Zenoti: Integration Quick Facts

Integration Type: API Connection
Managed by: TouchMD
Patient Creation: Available
File Transfer (JPG/PDF): Not Available
Syncing Interval: Every 10 minutes for new/edited patients, and nightly for patients scheduled within the next 36 hours.

Zenoti: How it Works

Create TouchMD accounts using Zenoti

When patient accounts are created or edited in Zenoti they will be added to TouchMD (first name, last name, and DOB are required; a patient email address is highly encouraged). This process may take up to 10 minutes before TouchMD receives the patient’s information from Zenoti and the patient account is created TouchMD.

Patients that have appointments scheduled in Zenoti within the next 36 hours will also be added to TouchMD. This process occurs once per day in the evening before midnight MST.

Note

Only basic patient demographics will be used by TouchMD to create a patient account. This includes name, date of birth, email, phone number, and gender.

Initial TouchMD patient account creation

As a part of the Zenoti integration setup process a TouchMD patient account will be created for any patients that have been added or modified in Zenoti within the last 30 days, and any patients with Zenoti appointments scheduled within the next 60 days. The Zenoti patient record must contain a full name and date of birth to be created in TouchMD during this process. Please note: because of limitations of the Zenoti API, your entire patient list cannot be synched with TouchMD.

Send pictures, documents and consents from TouchMD to Zenoti

Currently not offered through the Zenoti API.

TouchMD offers a solution for practices who would like to manually move patient pictures and consents from TouchMD to their EMR/EHR/PM. This is called Local Backup. More information may be found here.

Zenoti: Steps to Integrate

Getting Started

Pay the TouchMD Integration Setup Fee
Contact your TouchMD Client Success representative or a support@touchmd.com and express your desire for a Zenoti connection. NOTE: If you have more than one location in Zenoti, please indicate which locations you would like to be connected to.
Send the Zenoti API Key created in the following steps to integrations@touchmd.com in an encrypted email. If you are unable to encrypt an email (speak with your IT FIRST to learn if possible), email integrations@touchmd.com requesting that an encrypted email be sent to you to retrieve your Zenoti API Key. To obtain your Zenoti API Key, please complete the next steps listed under step 4.
Have an practice Admin login into the Zenoti application and follow these steps to generate a new API key:
1. Select your Zenoti Organization (1.), open the ‘Configuration’ menu (2.) > select ‘Integrations’ (3.) > select ‘Apps’ (4.):
  'Apps' Option Not Available.
  If the ‘Apps’ option is not available on the ‘Integrations’ screen, this means that Zenoti does not have the ‘API’ apps feature enabled for your organization. If this is the case, please reach out to Zenoti support and request “access to ‘Create the backend app and generate a new API key’ for your IT Developer”. Here is the link to the Zenoti help documentation for this feature: https://help.zenoti.com/en/zenoti-apis/create-the-backend-app-and-generate-a-new-api-key.html
2. Click ‘Add’ on the ‘Manage Applications’ page, and enter the following information on the General page:
  1. Name: TouchMD
  2. URI: https://www.touchmd.com/support
  3. Description: For connecting patient accounts with TouchMD
  4. Login User Type: Employee
  5. Source App: Bot
  6. Post Logout Redirect URL: Do not add, not needed
  7. Post Login Redirect URL: Do not add, not needed
3. Click Next. The Scope page appears.
4. Manage the scope of your app by selecting the checkbox of data permissions under the appropriate JWT and API groups. For both groups please select the following permissions: Organization Master Read, Appointments, Center Master Read, and Guests Read.
5. Click Next. The Credentials page appears. Zenoti generates a new Application ID and Secrets (secret key). These are used to generate a new API key, but are not needed by TouchMD.
6. Click the ‘Generate API Key’ button. Zenoti generates a new API Key for your business and the TouchMD app. Copy this API key by pressing the copy button to the right of the key, paste the API key into the body of the ‘Encrypted’ email sent to you by the TouchMD Integration specialist, and send it.
Using the API Key supplied in the previous step, the TouchMD Support Representative will create an case to activate the API connection between TouchMD and Zenoti.
Upon activation, any patients that have been added or modified in Zenoti within the last 30 days, and any patients with Zenoti appointments scheduled within the next 60 days, will be used to initially create patient accounts in TouchMD. Please note: patients accounts that are not created during this initial process will be added to TouchMD when a patient is added, edited, or have an appointment within the next 36 hours in Zenoti.
A TouchMD representative will reach out to confirm the completion of this integration request.

How to rotate (update) your Zenoti API key annually

A Zenoti API key is valid for one year.

For example: If you are generating an API Key on 1st March 2022, the expiry date for the API key will be on 1st March 2023. You must generate a new API key within one week of the expiry date, but the old API key will work as usual till the expiry date. In the meanwhile, you have one week to inform TouchMD Support of the new API key.

Reach out to support@touchmd.com and let them know that you need to rotate your Zenoti API key.
A TouchMD Integration specialist will reply back to you via an ‘encrypted’ email asking for the updated Zenoti API key. Once you have received this email, please proceed to the next step 3.
Have an practice Admin login into the Zenoti application and follow these steps to generate a new API key:
Select your Zenoti Organization (1.), open the ‘Configuration’ menu (2.) > select ‘Integrations’ (3.) > select ‘Apps’ (4.):
You should now see a list of Integration Apps. To edit the TouchMD App, click the pencil icon next to it.
Select the ‘Credentials’ tab
Click the ‘Rotate’ button. Zenoti generates a new API Key for your business and the TouchMD app. Copy this API key by pressing the copy button to the right of the key, paste the API key into the body of the ‘Encrypted’ email sent to you by the TouchMD Integration specialist, and send it.
Using the API Key supplied in the previous step, a TouchMD Integration Specialist will update the API connection between TouchMD and Zenoti.
A TouchMD representative will reach out to confirm the completion of this integration update request.

Zenoti: How long will it take to integrate?

TouchMD will start working on your request within 24 – 48 business hours. On average, Zenoti integrations take 1- 2 days to complete once we have received all your Zenoti API information.

Zenoti: What does it cost?

There is a one-time fee to setup an integration with Zenoti. An additional fee will be added to all subsequent TouchMD Monthly Maintenance invoices to maintain the Zenoti interface. The setup fee is to cover the time and resources spent by our IT and Integration teams to configure the integration between TouchMD and your EMR/EHR/PM system. The monthly fee is to maintain the connection between TouchMD and your EMR/EHR/PM system. With the integration, our system stores specific encrypted information on our server for each patient account to correctly link the patient between TouchMD and EMR/EHR/PM system. Storage of this information comes at a cost from our server host and the monthly fee covers those costs.

How do I learn about the fee specifics?

For specifics on the cost of the setup fee and the monthly fee, please contact support@touchmd.com or call 888.805.6005.

Alert

Your EHR/PM software provider may charge additional fees to setup and maintain an interface with TouchMD. TouchMD is not responsible for payment of any fees assessed by your EHR/PM software provider