Connect Flow Forms to Cliniko
In short: create a Cliniko API key, paste it into Flow Forms, and your clinic is set up. Patients then fill in their intake form on their phone or your reception iPad, and Flow Forms updates their record in Cliniko, adds an intake note and saves the signed PDF to their file.
1. Create an API key in Cliniko
- Sign in to Cliniko as a user with the Administrator role. Flow Forms can only see what that user can see, and the reception iPad needs the whole appointment book.
- Click your name in the top right, then My info.
- Under Manage API keys, choose Add an API key, give it a name such as "Flow Forms", and copy the key. Cliniko shows it once.
2. Paste the key into Flow Forms
- Go to app.flowforms.nz and sign in with your email. We send you a code; there is no password.
- Paste the key. Flow Forms checks it with Cliniko and creates your clinic with the business name and timezone Cliniko has. Your region (Australia, the UK, Canada, the US and so on) comes from the key.
- Your 14-day free trial starts straight away, with no card needed.
The key is encrypted and locked to your clinic. To change it later, go to Settings, Cliniko and paste a new one.
3. Make the form yours
- Branding: add your logo, colour, a cover picture and the greeting your patients know. The preview shows the phone and the iPad as you go.
- Forms: new clinics start on their country's form: Australian (Medicare, DVA, health fund, workers compensation and CTP), New Zealand (ACC), or the standard form everywhere else. Relabel, reorder, hide or add questions, edit your consent and cancellation wording, and add questionnaires such as the NDI, ODI, LEFS, SPADI and PSFS.
- Set your form's short address under Forms. Every link uses it, for example
form.flowforms.nz/f/yourclinic.
4. Send it to patients
- In Cliniko's reminder texts and emails: Send a link gives you a ready-made sentence with your form's link. Paste it into your appointment reminder templates in Cliniko's settings. The patient is matched to their Cliniko record when they send the form.
- To one patient: search for them in Send a link. Their own link opens with what Cliniko already has, so existing patients only check and update. Email it from Flow Forms, or copy the text into an SMS from their Cliniko file.
- On a reception iPad: under Kiosks, add a device with a PIN and open its pairing link on the iPad. Staff unlock it with the PIN, and patients pick their name from today's appointments.
What Flow Forms reads and writes in Cliniko
- Reads: the key's user and your businesses (to set up), practitioners (to work out your price band), today's appointments and appointment types (for the iPad), and patients (to match a form and fill in a patient's own link).
- Writes: creates a new patient or updates an existing one (name, date of birth, contact details, address, Medicare and other fields your form maps), adds the intake answers to the patient's notes, sets the referral source, and uploads the signed PDF to the patient's files.
- Never changes: appointments, invoices, treatment notes or anything else in Cliniko.
A walk-in form never overwrites a record on a guess. If a form could belong to more than one patient, or Cliniko can't be reached, it waits in your Flow Forms Inbox and we email you the signed PDF. A form that files itself is not kept by us. See the privacy policy.
Disconnecting
Delete the API key in Cliniko (My info, Manage API keys) and Flow Forms stops reaching your account at once. Cancel your plan under Settings, Billing.
Help
Email support@flowforms.nz. We're a small team and answer every message ourselves.