Question

Patients are receiving pre-appointment information, vaccine consent forms or appointment reminders for non-vaccine appointment types. How do I fix this?

Solution

There are two possible reasons why patients with a non-vaccine appointment may be receiving vaccine communications:

• You may have appointment types in your practice management software (PMS) that are linked to more than one HotDoc appointment type in the Dashboard.
   
• You may have selected the incorrect PMS appointment type (e.g. Standard appointment) in the COVID-19 or flu vaccine setup.

Select a link below to identify which issue applies to you and fix it in your Dashboard:

• PMS appointment type linked to multiple HotDoc appointment types
• Incorrect PMS appointment type selected in vaccine setup

PMS appointment type linked to multiple HotDoc appointment types

In this case, your PMS flu vaccine appointment type may be linked to your HotDoc Standard appointment type. When patients book a standard appointment, they receive vaccine-specific features such as consent forms, appointment reminders and emails.

1. To check if this is the issue, go to your Dashboard and select Vaccinations, then COVID-19 or Flu. Linked appointment types are listed under HotDoc Bookable Appointment:
   
   
    
2. Click Edit next to the appointment type that is receiving the incorrect appointment communications (in the example above, Standard appointment):
   
   
    
3. Scroll down to Link to [Clinical Software] Appointment Type. You will see the incorrectly linked appointment type. Click the X to unlink it:
   
   
    
4. Click Yes to confirm you are unlinking the appointment type in your clinical software (Flu vaccine) from your HotDoc appointment type (Standard appointment):
   
   
    
5. Re-link the correct appointment type by clicking the dropdown and selecting an option:
   
   
    
6. Click the green Save button. All future appointments made for this appointment type will send the appropriate communications.
    

Incorrect PMS appointment type selected in vaccine setup

1. To check if this is the issue, go to your Dashboard and select Vaccinations, then COVID-19 Vaccines or Flu Vaccines, depending on which communications are being sent to the patient.
    
2. Scroll down and locate the appointment type that is not your vaccine appointment type. In this example, 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 and vaccine features will be removed, so patients will no longer receive the wrong communications. Click Set up Flu Vaccine appt to complete the onboarding flow again and link the correct appointment type: