Our stock management feature allows you to input the amount of appointments you would like to make available online based on the amount of stock you have at your clinic.

Once a vaccine appointment is booked through HotDoc or through your clinic reception, we will then adjust the amount of vaccine appointments that can be booked online accordingly.

How does vaccine stock management work?

• Set appointment limits based on the amount of available stock at your clinic. 
  
  
• Once a vaccine appointment is booked online or directly through reception at your clinic, we will deduct the amount of available appointments. 
  
  
• Once all the available appointments have been booked, we will disable vaccine appointment types from being booked online (optional).
  
  
• If you do not set an appointment limit, but enable your vaccine appointment types for online bookings, we will still show availability online regardless. 

Vaccine stock management features overview

Below explains each of the features as seen on the vaccine stock management page for both COVID-19 Vaccines and Flu Vaccines. 

Once you have completed the self onboarding setup in the Dashboard, under Vaccinations choose between COVID-19 Vaccines and Flu Vaccines to go to the stock management page:

Click to enlarge image

Important to note:

• If an incorrect appointment type is appearing in the stock management page, eg. Standard appointment, see How to remove vaccine features from an appointment type below for how to correct this. 
  
  
• Toggle the on/off button next to the appropriate appointment type to enable or disable online bookings. 
  
  
  • Please note: If the vaccine appointment type in your clinical software is linked to more than one HotDoc appointment type, you will see a warning that this will turn on/off online appointments for all the appointment type linked:
    

• To add an additional Flu Vaccine or COVID Vaccine brand appointment type for after completing the onboarding setup, click the green + New Flu Appointment (for flu vaccines) pr + New COVID-19 Vaccine Brand and follow the prompts:
  
  

  EG. COVID-19 Vaccine Brand

  EG. Flu Vaccine

• COVID-19 Vaccine ONLY: To enable or disable Dose 2 appointment types to be booked at the same time as Dose 1, click edit next to HotDoc Bookable Appointment, then select/unselect the checkbox and press Save. 
  

How to set up and adjust appointment limits 

1. In the Dashboard go to Vaccinations and select COVID-19 Vaccines or Flu Vaccines.
   • If you are adding another vaccine brand (eg. Pfizer) click + New COVID-19 Vaccine Brand and follow the prompts. 
     
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:
   
   

   Flu vaccines or one COVID vaccine brand (click to enlarge)

   Multiple vaccine brands (click to enlarge)

   
   
3. Click Set Up next to your appointment type, then enter the amount of appointments to make available based on the stock at your clinic. Click Set up Limit to save: 
   
   
   
   
   
4. We will ask you to 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. You will then see your updated appointment limit and available slots: 
   
   
   
   
9. Repeat these steps accordingly for your other vaccine appointment types!
   

How to remove vaccine features from your clinical software appointment type 

Follow the instructions below to see how to remove the vaccine features from these appointment types. 

1. In the Dashboard, then go to Vaccinations > COVID-19 Vaccines or Flu Vaccines depending on what communications are being sent to the patient.
   
   
   
   
2. Scroll down and locate the appointment type that is not your specific vaccine appointment type. In this example you can see Standard appointment is linked:
   
   
   
   
3. Click the red Remove button next to the features, then select Yes, Remove to remove the vaccine features from that appointment type:
   
   
   
4. The appointment type will then be removed, as well as the vaccine features so patients will no longer receive flu vaccine communications. Click Set up Flu Vaccine appt to complete the onboarding flow again and link the correct appointment type:
   
   
   

   If you correctly selected your Flu Vaccine appointment type but patients with a non-flu vaccine appointment are receiving vaccine communications (consent forms, reminders, pre-appt information) please see Why are patients receiving a vaccine form or reminder? for how to fix this.

     

How will I be notified when we reach the appointment limit?

We will send an email to your nominated email address, as per the stock limit setup above. See step 7 in the section above if you would like to edit this email address to a different user, so they are notified once you have reached your appointment limit. 

• If you enabled the setting for HotDoc to automatically 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:
  
  
  
  
• 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: