Orthodontic software integrations, API and webhooks

Built-in connections cover analytics (Microsoft Clarity and Google Analytics), messaging (ClickSend for SMS and Mailjet for email), geolocation and address lookup (IpApi and Geoapify), reviews (Trustpilot) and photo analysis (MediaPipe facial landmark detection). The practical effect is that enquiry tracking, patient reminders, location matching and review collection run through recognised providers rather than a closed system. A public REST API, webhooks and Outlook or Gmail mailbox triage cover anything not on that list.

No. Many practices use the platform entirely within the interface and benefit from every feature, including the built-in partner connections, without touching the API. The API and webhooks exist for practices that want to connect Virtual Consultant Online into a broader tech stack, such as a bespoke website, a marketing automation tool or an existing practice management system.

Webhooks can fire on patient created, patient updated, quote created, quote updated, quote accepted, assessment request updated, appointment created, appointment updated and appointment cancelled. Each delivery carries an event ID, type and version header plus an HMAC signature so the receiving system can verify it, and failed deliveries are retried and logged so they can be inspected or replayed.

Mailbox triage connects to an Outlook or Gmail inbox through OAuth and scans unread messages. Each message is checked against the practice's own categories and exclusion rules, matched to an existing patient by email address where possible, and turned into a task assigned to the category's default owner. Excluded messages are skipped, and every processed message is logged so the team can review or re-triage it.

Yes. The API can create or update patients and assessment requests, book consultations and post notes and files, so it can back a custom intake flow or landing page integration that passes data into the Virtual Consultant Online workflow. This suits practices or groups that want a bespoke front end while still relying on the same backend workflow, quoting and follow-up logic.

Yes. Contact the team to request an integration with a specific platform; requests are reviewed against the product roadmap. It is worth asking before assuming a gap is permanent, because the REST API and webhooks often mean a connection can be built at the practice end without waiting for a native integration. If you are evaluating the platform against a system you already rely on, raise it during a demo.

The built-in partner connections are included as standard. SMS is the main usage-based item and is billed on volume, so if you are budgeting for a multi-site group, messaging volume is the variable worth modelling against expected patient numbers. See the clinician pricing page for current plan detail.

Data shared with third-party services is limited to what each integration needs to function under UK GDPR. An analytics or geolocation service does not receive clinical records, and a messaging provider receives only what is needed to deliver the message. For a practice completing its own information governance review, the relevant question is what each processor receives and why, and that can be documented per integration during onboarding.

The built-in partner connections activate automatically as the relevant features are used, so there is no separate setup task. API and webhook integrations need a short one-off setup using your account's API key and a webhook endpoint URL, normally handled by whoever manages your website or practice systems. Mailbox triage is connected by signing in to the Outlook or Gmail account from the company's mailbox connection settings.

Yes. API keys and webhook configuration are scoped to individual companies within a group, enabling centralised reporting while keeping per-site workflow separation and data boundaries. A group can build one integration pattern once and apply it consistently across every location.