This guide will show how a practitioner can use the HotDoc Sidebar to action their Routine Requests. This includes completing, declining or reassigning requests and how they can leave custom notes to communicate with patients. 

The Practitioner Experience

Quick user guide (click through)

Video user guide

One page quick-use PDF (printable) 

How to action requests in the Sidebar

Open installed HotDoc Sidebar and log in  

1. Open the Sidebar on the practitioner's computer so that you can view and action pending requests. Locate the HotDoc Sidebar icon on the desktop of the computer and click to open. 
   
   
    
2. Enter the registered practitioner's email and password to log in to see the requests
   

Open HotDoc Web Sidebar and log in  

The HotDoc Web Sidebar is an alternate way we can enable practitioners to action Routine Requests. It doesn't offer the complete functionality of the downloaded Sidebar and will not be available if your practice is only using the installed sidebar.

1. Open your browser and head to hotdoc.com.au/practitioner-view or click view my requests from your Routine Requests Notification Email.
    

   If your practice is using the Web Sidebar, you will see this email.	If your practice is only using the Installed Sidebar, you will see this email and will not be able to open the Web Sidebar.

   
    

2. Enter the registered practitioner's email and password to log in to see the requests
   
    

Please note: Installing the Sidebar on the practitioner's computer is recommended so that you have full access to all Routine Requests features. If you're unable to install the Sidebar, you can open it in an internet browser or mobile device via this link: hotdoc.com.au/practitioner-view 
 

View Pending Requests in the Practitioner's Sidebar 

To view a practitioner's pending repeat prescription or referral requests, follow the steps below.

1. Open the HotDoc Sidebar (refer to the steps above)
    
2. Click on Pending Requests to see a full list of any outstanding requests.
    
3. You will be able to view all of the information that the patient submitted online, and easily copy details to record them in their patient file.
   
   
    
   Please note: Actioned requests will not be visible in the Sidebar. Refer to the Dashboard to see a full list of all requests for the practice.  
    

How to Approve or Reject a Repeat Request 

To approve a request, the practitioner will complete the following steps:

1. View the request in the Sidebar and open your Practice Management System to complete the request in the patient's file. Click Copy Request Details to easily paste and record this in the patient's file. 
    

   Example of a prescription request

2. Once you've completed the request in your practice software, return to the Sidebar and add add a note to send to the patient if required. This will be attached in their confirmation email
   • Note: For medical certificates, and imaging and pathology referrals, please use the notes to communicate with the patient how they can expect to receive the request from you.
     
     
      
3. Click the Mark as Complete button to notify the patient and collect payment from their card:
   
   
    

To decline a request the practitioner will complete the following steps:

1. View the request in the Sidebar, you can choose to Copy Request Details to easily paste and record this in the patient's file. 
    

   Example of a script request

2. Add an optional note with more information which will send to the patient in their confirmation email, then click decline.
   • If you click copy request details after adding your note, this will be included in the copy.
     
     
      
3. Confirm if you'd like to decline the request and click Proceed with request decline. This will notify the patient and return the funds to their card:
   
   
    

Sending a custom note to a patient (optional)

You can add a note to communicate with the patient when completing or rejecting a request in the Sidebar. The note will be added to the email that is automatically sent to the patient For medical certificates, and imaging and pathology referrals where a delivery method is not specified, please use the notes to communicate with the patient how they can expect to receive the request from you.

1. View the request in the Sidebar
    
2. Locate the Send a note to the patient (optional) field and enter the note to communicate directly with the patient about their request. 
   
   
    
3. The note will appear in the email that is sent to the patient after the request has been actioned:

Example of approval email	Example of rejected email Includes booking link to make an appointment

How to reassign a request to a different practitioner? 

Practitioners can reassign a request to a different practitioner who offer this request type from within the Sidebar by following these steps: 

1. Locate the request in the Sidebar:
   
    
2. Click Reassign request:
   
    

3. Select a practitioner from the list and select Re-assign:
   
    

   Please note The HotDoc Practitioners displayed for reassignment: Must be set up and active for this Routine Requests request type   Must be linked to an active practitioner in your practice management system (PMS). If you can't find the practitioner you wish to re-assign this request to please speak to your Practice Manager or Admin Staff

    

4. You will receive confirmation that it has been successful:
    
    
5. Your fellow practitioner will see the following message, letting them know it has been reassigned from you to them:
   

Installed Sidebar Features

Certain features are only available through the installed version of the HotDoc Sidebar. For example, opening a patient's file directly from the Sidebar. If you are using the HotDoc Web Sidebar and try to use these features you will receive the below prompt to get started with the installed sidebar:

Open patient file automatically & pin request

Practitioners can easily open the patient's file in the practice management system (PMS) directly from the HotDoc Sidebar if we find a patient match. You can also pin the request so that it remains on your screen while completing a request. 

1. Click Open patient file button and this will open the patient file in your PMS:
   (Currently Best Practice and Medical Director users only)
   
   
    
2. If we're unable to find a match to the patient file in your PMS (or if using Zedmed), click the icon next to the patient's name, DOB or mobile number to copy, and paste this in your PMS to find and open the patient file. 
   
   
    
3. Select Pin request so it remains on your screen whilst you action a request in your practice software:
   
   
    

New Pending Request Sidebar alerts

If a request is submitted to the practitioner throughout the day an alert will pop up on their screen to notify them of any new requests that require action: