Setting Up the HealthEngine Integration in Zavy 360

HealthEngine account — You'll need an active HealthEngine practice account. If you don't have one, sign up at practices.healthengine.com.au.

Enable the PMS API in Health Engine — Before enabling the integration, you must contact HealthEngine support and request that the PMS partners integration API is enabled for your practice. This is a manual step on their end and the integration will not work without it. Contact them at support@healthengine.com.au or 1300 377 639.

Practitioners set up in Zavy — Any practitioner you want available for online bookings through HealthEngine must already be active in Zavy 360. This means they need to have been invited to the practice in Zavy and accepted that invite before you begin. If a practitioner is still pending or hasn't accepted their invite, they won't be available to link in HealthEngine. To invite a practitioner, go to Settings > Staff and send an invitation from there.

Appointment shortcuts configured in Zavy — Your appointment shortcuts need to be set up in Zavy before you begin. These are what get exported to HealthEngine and mapped to appointment types on their side, so any appointment type you want to offer through HealthEngine needs to exist as a shortcut first. You can manage these under Settings > Appointment Shortcuts.

Online booking preferences configured in Zavy — Your online booking settings should be reviewed before enabling the integration as they directly control how availability is calculated and presented to patients. This includes your booking interval, lead time, and how far ahead patients can book. You can find these under Settings > Online Bookings.

Go to Settings > Integrations > Configuration > HealthEngine in your Zavy 360 account.

Toggle the integration on and enter your HealthEngine Practice ID when prompted. You can find your Practice/App ID by logging into your HealthEngine account at healthengine.com.au/appointment/admin — it will be visible in the URL bar.

Once connected, Zavy will automatically export your staff members, appointment shortcuts, and current availability to HealthEngine. You don't need to trigger this manually.

Log into your HealthEngine account and go to Settings > Manage Practitioners.

For each practitioner you want available for online bookings, select Add Practitioner and fill in their details. When asked "Is this practitioner available for online appointments?" select Yes, then use the drop-down to link them to the matching Zavy 360 practitioner file.

Repeat this for every practitioner and location combination you want available through HealthEngine.

Regarding the public holiday question in HealthEngine — if a practitioner has no roster availability on a public holiday in Zavy, no time slots will be sent to HealthEngine for that day regardless of how you answer.

Still in Settings > Manage Practitioners, select Edit appointment types next to each practitioner.

Use Add Appointment Type to map each HealthEngine appointment type to the corresponding Zavy 360 appointment shortcut. For each type you'll also need to specify whether it's available to new patients, existing patients, or both.

Note: Any appointment duration you enter in HealthEngine will be ignored — Zavy always uses the duration set on the appointment shortcut in Zavy.

Repeat this for all practitioners then select Save All.

Availability sent to HealthEngine is controlled by your roster setup and online booking settings in Zavy. Go to Settings > Online Bookings to review:

Zavy syncs up to 28 days of availability to HealthEngine at a time. Slots are generated based on your practitioner rosters minus any existing appointments or reservations.

For a shift to appear as available in HealthEngine, it needs the HealthEngine integration enabled on that shift. You can manage this per shift in your roster settings.

Click the Edit Roster next to a practitioner name in the calendar.

Be sure to check Health Engine when creating sessions

Once set up, Zavy keeps in sync with HealthEngine automatically, but it's important to understand how the two systems interact — HealthEngine has its own settings that can override what's configured in Zavy, so mismatched configuration between the two is the most common source of issues.

Availability is pushed to HealthEngine every 5 minutes, and also immediately any time an appointment is created, updated, or cancelled in Zavy. Availability is calculated based on your Zavy roster and online booking settings, but HealthEngine also has its own availability and booking rules configured on their side. Make sure these align — for example if HealthEngine allows bookings further in advance than your Zavy booking window allows, patients may see availability that can't actually be confirmed.

New bookings from HealthEngine come into Zavy within 5 minutes via a regular polling cycle, or instantly via webhook events. Before confirming any booking, Zavy verifies the requested slot is still available to prevent double-bookings. When a booking arrives, Zavy attempts to match the patient to an existing file using their phone number, email, or date of birth before creating a new patient record.

Appointment status — when appointments are confirmed, cancelled, or marked as a missed in Zavy, that status is reflected back to HealthEngine automatically.

Practitioners and appointment types are exported from Zavy to HealthEngine when first set up and whenever changes are saved. However, HealthEngine maintains its own practitioner profiles and appointment type mappings on their side. If you make changes to a practitioner or appointment shortcut in Zavy, check that the corresponding HealthEngine configuration still matches.

As a general rule, treat Zavy as the source of truth for your clinical settings and roster, but always verify the HealthEngine side reflects what you expect after making changes.

If bookings aren't appearing, check that the PMS partners API has been enabled by HealthEngine support — this is the most common cause of a failed integration.

If availability isn't showing in HealthEngine, confirm the relevant roster shifts have the HealthEngine integration enabled and that the practitioner is linked correctly in the HealthEngine Manage Practitioners settings.

All integration activity is logged in Zavy's audit trail. If you need to investigate a specific booking or sync event, your Zavy administrator can review the integration logs there.