📋 How It Works
Seamless Integration: Make calls directly from any patient case in Manta without picking up your phone or switching apps.
Automatic Documentation: Every call is recorded, transcribed, and linked to the patient's record - giving you complete, searchable documentation of every conversation.
Professional Caller ID: Display your clinic or personal phone number so clients see a familiar, trusted number.
🔧 Setting Up Phone Calls (One-Time Setup)
Verify Your Phone Number:
Before making calls, you'll need to verify the phone number you want to display as your caller ID:
Go to Settings → General → Verified Phone Numbers
Click "Add Phone Number" and enter your clinic or personal number
Receive a verification call - Manta will call your number immediately
Type in the 6-digit code shown in Manta and press “Check Verification”
Done! Your verified number can now be used for calls
💡 Pro Tip: You can verify multiple numbers (personal cell, clinic line) and choose which one to display for each call.
Team Sharing: Clinic administrators can share verified numbers with the team so everyone can use the same caller ID (like your main clinic number).
📱 Making a Call
From Any Patient Case:
Open the patient case you want to call about
Click "Call" button on the case page
Select your caller ID from your verified numbers
Enter the recipient's phone number
Click "Call" to connect instantly
During the Call:
See the call timer and patient details on screen
Both sides of the conversation are automatically recorded
Use your computer's microphone/headset or speakerphone
Click "Hang Up" when finished
Tip: You can call from the dashboard and assign the call to a case later
⚡ Try It Yourself (3 minutes)
Verify your phone number in Settings (one-time setup)
Open any patient case where you need to contact the owner
Click "Call" and enter their number
Complete your conversation - focus on listening, not note-taking
End the call - transcript and summary generate automatically
Your complete call record is saved to the patient case!
📋 After the Call (Automatic)
What Happens Next:
Once you hang up, Manta automatically:
Saves the recording to the patient's case
Generates a transcript of the entire conversation
Links everything to the appropriate patient record
Accessing Call Records:
Find all calls in the patient's Recordings tab
Calls are marked with a phone icon for easy identification
Search transcripts for specific information
Play back any part of the conversation
🎯 Best Use Cases
Client Updates:
Post-surgery check-ins and status updates
Lab results discussions
Treatment plan explanations
Medication questions and refills
Follow-Up Care:
Discharge instruction clarifications
Home care progress checks
Recheck appointment scheduling
Warning sign monitoring
Specialist Consultations:
Discussions with referral veterinarians
Lab communication for complex cases
Second opinions and case collaboration
Complete Documentation:
Every detail captured without note-taking
Searchable transcripts for quick reference
Permanent record of all client communications
🎯 Best Practices
For Better Call Documentation:
Make calls directly from the relevant patient case
Speak clearly for optimal transcription accuracy
Review auto-generated summaries before closing the case
Use for important conversations you want fully documented
Professional Communication:
Inform clients at the start of the call that it's being recorded (if required by your local laws)
Keep patient context visible on screen during calls
Use verified clinic numbers for professional appearance
Save personal numbers for after-hours or emergency use
Managing Call History:
Calls automatically link to the correct patient
Review transcripts to confirm accuracy
Add notes or clarifications to summaries if needed
Use search function to find specific call details
🔐 Privacy & Compliance
Call Recording Notifications:
All calls include an automated message: "This call is being recorded"
Both you and the caller will hear this notification when the call connects
You should still inform clients about recording where required by your local laws
Some jurisdictions have additional notification requirements beyond the automated message
Consult your legal advisor about your specific compliance requirements
Data Security:
All calls encrypted and securely stored
HIPAA-compliant infrastructure
Team-based access controls
Only authorized staff can access recordings
❓ Common Questions
Will clients know the call is recorded?
Will clients know the call is recorded?
Follow your local laws regarding call recording notifications. The system records automatically, but you're responsible for informing callers when required.
What if I forget to link a call to a case?
What if I forget to link a call to a case?
Calls made from a patient case are automatically linked. If you have unlinked calls, they'll appear as "Unassigned” in the “Recordings & Calls" tab where you can reassign them.
Do I need special equipment?
Do I need special equipment?
Just a computer with a modern web browser and a microphone or headset. No special phone equipment required.
What about call quality?
What about call quality?
Call quality depends on your internet connection. A stable connection provides professional call quality comparable to a landline.
💡 Need Help?
Phone calling in Manta transforms client communication by automatically documenting every conversation. For questions about setup, call quality, or troubleshooting, contact us through the Help Center or at [email protected]