Connect Your AI Receptionist to Nookal: Setup Guide
A step-by-step guide to connecting Grounded Scribe's AI Receptionist to your Nookal account. Real-time availability, patient matching, appointment booking, and note pushing — all in under five minutes.
Summary
Connecting Grounded Scribe's AI Receptionist to Nookal takes under five minutes. Once linked via API key, the AI checks your real-time Nookal calendar, matches callers to existing patient records, books appointments directly into open slots, and can push clinical notes to patient files. The integration is included free on every Grounded Scribe plan.
If you use Nookal to manage your practice, connecting it to Grounded Scribe's AI Receptionist gives your phone agent direct access to your practice data. Callers get accurate availability information, existing patients are recognised, and appointments are booked without any manual data entry on your part.
This guide walks through the setup process and explains exactly what the integration does.
What the Nookal Integration Does
When a caller rings your AI Receptionist (or uses the chat widget on your website), the integration enables four key capabilities:
1. Real-time availability checking
The AI reads your Nookal calendar to determine which appointment slots are genuinely available. It accounts for existing bookings, blocked time, and practitioner schedules. Callers are only offered slots that are actually open — no double-bookings.
2. Patient matching
When a caller provides their name and contact details, the AI searches your Nookal patient database to find matching records. If the caller is an existing patient, their record is linked to the call automatically. If they are new, the AI collects their details and can create a new patient record.
3. Appointment booking
The AI books appointments directly into your Nookal calendar. Each booking is created with the correct practitioner, appointment type, and duration. Appointments appear in your Nookal schedule immediately.
4. Clinical note pushing
After a recording session, you can push the generated clinical note directly to the patient's Nookal record. Notes are linked to the correct patient file for easy access within Nookal.
How to Connect Nookal
Step 1: Generate your Nookal API key
- Log in to your Nookal account
- Go to Setup → API Settings
- Click Generate API Key
- Give the key a descriptive name (e.g. "Grounded Scribe")
- Copy the API key — you will need it in the next step
Your Nookal API key is a long string of characters. Keep it secure — it provides access to your Nookal data.
Step 2: Add the API key to Grounded Scribe
- Log in to Grounded Scribe
- Go to Settings → Integrations
- Find the Nookal section
- Paste your API key into the field
- Click Connect
Grounded Scribe will verify the connection by fetching your practitioner and location details from Nookal. If the key is valid, you will see a green "Connected" status.
Step 3: Map your practitioners and locations
If your Nookal account has multiple practitioners or locations, you can map each one to the correct Grounded Scribe user. This ensures the AI checks the right practitioner's schedule when answering calls.
For solo practitioners, this mapping is done automatically.
Step 4: Test the integration
The easiest way to test is to use the free browser test call:
- Go to Settings → Receptionist Setup
- Click Test in Browser
- Ask the AI about your availability for a specific date
- Verify that the slots it offers match your actual Nookal calendar
If the slots are correct, the integration is working. You can also check that existing patients are recognised by calling in as a known patient.
What Syncs and When
| Data | Direction | Timing |
|---|---|---|
| Availability | Nookal → Grounded Scribe | Real-time (on each call/chat) |
| Patient records | Nookal → Grounded Scribe | On demand (during patient matching) |
| Appointments | Grounded Scribe → Nookal | Immediately (when booked by AI) |
| Clinical notes | Grounded Scribe → Nookal | On demand (when you push a note) |
Pricing
The Nookal integration is included at no extra cost on every Grounded Scribe plan — including the free tier. There are no per-API-call charges on the Grounded Scribe side.
On the Nookal side, API access is included in standard Nookal plans. Check your Nookal plan details to confirm API availability.
Troubleshooting
"Connection failed" error: Double-check that you have copied the full API key with no trailing spaces. If the key is not working, try generating a new one in Nookal's API Settings.
Availability doesn't match: Make sure the practitioner mapping is correct. If your Nookal account has multiple practitioners, the AI needs to know which practitioner's calendar to check.
Notes not appearing in Nookal: Note pushing requires a linked patient record. Make sure the patient has been matched or created in Nookal before pushing notes.
Multiple locations: If your practice operates across multiple locations, verify that each location is correctly mapped in the integration settings. The AI uses location mapping to offer the correct available slots.
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The Nookal integration is one of the fastest ways to get your AI Receptionist fully operational. With real-time availability and patient matching, callers get accurate information and appointments are booked without any manual data entry.
Get started free and connect your Nookal account in Settings → Integrations.
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