PatientNow Essentials Integration Benefits & Automation:

Opportunity & Pipeline Automation to decrease manual data entry & drive reporting efficiency
Automate Google review collection after appointments
Automate post-appointment follow-up
Automate patient retention campaigns for specific treatment & service types
Collect data for better patient/client segmentation
Automated birthday campaigns

Platform Connection Requirements:

The integration uses AX Connect. The client must have paid API access with PatientNow which requires a monthly integration fee of $149 per month.
Aesthetix CRM does not collect any additional integration and completely sets up the integration for you.

Current Integration Available:

Two-way sync from PatientNow to Aesthetix CRM utilizing PNOW Webhooks and Aesthetix CRM Actions.

The Aesthetix CRM integration with PatientNow Essentials utilizes webhooks, which enable near instantaneous (within 30 seconds) updates.

New Appointment Created Trigger
Order Closed Trigger (includes all memberships, gift cards, etc.)
Create New Patient in PatientNow From Aesthetix CRM (Manual & Auto Options)
Create New Contact in Aesthetix CRM From PatientNow (Automatic)
Appointment Status Updates Trigger

Contact & Opportunity Custom Fields Available:

PNOW ID	TEXT	{{ contact.pnow_id }}
PNOW Appt Status	TEXT	{{ contact.pnow_appt_status }}
PNOW Initial Visit	DATE	{{ contact.pnow_initial_visit }}
PNOW Location	TEXT	{{ contact.pnow_location }}
PNOW DOB	DATE	{{ contact.pnow_dob }}
PNOW Unsubscribed	SINGLE_OPTIONS	{{ contact.pnow_unsubscribed }}
PNOW Last Order ID	TEXT	{{ contact.pnow_last_order_id }}
PNOW Last Appt ID	TEXT	{{ contact.pnow_last_appt_id }}
PNOW Membership Sold Date	DATE	{{ contact.pnow_membership_sold_date }}
PNOW Membership Program Name	TEXT	{{ contact.pnow_membership_program_name }}
PNOW Membership ID	TEXT	{{ contact.pnow_membership_id }}
PNOW Membership Amount	MONETARY	{{ contact.pnow_membership_amount }}
PNOW Primary Employee	TEXT	{{ contact.pnow_primary_employee }}

Overview of Appointment Booking Integration

This video demonstrates how the appointment booking integration between PatientNow and Aesthetix CRM streamlines your lead management process by automating pipeline movement.

Key Highlights:

Automated Pipeline Updates:
When an appointment is booked—whether by staff directly in PatientNow or by the patient using online booking—the integration automatically moves the opportunity from the "Lead" stage to the "Booked" stage in Aesthetix CRM.
Real-Time Sync:
After booking an appointment in PatientNow, it typically takes 15 to 30 seconds for the status change to reflect in Aesthetix CRM.
Smart Automation:
Once a contact moves to "Booked," they are automatically unenrolled from lead nurturing automations (like email or SMS drips), preventing redundant or robotic follow-ups.
Human-Centered Experience:
This integration ensures communication feels timely and relevant, helping practices maintain a more human, personalized experience for their leads and patients.
Eliminates Manual Work:
Without this integration, staff would need to manually update pipeline stages, increasing the chance for error or delay. This feature saves time and enhances accuracy.

Overview of Order / Checkout Integration in PatientNow Essentials

This video explains how the checkout and order integration between PatientNow and Aesthetix CRM enhances your workflow by automating pipeline updates and syncing real revenue data into your CRM.

Key Highlights:

Seamless Checkout Sync:
When a patient is checked out through PatientNow’s sales register, including payment collection, the integration updates the corresponding opportunity in Aesthetix CRM.
Pipeline Automation:
Once checkout is complete and you navigate away from the sales register screen, the integration is triggered. Within 15 to 30 seconds, the opportunity is moved to the “Patient” stage in your pipeline.
Accurate Revenue Tracking:
The opportunity value is updated to reflect the actual amount paid, enabling accurate ROI and revenue reporting directly within Aesthetix CRM.
Rebooking Logic:
If a patient is rebooked during checkout, their opportunity will automatically move back to the “Booked” stage, keeping your pipeline aligned with real-time actions.
No Manual Updates Needed:
This integration reduces the need for manual data entry, ensuring your CRM always reflects the most up-to-date information from PatientNow.

2-Way Sync Integration: Create Patients in PatientNow From Aesthetix CRM

This video walks through how to push contact from Aesthetix CRM into PatientNow to streamline the booking process and reduce manual data entry.

Key Highlights:

Manual Contact Creation:
While the integration can be set to push contacts automatically, it’s typically recommended to send them manually to avoid cluttering PatientNow with spam or unqualified leads.
Simple Trigger with a Tag:
Once a contact exists in Aesthetix CRM, you can initiate the sync by adding a specific tag—currently emr-create. We have now changed this tag to pnow-create This tag triggers the integration and sends the contact into PatientNow.
Quick Sync Time:
After tagging, it usually takes 15 to 30 seconds for the contact to appear in PatientNow's client list.
Eliminates Manual Entry:
This integration saves time by pushing key contact details—such as name, email, and phone—directly into PatientNow, avoiding the need to retype information.
Streamlined Booking Process:
Once the contact is in PatientNow, you can immediately begin the booking process without delays or data duplication.

2-Way Sync Integration: Automatically Create Contacts in Aesthetix CRM From New Patients Created in PatientNow

This video explains how the two-way sync integration between PatientNow and Aesthetix CRM works when a new client is created in PatientNow.

Key Highlights:

Automatic Contact Creation:
When a new client is added in PatientNow, the integration automatically creates a corresponding contact in Aesthetix CRM—no manual input required.
Recommended Contact Details:
It’s best practice to include both a mobile phone number and email address when adding a new client in PatientNow to ensure a complete sync.
Quick Sync Time:
After saving the new client, it typically takes 15 to 30 seconds for the contact to appear in Aesthetix CRM.
Opportunities Triggered by Appointments:
If a client is booked for an appointment in PatientNow, an opportunity is automatically created and updated in Aesthetix CRM as part of the sync process.
Bi-Directional Data Flow:
This integration ensures both platforms stay in sync, giving you a seamless and consistent view of client data across systems.

Memberships Integration Overview

This video explains how the memberships integration between PatientNow and Aesthetix CRM allows you to track and automate membership data and activity across both systems.

Key Highlights:

Seamless Membership Checkout:
When a client is signed up for a membership in PatientNow—such as during a checkout at the register—the integration captures the transaction and begins syncing data into Aesthetix CRM.
Automated Opportunity Value Updates:
The total value of the membership is added to the associated opportunity in Aesthetix CRM. For recurring memberships, this value is updated monthly as each order is processed.
Membership Data Synced to Contact Record:
Key membership details such as program name, membership ID, sign-up date, and monthly or annual amount are automatically synced into the contact’s profile in Aesthetix CRM.
Workflow Triggers Available:
The integration supports automations, so you can trigger workflows when a membership is processed—such as sending a thank-you SMS to the client or a notification to your team.
Streamlined Membership Management:
This integration helps eliminate manual data entry and ensures all membership-related activity is accurately reflected in both PatientNow and Aesthetix CRM.