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Starting an Instant Zoom Meeting

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Sometimes you need to hop on a call right now, not book a session for later. Practice Better lets you launch a Zoom meeting on the spot, either from a chat conversation or through your Personal Meeting Room, so you're never stuck waiting on a scheduling flow for a quick conversation.

In this article:

Before You Begin

A few things to know before you start:

  • You'll need your Zoom account linked at Settings (gear icon) > Integrations. See Using Zoom for Telehealth → for full setup steps.
     
  • Instant meetings covered in this article (from chat or your Personal Meeting Room) aren't compatible with the AI Charting Assistant. Since there's no scheduled Practice Better session to attach a recording to, you won't get an automatic transcript or summary. If you want that, book the session ahead of time instead. See Getting Started With the AI Charting Assistant → 
     
  • Looking to schedule a Zoom meeting in advance, with teammates invited or on a recurring basis, rather than start one right now? That's a different feature. See Creating Zoom Meetings for Personal or Team Events →

Starting an Instant Meeting from Chat

Need a quick check-in with a client or group instead of a scheduled session? You can launch an instant Zoom meeting straight from Messages.

  1. From your Messages page, click the video icon next to a client or group under Active Chats.

     
  2. In the pop-up, click Create meeting to proceed. 

     
  3. In the subsequent pop-up, click Launch Zoom and start your meeting.

     
  4. After clicking Launch Zoom, the pop-up remains open for you to either:
    • Copy Join link: Share this link with other participants to connect to this meeting.
    • Share Join Link: Copy this link into the current chat. You can adjust the message before sending.

📍 Note: This meeting isn't tied to a scheduled session in Practice Better, so it won't appear on your calendar, and it isn't compatible with the AI Charting Assistant.

Using Your Personal Meeting Room for Instant Meetings

Your Personal Meeting Room (PMI) is a permanent Zoom meeting room with a fixed link, useful for meeting regularly with the same people, like a recurring team check-in, without generating a new link every time.

⚠️ Important: Use your PMI for impromptu, unscheduled meetings only. For any meeting booked through Practice Better, an automatically generated Meeting ID is used instead of your PMI, and that's intentional. Unique Meeting IDs are what let the AI Charting Assistant match a recording to the right session, and they keep participant names private from each other in the waiting room. See Zoom Security & Privacy Settings → for more on why this matters.

To use your PMI for instant meetings:

  1. Go to your Zoom Dashboard.
     
  2. Under Meeting Settings, enable Use Personal Meeting ID (PMI) when starting an instant meeting.

     
  3. Once enabled, start a meeting from your Zoom Dashboard using your Personal Meeting ID, or share your PMI link directly with the people you're meeting.

Scheduling a Zoom Meeting Ahead of Time

If you'd rather have a Zoom meeting appear on your calendar in advance, whether for a one-time commitment, a recurring team meeting, or something you want teammates invited to, that's handled through a different flow. See Creating Zoom Meetings for Personal or Team Events →

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