Optomate Touch – Healthengine's Integration: Benefits & Troubleshooting

Healthengine integrates with Optomate Touch through the Healthengine Appointment Connector, a software installed on your practice server that syncs your Optomate calendar with Healthengine's online booking system.

Content:

Benefits of the Optomate Touch Integration

The Healthengine integration with Optomate Touch offers several advantages for your practice:

Automatic Availability Management

Your appointment availability is read directly from Optomate appointment books
Changes in Optomate appear on Healthengine automatically
Occupied appointment slots are removed from Healthengine in real-time
New available slots are published automatically

Seamless Booking Management

Online bookings appear directly in your Optomate appointment book
Patient details are automatically added or matched to existing patient files
Reduce administrative workload with 24/7 online booking capability
Manage practitioner schedules and session availability

Patient Matching

When a patient books online through Healthengine, the system attempts to match them to an existing patient file. If an exact match is found, the appointment is added to that patient's file. If no match or multiple matches are found, a new patient file is created automatically with the booking details.

Please note: Patient matching and file creation require a software patch from Optomate that adds the "vw_PATIENTS" database view. If you find that bookings are not linking to existing patient files or creating new patient files, contact Optomate support to ensure you have this patch installed.

How the Integration Works

Integration Type

Optomate Touch uses our Appointment Connector (AC) integration, meaning software is installed on your practice server that connects your Optomate database to Healthengine's systems.

What Syncs to Optomate

When a patient books online through Healthengine:

Patient details
Appointment date, time and practitioner
Appointment type

Practitioner Availability

The Appointment Connector automatically reads:

Existing practitioner sessions from your Optomate system
Schedule changes made on a per-day basis
Default availability settings for each practitioner

Setting Up the Integration

Before Installation

Ensure your Optomate system is configured correctly:

Practice Prerequisites and Installation Process

Before the Healthengine implementation team installs the Appointment Connector, you need to:

Create a practitioner in Optomate for Healthengine to use when creating bookings
Confirm you are on the database server where the Appointment Connector will be installed
Provide database credentials (username and password)

The Healthengine Appointment Connector will be installed by your Healthengine implementation team during your onboarding session.

Managing Practitioner Availability

You generally won't need to adjust practitioner availability manually, as the Appointment Connector automatically reads your existing schedules.

However, if you notice unusual opening or closing hours appearing on Healthengine, you can adjust availability in two ways:

Option 1: Adjust Default Availability

In Optomate, click Users
Double-click on the practitioner you want to update
Click the Appointment tab
Adjust the start and finish times per day as needed

Option 2: Change Schedules on a Per-Date Basis

You can make custom adjustments for specific dates directly in your Optomate schedule management.

Troubleshooting

Bookings Not Linking to Existing Patient Files

If online bookings never link to existing patient files and don't create new patient files:

Your Optomate software may be missing a required database patch
Optomate created a patch that adds the "vw_PATIENTS" view to the database
This view allows Healthengine to find and link to appropriate patient files without impacting database performance
Contact Optomate support to ensure your software is updated with this patch

Please Note: When the Healthengine Appointment Connector starts, it automatically checks for the presence of the "vw_PATIENTS" view. If found, it enables patient file linking and creation.

No Availability Showing on Healthengine

Check the following:

Verify the Appointment Connector service is running on your server
Confirm practitioner sessions are set up correctly in Optomate with proper dates and times
Check that practitioners are enabled for online bookings
Ensure appointment types are configured and linked in Practice Admin

Appointment Connector Has Stopped

The Appointment Connector runs as a background service on your practice server. If it stops:

Locate the Healthengine Systray Monitor in your system tray (Windows notification area)
Right-click and select Restart
If the issue persists, contact Healthengine Support

You can also access the Systray Monitor from Start Menu > Programs > Healthengine Open Appointments Sync > Systray Monitor.

Strange Opening or Closing Hours Appearing

If availability on Healthengine doesn't match your Optomate schedule:

Check the default availability settings for each practitioner
Review any schedule changes or custom adjustments made for specific dates
Ensure practitioner sessions have the correct start and finish times

Need More Help?

Optomate Support

For Optomate-specific questions about your practice management software, contact Optomate support directly.