The following explains how to set up vaccination appointments using the self onboarding flow in the Vaccinations section of the HotDoc Dashboard. This article will take you through:

• What you need to complete prior to starting the vaccine setup
• Step-by-step instructions on how to set up vaccine brands or doses (AstraZeneca, Pfizer, Paediatric Pfizer, Moderna, Infant Moderna, Paediatric Moderna or Novavax) 
• Training materials, courses and resources     

Criteria prior to completing vaccine setup 

There are few things you must do before completing the vaccine setup:

1. Set up your COVID-19 Vaccine Dose 1, 2 and 3 appointment types in your practice management software (PMS) for each vaccine brand available at your practice. For example:
   1. AstraZeneca
      (COVID-19 Vax AZ Dose 1, 2, 3)
   2. Pfizer
      (COVID-19 Vax Pfizer Dose 1, 2, 3)
      
   3. Paediatric Pfizer 5-11 year olds
      (COVID-19 Vax Paediatric Pfizer Dose 1, 2, 3)
   4. Moderna
      (COVID-19 Vax Moderna Dose 1, 2, 3)
   5. Paediatric Moderna 6-11 yrs
      (COVID-19 Vax Paediatric Moderna Dose 1, 2)
   6. Infant Moderna 6m-5 yrs 
      (COVID-19 Vax Infant Moderna Dose 1, 2)
   7. Novavax (Dose 1, 2 & 3)
      
      
2. Set up a COVID-19 Vaccine practitioner in your PMS and in HotDoc. 
   

How to set up vaccine brands or doses 

Once you've completed the criteria above you can set up your vaccine appointments in the Dashboard. 

1. In your HotDoc Dashboard, go to Vaccinations > COVID-19
   
   
   
   
2. Begin the self onboarding set up: 
   • For new vaccine practices click Set up COVID-19 Vaccines
     
     
     
     
   • If you are setting up multiple brands or doses (eg. dose 3), click + New COVID-19 Vaccine Brand/Dose and select the vaccine brand. Or you can click Set up Dose x Appt at the bottom of the page:
     

     *Note: To set up Dose 3/Booster vaccine appointments, you must first set up the dose 1 and 2 appointment types before you can set up 3/Booster.  This applies even if the Dose 1 and 2 appointments will not be available for booking online.

     
     

     Select New Vaccine Brand Dose button	Select the brand from the options
     Bottom of the page for the vaccine brand if already set up

     
     
3. If you're setting up your appointment types/brands for the first time, complete the checklist below, then click Get Started. To set up only dose 2 or 3 appointment types, you will be taken directly to the setup seen in step 4 below. 
   
   Note: If setting up multiple doses, ensure you set up appointment types in your clinical software first using the practice software setup guide.
   
   
   
   
4. Begin by adding appointment type settings:
   

   Click to enlarge

   Select your corresponding vaccine appointment type in your clinical software  Pre-populated name of your appointment type in HotDoc This is how it will appear on your booking page Accepting new patient bookings Appointment duration  Adding multiple bookings in one appointment slot Preview vaccine screening questions   Add a custom message once the appointment type is selected

   
   
5. Add your form and communication settings:
   
   

   Click to enlarge

   Preview the vaccine consent form Setup and make consent form live for appointments. Note: If this was setup for Dose 1, you will not see this when setting up Dose 2 & 3.  Add and customise pre appointment information Add and customise post appointment information

   
   
6. Check the box next to the practitioners that you would like to make available for COVID-19 vaccine bookings:
   
   
   
   
7. To add tandem appointment settings, select Yes to "do you want to schedule a nurse to administer the vaccine", or select No to continue:
   
   
   
   
8. If you were setting up Dose 1, repeat these steps for Dose 2 & 3 appointment types if appropriate. 
   
   
9. For a new brand setup; click Complete Setup then click Activate Bookings to put your appointments online or Not Yet to wait to setup your stock levels prior:
   
   
10. You will be redirected to the Vaccinations > COVID-19 section of your Dashboard where you can:
    
    • Set your stock levels
    • enable or disable bookings by toggling between on and off
    • access your settings for each vaccine brand
    • add another brand or dose

      Please note: To make Dose 3 appointments online, change the Online Appointments toggle to ON (annotated below)

      
      
      

Training materials and resources 

If you would like to access more training materials, you can take the HotDoc Academy course by logging in with your HotDoc user account details:

• HotDoc Academy - Vaccines  

To see all of our vaccination management support articles and guides, including screening questions, FAQs and troubleshooting guides please click the following:

• Vaccinations 
  
  

Paediatric Pfizer Setup Guide Video

This video will cover the steps to set up paediatric (Children 5-11) Pfizer doses. You can also view this video on HotDoc Academy. 

Troubleshooting tips 

How will I know if I have set this up correctly? 

Please see How do I check my COVID-19 Vaccinations are setup correctly? for step by step suggestions on checking your setup.

I created my appointment types outside of the COVID-19 vaccines section, will they still receive vaccine features?

No. You will be required to complete the vaccine setup in order for your COVID vaccine appointment types to receive forms, pre and post communication, vaccine reminders and appear in the stock management page. 

1. Begin the onboarding setup in Vaccinations > COVID-19 Vaccines
   
   
2. Select your corresponding clinical software COVID Vaccine appointment type from the drop down. If this is already linked to a HotDoc appointment you will be required to click Delete Appt Type:
   
   
   • This will delete the previous HotDoc appointment type you set up and break any links associated to the appointment type in your clinical software. 
     
     
   • This will not affect any previously booked appointments 
     
     
3. You can then continue setting up your COVID Vaccine appointment types using the vaccine setup.