Keep IntakeQ / PracticeQ exactly as it is. Let gema answer the phone.

gema answers every call, text, chat and email, books the appointment in its own calendar, and sends every booking and cancellation straight into your IntakeQ / PracticeQ calendar.

If your clinic runs on IntakeQ / PracticeQ, you have already sorted something most practices never get round to. Your intake forms go out on their own, your notes are in one place, and the client record is tidy. IntakeQ is the forms and intake side; PracticeQ is the scheduling side gema actually books into. What has not been sorted is the phone.

It rings while your hands are on a patient. It rings during a 50-minute session you are not going to interrupt. It rings at 7pm when someone has finally sat down to sort out their back, or their anxiety, or their child's eating. A caller who reaches voicemail has three options — leave a message, try again later, or ring the next clinic on their list — and you never find out which one they took. A common question from IntakeQ / PracticeQ clinics: will I have to move my record? You will not. Forms, notes, client history, the portal your clients already log into — none of that is up for renegotiation to solve a phone problem.

So here is what the connection actually does, plainly. gema answers the phone, the texts, the web chat and the email. gema owns the appointment calendar: it is the booking system, not a widget sitting on top of one, which is why it can hold a real conversation about Tuesday at four, offer a genuine alternative when that slot is gone, and confirm on the call rather than promising that someone will ring back. Once the booking is made, gema writes it into IntakeQ / PracticeQ through their Appointments API — the same interface that supports creating, updating and cancelling appointments, and reading your services, locations and practitioners. Reading a schedule and taking a message is one job; completing the booking is a different one. gema does the second.

Day to day, it looks like this. A new client rings on a Sunday. gema picks up straight away, works out what they need, offers the times that are genuinely open for the right practitioner, books one, confirms it on the call and emails the confirmation. Monday morning the appointment is already sitting in your IntakeQ / PracticeQ calendar with the rest of the week. A cancellation on Thursday is handled the same way, in reverse. A caller with a clinical question is told their practitioner will cover it at the visit, and offered the booking; a caller who wants a person is put through during your open hours and flagged for your team after hours. Everything, across every channel, lands in one activity log, so you can see what was said without piecing it together from three places.

When a sync fails, and occasionally it will, gema does not swallow it. The booking still exists in gema, so the patient's appointment is real and the slot is held. gema retries, and if it still cannot get through, that booking is flagged for clinic action and surfaced on your dashboard so someone can enter it manually. What that rules out is the version where nobody ever finds out.

Setup is short and does not involve migrating anything. The account owner enables the Developer API in IntakeQ / PracticeQ at More → Settings → Integrations → Developer API and generates an API key — only the main account owner can do this, and every request is authenticated with that key. You paste it into gema and run a test connection. From then on, gema matches each booking's practitioner and service to IntakeQ / PracticeQ's by name as it sends it, and any booking it cannot match is flagged on your dashboard with the reason. Your number can point at gema, or gema can take overflow and after-hours only.

Pricing is per clinic location, with credits included and usage past them billed monthly — see /pricing. No setup fee, no commission on bookings, no per-practitioner fee. Built to PHIPA and PIPEDA. Records stored in Canada.