Before you start

Call Capture is web only. Place calls from app.gohappydoc.com on a computer or tablet browser. The mobile app is for in-room recording — it does not place client calls.
You'll set up two kinds of numbers:
- A Caller ID — the number clients see when you call them (usually your practice line). Must be verified.
- A receiving number — your cell or desk phone that HappyDoc rings first. Stays hidden from clients.
Call Capture features won't appear in your account until at least one Caller ID is added and verified.

Video Walkthrough

How To Setup Call Capture:

Configure your Caller ID
Add the phone you'll answer on
Place a call
Generate documents

Part 1 — Configure your Caller ID (one-time setup)

1. Open Settings → General → Call Settings

Log in at app.gohappydoc.com, then go to Settings → General and find the Call Settings section. This is where you manage all Call Capture numbers — your Caller ID Numbers (shown to clients) and Numbers to Reach You (your receiving phones).

2. Add your Caller ID number

Click Add Number.
In the Phone Number field, enter the number you want clients to see on their caller ID (typically your practice's main line).
In the Reference Name field, give it a clear label like "Practice" so you can identify it later.
Extension field (only if your main line has a phone menu): if calls to your number hit an auto-attendant ("press 1 for…"), fill in the keys needed to reach a live handset. See "If your practice line has a phone menu" below. Leave this blank if your number rings straight to a person.
Click Save & Verify.

3. Verify the number

HappyDoc places a phone call to the number you just added.
A 6-digit verification code appears on your HappyDoc screen.
- ⚠️ The code is not read aloud on the call — read it off your screen.
When prompted during the call, enter that 6-digit code to complete verification.
Once verified, the number is ready to use as your Caller ID.

"NOT VERIFIED"? That means the code wasn't entered, was wrong, or wasn't entered in time. Click Save & Verify again to refresh the code, then enter the new code on the next call.

If your practice line has a phone menu (auto-attendant)

If calls to your main line are answered by a phone menu ("press 1 for appointments, 2 for reception…"), the verification call needs to navigate that menu to reach a live handset. Use the Extension field when you add the number to do this automatically.

Fill in the Extension field with the keys you'd press to reach a live handset, using a comma for each ~2-second pause:

,,2 = wait ~4 seconds, then press 2 (e.g. for reception).
Nested menu? Chain it: ,,2,,0.
Tip: if the menu cuts you off, add an extra comma or two — better too many pauses than too few.

When you verify:

HappyDoc shows a 6-digit code and calls your main line, navigating the menu using your Extension keys.
Have someone at the front desk ready to answer. A person must pick up and key in the code — it cannot go to voicemail or land on another menu.
They enter the 6-digit code when prompted. Done — your practice number will now show on outbound calls.

If it doesn't connect, adjust the Extension digits and try again.

Part 2 — Add the phone you'll answer on

This is the number HappyDoc rings first so you can take the call. It stays hidden from clients.

Click Add Number again.
Enter your cell or desk number.
Give it a reference name (e.g. "Dr. Smith cell" or "Front desk").
Click Save to finalize.

Add as many receiving numbers as you need — handy when different staff or locations answer on different phones. Only your verified Caller ID shows to clients; these receiving numbers never do.

Part 3 — Place a call

Open the patient record / visit for the client you want to call.
Click the phone icon at the top of the screen, next to the patient's name. This opens the dialer.
Choose your verified Caller ID and the receiving number you want rung first.
Enter the client's number and press Call.
HappyDoc calls your phone first. Answer it, and HappyDoc then connects you to the client.
Talk normally — the call records in the background. The client sees your practice's Caller ID, not your personal number.

Part 4 — After the call

When you hang up, the recording appears automatically in the visit's Assets for that patient.
Generate a document from it as usual. For follow-up calls, use HappyCallback to summarize the conversation and next steps.
Longer calls can take a few minutes to process — give it ~10 minutes and refresh the patient page if the clip isn't there yet.

Troubleshooting

The recording didn't save / the clip disappeared after the call

Wait ~10 minutes — longer calls take time to process — then refresh the patient page.
Check Incomplete Uploads (Profile menu) on the same device that made the call and retry the upload.
Don't refresh or close the tab while a call is recording or uploading.

My phone isn't ringing when I place a call

In Settings → General → Call Settings, confirm your Caller ID is verified (unverified numbers won't work).
Confirm the correct receiving number is saved and selected in the dialer — that's the number HappyDoc rings first.

Clients see an unfamiliar number (e.g. a 970 area code) instead of my practice number

This means your practice number isn't fully verified on our end, so calls fall back to a default number. The number may look verified in Settings even when it isn't.
Fix: delete the practice number and re-add it, then complete verification.
If your main line has a phone menu, fill in the Extension field when re-adding it (see "If your practice line has a phone menu") and have someone at the front desk ready to answer and enter the code.
If re-verifying doesn't fix it, contact support — we can check the verification status on our side.

Clients see "Spam Risk" or "Scam Likely" instead of my practice name

This is added by the client's phone carrier (AT&T, Verizon, etc.), not by HappyDoc. Carriers' spam-detection systems sometimes flag numbers used for outbound calling, including bridged calls.
Make sure you're calling with a verified Caller ID that matches your real practice number — a consistent, recognizable number is less likely to be flagged.
The label is carrier-side, so it can't be removed from within HappyDoc. If it persists, contact support — we can look into it with our telephony provider.

I'm on Safari

Switch to another browser (Chrome or Edge). Safari can lose recordings during upload.

I'm using a tablet/phone browser

Keep the HappyDoc tab in the foreground during and after the call. Backgrounding the browser can pause the upload.

An incoming call interrupted my recording

An incoming call can take over the microphone and stop the HappyDoc recording. Put the device on Do Not Disturb before placing calls.

I don't see Call Capture / the phone icon at all

Make sure at least one Caller ID has been added and verified (Part 1) — the feature stays hidden until then.
Confirm you have access to Settings → General → Call Settings. If you don't, check your role with your account admin.

Quick tips

Verify right away. Unverified numbers won't appear as Caller ID until verification finishes.
Use descriptive names ("Practice", "Staff", "Dr. Smith cell") so numbers are easy to tell apart.
Add as many numbers as you need — useful for multiple staff or locations.
Make a test call after setup to confirm the right Caller ID shows on the client's phone.
Keep the tab in front and avoid Safari for the most reliable recordings.