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 the number of appointments you'd like to make available online for your COVID-19 or flu vaccine appointment types, based on the vaccine stock at your practice.

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

Once setup is complete, you can add appointment limits:

1. In the Dashboard, go to Vaccinations and select COVID-19 or Flu.
   
   
    

2. Set an appointment limit for each appointment type. If you have more than one COVID-19 vaccine brand, select the brand you want to set a stock limit for:
    

   Example of flu vaccine setup

   Example of COVID-19 vaccine brands

    

3. Click Set Up above the appointment limit, then enter the number of appointments to make available based on the stock at your clinic. Click Set up Limit to save:
   
   
   
    
4. Enter an email address to be notified when you reach your appointment limit:
   
   
    
5. If you'd like HotDoc to automatically turn off your online bookings once you reach your appointment limit, select Yes, Limit Online Bookings:
   
   
    
6. You'll then see the appointment limit on the right, along with available slots, upcoming appointments and appointments booked today:
   
   
   
   Note: Available slots are deducted whether a patient books online or directly through reception.
    
7. When more stock arrives or you need to decrease the limit, select Edit > update your limit > Update.
   
   You can also change whether online bookings turn off automatically at your limit, and update the email address if needed:
   
   
    
8. Once you reach your appointment limit, we'll send an email to the nominated address.
   • If you've set HotDoc to automatically turn off your online bookings, you'll receive an email like this:
     
     
      
   • If you've chosen to turn off your online bookings manually, you'll receive an email like this:
     
     
      
9. Repeat these steps for your other vaccine appointment types.