Optima

Optima is a clinic management system used by medical and paramedical practices to manage patient cards and appointments.

Official Optima doc hub (for deeper reference):

• Optima API docs

Read-only adapter

The adapter currently implements getCustomerDetails only. Nothing is written back to Optima. Appointment confirmations and cancellations are synced with a sendWebhook node instead. See the Optima Bot recipe.

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CRM config (crmConfig)

Field	Required	Default	Use
username	Yes	—	Optima API user. Received from Optima during onboarding.
password	Yes	—	Optima API password. Received from Optima during onboarding.
company	No	1	Optima company id. Only needed when the customer runs more than one company in Optima.
requestTimeoutMs	No	30000	Request timeout in milliseconds.

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Adapter Functions

getCustomerDetails

Looks up a patient card by phone number.

When it runs: At the start of the flow to identify whether the sender is a known patient before routing, and whenever a chat is opened in the Texter UI.

Basic

  optima_lookup:
    type: func
    func_type: crm
    func_id: getCustomerDetails
    on_complete: known_patient
    on_failure: unknown_patient

Param	Required	Notes
phoneNumber	No*	*If omitted, uses the chat's phone number.
search	No	Alias for phoneNumber. Takes precedence when both are given.

The value is formatted to the customer's country and stripped to digits before it is sent, so you can pass a number in any format.

Result: On success sets crmData.id and crmData.cardId (both the Optima CardId), crmData.phone (the phone field that matched) and crmData.name (FullName, or last name + first name when FullName is empty). name is omitted when Optima has no name on the card. There is no deepLink.

Returns on_failure when no patient matches.

One match only

Optima's search can return several cards for the same number. The adapter keeps only cards whose phone matches the looked-up number exactly, and it resolves the contact only when exactly one card is left. Two or more matching cards, or a card without a valid numeric CardId, route to on_failure, so treat that branch as "could not identify", not as "not a patient".

Which phone fields are searched

A match counts when the number equals any of CellPhone, ExPhone, ExPhone2, HomePhone or WorkPhone on the card. crmData.phone holds the field that actually matched, which is not necessarily the mobile number.

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Out of Adapter Scope

Everything other than the lookup: creating cards, reading or booking appointments, and writing statuses back. The CRM side panel shows no status list for Optima because the adapter reports none.

Use the request func with the Optima API docs for endpoints the adapter does not cover, or sendWebhook to push a reply back to Optima as the Optima Bot recipe does.

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Optima Onboarding (for Texter Support)

Optima provides to Texter:

• API username and password for the customer's account
• company id, if the customer has more than one company

Customer DB — crmConfig fields

Field	Required	Use
username	Yes	Optima API user
password	Yes	Optima API password
company	No	Optima company id (default 1)
requestTimeoutMs	No	Request timeout in ms (default 30000)

Appointment reminder templates for Optima ship as a partner bundle in the Templates tool. See the Optima Bot recipe for the reply-sync flow that goes with them.