled without rebooking and who didn't arrive |
| Appointment types | Telling a first consultation from a follow-up, so each programme starts at the right point |
| Contact details and contact preferences | Reaching patients on the channel they use, and leaving out anyone who shouldn't be contacted |
Coherent reads appointment records only. Clinical notes and medical records stay in Cliniko.
What goes back: approved bookings are written into Cliniko, so your team never enters them twice.
ClinikoHow it works
From API key to booked appointment
- 1
Connect.
A Cliniko user with access to your full appointment book creates an API key (My info, then Manage API keys) and shares it with us securely. We read and tidy your data, map your appointment types and apply your inclusion and exclusion rules.
Cliniko › My info › Manage API keys
••••••••••••3f9a - 2
Codify.
We write your SOPs and tone down as your clinic's front office blueprint: the rules for handling every patient request the way your team would.
Front office blueprint- Tone: warm, first names
- Leave out: discharged patients
- Escalate: anything clinical
- 3
Converse.
Programmes send two-way messages across WhatsApp, SMS and email. We check each reply against your blueprint, and a patient coordinator approves the next step.
- SMS
Coordinator approves
- 4
Book.
Approved bookings go straight into Cliniko. Anything that needs your team reaches them through the escalation rules you set.
Written into ClinikoThu 17:30 · Follow-up
Before go-live
Three things to tidy in Cliniko
We check all three with you during set-up.
Mark discharged patients the same way every time, so programmes leave them out.
Record patients who've asked not to be contacted consistently across every location. Coherent respects those settings.
Use the same appointment type names at every site, so a first consultation reads the same wherever it happens.
Programmes
Programmes you can run on Cliniko
Trigger: no next appointment
Patient recall
Patients due a next visit, found in your appointment history and invited back by name.
Trigger: cancelled or did not arrive
Cancellation follow-up
Patients who cancelled or didn't arrive, offered a new time before they drift away.
Trigger: first consultation, no plan booked
Consultation follow-up
Patients who came for a first consultation but haven't booked the plan you recommended.
Trigger: new enquiry
New leads
Where new enquiries come from
Coherent connects directly to Meta lead ads (Facebook and Instagram), Google Ads and Skin Quiz, as well as your website forms. Each new enquiry is answered in your clinic's voice, a coordinator approves the reply, and the booking goes straight into Cliniko.
Who does what
How Coherent and Cliniko share the work
Coherent adds
- Follow-up programmes that start the conversation
- Replies read and answered, with coordinator approval
- Bookings written back into Cliniko
- Reporting on what each programme booked
In clinics now
Already running on Cliniko
Physio, chiropractic and aesthetics clinics already run Coherent on Cliniko, from single sites to five-site groups.
- Physio
- Chiropractic
- Aesthetics
Payments
Coherent Payments
Coherent Payments works alongside Cliniko: deposits, payment links and card terminals. We agree with you how each payment is recorded in Cliniko.
- Deposits
- Payment links
- Card terminals
We read appointment records only, never clinical notes, and sign a Data Processing Agreement with your clinic before we start.
Patient data is encrypted in transit (TLS 1.2+) and at rest, on UK/EEA-based infrastructure.
Role-based access limits each person to the data their job needs, and every data access is logged.
You control the connection: archive the API key in Cliniko and our access ends.
Questions
Cliniko integration FAQ
Does Coherent integrate with Cliniko?
Yes. Coherent connects through Cliniko's API, using an API key created in your Cliniko account. It reads your appointment history and writes approved bookings back.
Does Coherent need an API key?
Cliniko lets any user with access to your full appointment book create one, so an API key is the simplest way to connect. Coherent doesn't depend on one, though: we also work with PMSs that have no API key at all.
Is Coherent a CRM for Cliniko?
Yes. Coherent Engage is a healthcare CRM that runs patient follow-up programmes on your Cliniko data, with patient coordinators handling the replies.
Do we need to change PMS?
No. Cliniko stays your system of record, and your team keeps working in it as they do today.
Does it work across several Cliniko locations?
Yes. Coherent reads each appointment's practitioner and location, so messages come from the patient's own clinician and site.
We already send appointment reminders from Cliniko. Do we need Coherent?
Cliniko's reminders cover appointments already in the diary. Coherent works on the patients with no next appointment: those due a recall, those who cancelled and the enquiries that never booked.
How do we stop the connection?
Archive the API key in Cliniko and Coherent's access ends.
What does it cost?
Each programme is priced on its own. We quote after your free data playback, once we've seen your Cliniko data.
Free data playback
See who's due in your own Cliniko data
Book a free data playback. We'll show you, from your own Cliniko appointment book, who's due, who cancelled and who never rebooked.
Book your free data playback