How Google Meet Integration Works

Understanding how a virtual consultation is created and managed helps clinics operate more efficiently. This section explains the end-to-end workflow of the Google Meet integration in KiviCare and how automation works behind the scenes.

1. Appointment Scheduling Trigger

When an appointment is saved in KiviCare, the system performs two critical checks:

1. Service Validation: The selected service must be marked as Telemedicine Enabled.
2. Doctor Connection: The assigned doctor must have an active Google Meet connection.

If both conditions are met, the system automatically triggers the
KCGMGoogleMeet->create_meeting() method.

This ensures that Google Meet meetings are created only when required.

2. Google Calendar API Provisioning

Once triggered, the plugin sends a POST request to the Google Calendar /events endpoint with conferenceDataVersion=1.

The request includes:

• Event Summary: Appointment title or consultation topic.
• Start and End Time: Based on the scheduled KiviCare appointment.
• Conference Data: A request to generate a hangoutsMeet (Google Meet) session.

Google then creates the calendar event and associated video meeting.

3. Secure Meeting Mapping

Google Calendar responds with a payload containing the unique Google Meet link (hangoutLink).

This information is securely stored:

• In the kc_appointment_google_meet_mappings database table.
• Linked directly to the corresponding KiviCare appointment ID.

The Meet link is also automatically injected into KiviCare email and SMS notification templates (SMS requires KiviCare Pro).

4. Starting or Joining the Consultation

Once the appointment is confirmed, the KiviCare Dashboard displays Telemedicine controls:

• Doctor View: A “Start Google Meet” button.
• Patient View: A “Join Google Meet” button.

Both participants can access the meeting directly from their dashboard without manually sharing links.

5. Appointment Completion & Sync

After the consultation:

• The appointment status and Google Meet link remain stored within the encounter records.
• Any updates to the appointment time in KiviCare automatically sync with the linked Google Calendar event.

This keeps both systems aligned and ensures accurate scheduling history.