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EMR Integration Setup

This guide walks you through connecting your EMR system to OzyOps so your AI receptionist can check availability and book appointments directly during calls.

What EMR Integration Enables​

Once connected, your AI receptionist can:

  • Check real-time availability in your EMR calendar
  • Book appointments directly during calls
  • Create new patient records (optional)
  • Confirm appointments via SMS to patients
EMR is optional

Your AI receptionist works without an EMR connection. It will answer calls, qualify callers, and capture their information. EMR integration adds the ability to book appointments during the call instead of queuing them for your staff.

Supported EMR Systems​

EMRAuth TypeBookingAvailability
Open DentalAPI KeyFullFull
athenahealthOAuth 2.0FullFull
DrChronoOAuth 2.0FullLimited*

*DrChrono does not expose availability calculation via API. Booking works but the AI cannot dynamically check open slots -- it will offer pre-configured time slots instead.

For other EMR systems, see the FHIR Connection Guide for connecting via the universal FHIR standard.

Step 1: Access EMR Settings​

  1. Log in to your OzyOps dashboard.
  2. Go to Settings > EMR Integration.
  3. You will see a list of supported EMR systems.

Step 2: Connect Your EMR​

Open Dental (API Key)​

Prerequisites:

  • Open Dental version 17.1 or higher
  • API module enabled (requires Open Dental support activation)
  • Administrator access to Open Dental

Steps:

  1. In Open Dental, go to Setup > API.
  2. Click Generate API Key.
  3. Copy the API key.
  4. In your OzyOps dashboard, select Open Dental.
  5. Enter your API Key, Practice ID (usually your license number), and Server URL (leave default for Open Dental Cloud).
  6. Click Test Connection.
  7. If successful, click Save.

athenahealth (OAuth)​

Prerequisites:

  • athenahealth administrator access
  • Practice ID from your athenahealth account

Steps:

  1. In your OzyOps dashboard, select athenahealth.
  2. Click Connect with athenahealth.
  3. You will be redirected to athenahealth login.
  4. Log in with your administrator credentials.
  5. Authorize OzyOps to access appointments, patient demographics, and provider schedules.
  6. You will be redirected back to OzyOps.
  7. Enter your Practice ID and Department ID if prompted.
  8. Click Complete Setup.

DrChrono (OAuth)​

Prerequisites:

  • DrChrono administrator access
  • API access enabled in your DrChrono subscription

Steps:

  1. In your OzyOps dashboard, select DrChrono.
  2. Click Connect with DrChrono.
  3. Log in with your DrChrono credentials.
  4. Authorize OzyOps to access appointments and patients.
  5. Click Complete Setup.

Step 3: Configure Sync Settings​

After connecting, configure how OzyOps syncs with your EMR:

SettingDescriptionRecommended
Sync AppointmentsPush booked appointments to EMREnabled
Auto-Create PatientsCreate new patient records for first-time callersYour choice
Sync Call NotesAdd call summaries to patient chartEnabled

About Auto-Create Patients:

If enabled, new callers are added to your EMR as patients with basic info (name, phone, email). You can update demographics later.

If disabled, the AI searches for existing patients by phone number. If no match is found, the appointment is queued for manual processing.

Step 4: Enable AI Booking​

After your EMR connection is verified:

  1. Go to Settings > EMR Integration.
  2. You should see a "Connected" status with a green badge.
  3. Booking tools are automatically added to your AI agent.

Behind the scenes, your AI agent receives two new capabilities:

  • check_appointment_availability -- Queries your EMR for open slots
  • book_appointment -- Creates appointments in your EMR

Step 5: Test the Connection​

Dashboard Test​

In EMR Integration settings, click Test Connection. You should see: "Connected -- Last successful sync: [timestamp]."

Live Call Test​

  1. Call your OzyOps phone number.
  2. Say: "I would like to schedule an appointment."
  3. The AI should respond with something like: "Let me check availability..."
  4. The AI offers available time slots from your EMR.
  5. Select a time and confirm.
  6. Check your EMR -- the appointment should appear.

Troubleshooting​

"Connection Failed" Error​

Open Dental:

  • Verify API key is correct (regenerate if needed).
  • Ensure API module is activated.
  • Check that your firewall allows outbound connections.

athenahealth/DrChrono:

  • OAuth token may have expired -- click Reconnect.
  • Verify your subscription includes API access.

"No Slots Available" When Calendar Has Openings​

  • Check provider schedules are configured correctly in your EMR.
  • Verify appointment types match OzyOps settings.
  • For DrChrono: availability API not supported -- configure default slots.

Appointments Not Appearing in EMR​

  • Check sync is enabled in OzyOps settings.
  • Verify "Auto-Create Patients" setting matches your workflow.
  • Look in your EMR's unscheduled/pending appointments queue.

AI Says "I can't check availability right now"​

This graceful fallback occurs when:

  • EMR connection is temporarily unavailable
  • API credentials have expired
  • Network timeout

The AI will still collect patient info and queue the appointment for manual follow-up.

Common Questions​

Is my patient data secure? Yes. OzyOps uses AES-256-GCM encryption for credentials, stores PHI in a HIPAA-compliant database, and all connections are TLS-encrypted.

Can patients book without talking to the AI? Not currently. Booking is voice-only during AI calls. Self-service web booking is on our roadmap.

What if the AI double-books? The AI always checks real-time availability before booking. Double-booking can only occur if your EMR allows it or if there is a very brief sync delay. The system has multiple layers of protection: slot-level contention checks, availability pre-filtering, and mid-call auto-cancel when patients change their mind.

Can I limit which providers can be booked? Yes. Go to Settings > EMR > Providers to enable or disable specific providers. Disabled providers will not be offered to callers.

How far in advance can patients book? There is no system-imposed limit. The availability depends on how far out your EMR has appointment slots configured. If no slots exist for the requested date, the AI will suggest checking a different date.

What happens during EMR maintenance windows? The AI gracefully falls back to collecting information for manual scheduling. See the Booking Queue guide for details on the fallback workflow.

Need Help?​

  • Email: support@ozyops.com
  • Subject: EMR Setup Help -- [Your Practice Name]
  • Include: EMR system, error messages, and screenshots