Exact PMS Integration with Boxly Guide

Exact PMS Integration with Boxly

Boxly’s Exact PMS integration allows you to connect your Exact account with Boxly so you can manage patients and appointments more efficiently from one place.

This article covers:

• How the Exact PMS integration works

• What you can and cannot do with Exact in Boxly

• How appointment syncing works

• How cancellations are handled

• Important limitations to be aware of

What the Exact PMS Integration Does

Once connected, Boxly can work with appointment data from Exact PMS to help you stay on top of patient activity.

With this integration, you can:

• Manually sync appointments created in Exact into Boxly

• View appointment details inside Boxly

• Keep appointment cancellation statuses up to date

• Avoid creating duplicate patient records

Patient creation from Exact into Boxly is not supported.

Connecting Exact PMS to Boxly

To get started, you’ll need to connect your Exact account to Boxly.

How to Connect

Go to Boxly → Channels → PMS Integration
Select Exact
Click Connect Exact

Log in using your Exact PMS credentials

You’ll be redirected back to Boxly once the connection is successful

Once connected, your Exact channel will show as active in Boxly.

Appointment Sync from Exact to Boxly

Appointments created in Exact PMS can be manually synced into Boxly.

How Appointment Sync Works

• Boxly pulls appointment data from Exact when you trigger a sync

• Synced appointments appear against the relevant patient in Boxly

• Appointment details and status reflect what exists in Exact

This sync applies only to appointments
Patients created in Exact are not automatically created in Boxly

Set up locations and practitioners

Before creating patients or appointments, locations and practitioners must be mapped.

1. Go to Settings in Boxly

2. Add all required locations and practitioners

3. Go to Channels → CONNECTED CHANNELS → Exact

4. Go to Practitioner tab → Click the Sync button to bring in all practitioners, then map each Boxly practitioner with the corresponding Exact practitioner

5. Go to Locations tab → Click the Sync button to bring in all locations, then map each Boxly location with the corresponding Exact location

6. Use Sync anytime to pull newly added locations or practitioners from Exact

Patient and appointment actions will only be available once mappings are completed.

Remember to toggle on a location/practitioner for them to be visible as an option!

How to Sync Appointments from Exact

1. Click on a lead you want to connect your Exact PMS too → Add your location label (which is mapped to Exact’s corresponding location tag)

If you need to add a practitioner or a location, go to your settings and add in your respective Practitioner or Location as explained above in Set up locations and practitioners.

2. Click “Create Patient” once the button appears in the top bar.

3. Add in the patient details and click “Create”

4. Once a patient has been created, you’ll have access to the “Appointments” tab

5. Enter in all relevant details and click “Schedule Appointment”

6. Appointments added in Boxly will appear here.

7. Click Sync Appointments to add appointments created in Exact.

8. Boxly fetches the latest appointments and update from Exact

9. The appointments appear in Boxly against the relevant patient in the updated appointment status.

You can run this sync anytime to bring the latest appointment updates into Boxly.

If the Patient Already Exists in Boxly

When syncing appointments, Boxly checks whether the patient already exists.

What Happens

• If one or more leads with matching patient details are found:

  • Boxly shows a message indicating the patient already exists

  • No new patient is created

  • The appointment is still synced successfully

Syncing Cancelled Appointments

If an appointment is cancelled in Exact PMS, this update can also be synced into Boxly.

What Boxly Does

• Updates the appointment status to Cancelled

• Reflects the cancellation correctly inside Boxly

• Keeps appointment information consistent across both systems

What Doesn’t Sync from Exact

To avoid confusion, here’s what the Exact PMS integration does not do:

• Patients created in Exact are not created in Boxly

• Patient details are not updated or merged

• Appointment sync does not run automatically

• Historical data is only pulled when a manual sync is triggered

Important Notes

Summary

Connect your Exact PMS account to Boxly

Manually sync appointments from Exact into Boxly

Keep cancelled appointment statuses accurate

Prevent duplicate patient creation

Maintain clean and reliable appointment data

Boxly is here to help you work smarter, not harder - let’s keep streamlining your lead management together!