Question

I've just finished setting up COVID-19 vaccinations for my clinic and I want to check that everything is setup right. How do I confirm that patients can book in as I expect?

Solution

If you have just finished setup, firstly please check the following settings to confirm your appointment types are linked correctly, your appropriate practitioners are selected and your consent form has linked:

1. In the Vaccinations > COVID-19 Vaccines section of your Dashboard, you should see:
   
   
   • Your COVID-19 Vaccine appointment types as named in your clinical software in the vaccine management setup
     
     
   • The Online Appointments toggle to ON if you're accepting online bookings
     
     
     
     
2. Click Edit to access the appointment type settings, and scroll down to check the appropriate practitioners are enabled for this appointment type:
   
   
   
3. For appointment reminders, in the Dashboard go to Reminders > Settings > Select your Practitioners and make sure your COVID-19 practitioner is selected:
   
   
   
   
4. For consent forms, in the Dashboard go to Forms > Forms and check to see your COVID-19 Vaccine Consent Form is listed.
   
   
   • If the form is still in preview mode, click Make Live to sent this to patients when they book.
     
     
     

Once basic settings are verified within the HotDoc Dashboard, the best way to check whether online bookings line up with your expectations are to book an appointment yourself!

1. To book an appointment, please select View my Bookings page in the top right corner of your Dashboard:
   
   
   
   
2. Select Book Appointment and start choosing your options to make a booking:
   
   
   
   
3. Make sure you're selecting the COVID-19 Vaccination appointment you want to check during the booking journey:
   
   
   
   
4. Check available times on the next page and make sure they align with your practitioner availability:
   
   
   
   
5. If availability looks correct, select a time and make sure the eligibility questions are working as expected. To learn more, please see: COVID-19 Vaccine Eligibility Screening.
   
   
6. Confirm your booking by selecting Yes, book and check if we're also asking for a follow up dose (if you have this feature selected): 
   
   
7. Once you're happy with the booking process, check your email to verify the pre appointment communications you've set:
   
   
   
   
8. Lastly, check your appointment book to make sure it's showing as you'd expect in the right column:
   
   
   

If you're not seeing the right settings after trying the above, please feel free to submit an enquiry for our Support Team.