Question

I want to add appointment limits for COVID-19 or Flu vaccine appointments so that I can manage stock at my practice. How do I add this? 

Solution

You can set a number of appointments you would like to make available online for your COVID-19 or Flu vaccine appointment types, based upon the vaccine stock at your practice. 

First, you must complete the set up in your Dashboard by going to Vaccinations > COVID-19 or Flu. Please see How to set up COVID-19 Vaccine appointments (dose 1,2,3 + boosters) for how to do this. 

Once the set up is complete, you can add appointment limits using the following instructions: 

1. In the Dashboard go to Vaccinations and select COVID-19 or Flu.
   
   
   
   
2. Here you can set an appointment limit for each appointment type. If you have more than one COVID Vaccine brand, select the brand name you wish to set stock limits for:
   
   

   Example of Flu vaccine setup

   Example of COVID-19 vaccine brands

   
   
3. Click Set Up above appointment limit, then enter the amount of appointments to make available based on the stock at your clinic. Click Set up Limit to save: 
   
   
   
   
   
4. Enter an email address of your choice to notify you when you have reached your appointment limit:
   
   
   
   
5. If you would like HotDoc to automatically turn off your online bookings once you reach your appointment limit, select Yes, Limit Online Bookings:
   
   
   
   
6. You will then see the appointment limit on the right along with the available slots, upcoming appointments and the appointments booked on the given today.
   
   Please Note: The available slots will be deducted when a patient books both online and directly through reception at your clinic: 
   
   
   
   
7. As more stock comes into your clinic or if you need to decrease the appointment limit, select the Edit button > edit your limit accordingly > Update.
   
   You can also edit whether we automatically turn off your online bookings once you reach your appointment limit and edit the email address if required:
   
   
   
   
8. Once you reach your appointment limit, we will send an email to the nominated email address. 
   • If you enabled the setting for HotDoc to automatically turn off your online bookings once you've reached your limit, you will receive an email like this for COVID-19 Vaccines and/or Flu Vaccines:
     
     
     
     
   • If you you have chosen to manually turn off your online bookings once you reach your appointment limit, you will receive an email like this for COVID-19 Vaccines and/or Flu Vaccines:
     
     
     
     
9. Repeat these steps accordingly for your other vaccine appointment types!