Welcome to the guide for setting up your WaveOrtho integration with the Patient Rewards Hub. This integration allows you to seamlessly import patient records creating a Hub profile and keep statuses in the Hub up to date. Follow the steps below to get started.
Prerequisites:
- Admin rights in the Hub
Settings
In the Hub, go to Settings ⚙️>Integrations>WaveOrtho
Click CONNECT.
Enter your WaveOrtho URL Domain and click SUBMIT.
Once submitted, WaveOrtho will be notified of the integration request. When they send us the information, we will update your account and the sync will start overnight. This process could take a few days.
Our support team will reach out via email once your account is syncing and ready for next steps.
Sync Status
At anytime you may navigate to the Integrations page to check the Status and Last Sync Date. Below are the 3 statuses you'll see:
Active= data is currently syncing over
Inactive = no new or updated data syncing from the software in more than 2 days
Stalled = no new or updated data syncing from the software in more than 2 weeks
The Inactive status is normal if your office has been closed over a long weekend or holiday. However, if you have been actively seeing members and no data is syncing, please reach out to us at support@culturello.com.
Tag Mapping
Once your WaveOrtho is integrated with the Hub, you'll receive an alert to set up your Tag Mapping or you may navigate directly to Settings ⚙️>Integrations>WaveOrtho>Tag Mapping.
On the left, you will find statuses pulled in from WaveOrtho. Click the dropdown button to the right to search or type for the appropriate Hub tag. Before you complete your tag mapping, be sure that your Groups and Tags are set up correctly. When a member's treatment status is updated in WaveOrtho and that change is saved, the tag will automatically update in the Hub as well.
Please note, if a new status is added in WaveOrtho, you'll need to come to the Hub to map it accordingly.
Import Failures
If you aren't able to find a member in your Hub, the chances are, they didn't sync over due to data within WaveOrtho.
Please go to Settings ⚙️>Integrations>WaveOrtho>Import Failures.
From here, you'll see the name of the member and what error kept them from syncing. Once you resolve the error in WaveOrtho, the member should sync overnight.
Appointments
Go to Settings ⚙️> Appointments and ensure that appointments are turned on. Once enabled, appointments will automatically sync from WaveOrtho to the Hub.
If an appointment isn’t appearing in the Hub, navigate to Settings ⚙️ > Integrations > WaveOrtho > Appointment Failures to view the error message and troubleshoot the issue.
Automations
With this integration, your practice can automatically award Hub Points at key moments in the patient journey—directly from WaveOrtho. This reduces manual work, aligns rewards with treatment milestones, and ensures patients are recognized promptly for their progress. Click here for step by step instructions.
💡 What’s Next?
Now that your WaveOrtho integration is live, you’re officially set up to connect more seamlessly.
Here’s how to activate meaningful engagement inside the Hub—and set up your entire experience for success:
🎉 Build the Full Hub Experience
-
Launch a Contest
Contests are a high-impact way to boost participation. Whether it's “Ortho Trivia" or the interactive "Where in the World" contest, playing turns compliance into fun and community engagement into momentum. -
Create Reward Offers
Make sure your prize offerings are numerous and exciting. The right mix of gift cards, experiences, and practice swag keeps motivation high and behaviors consistent. -
Enable Referral Mode
Activate referral campaigns that make it easy for patients (and parents!) to share your practice with confidence—and track it all with built-in transparency. -
AI Hub Success Agent
Use the AI Hub Success Agent to personalize your content, engage your members, and align every interaction with your mission.
Your Hub is more than just a tool—it’s your culture in action. When set up thoughtfully, it becomes the bridge between everyday behaviors and lasting patient loyalty. You’re not just managing engagement. You’re creating moments of joy, recognition, and trust—every day, at scale.
Have questions? We're here to help. Reach out anytime at support@culturello.com .