The following article will include the types of communication a patent will receive for their vaccine appointment once you have set this up in the Vaccinations section of your HotDoc Dashboard. This includes:
- Appointment reminders
- Pre and post-appointment information
- Consent forms
Please view the following article to see how each of these features work.
In this article |
What do vaccine appointment reminders look like?
A patient can receive an appointment reminder in the form of a push notification, email or SMS for their vaccine appointment. This is the order that we will attempt to send the appointment reminders if they meet the criteria.
You can see how a reminder was sent and how patients responded in the HotDoc Dashboard. The status of the appointment reminders will also write back into your clinical software. For more information on this please see How can I view the history of my sent appointment reminders?
Please note: By default, reminders will send 24 hours prior to the appointment time. If the appointment is made less than 24 hours before the appointment time, but no more than 2 hours before, we will send the following communication immediately. |
Push Notification:
We will attempt to send a push notification to the patient's mobile device if they have the app installed on their phone, they booked their appointment through their HotDoc app and if you have push notifications enabled.
Push Notification |
Once they open push notification |
Email reminders
We will send an email appointment reminder if you have the patients email address listed in their patient file. They will also see 'pre appointment information' in this email.
SMS reminder
We will send patients a SMS appointment reminder if we are unable to send a push notification or email.
If you set up your flu vaccine appointments in the Flu > Vaccinations setup, we will automatically send flu vaccine reminder message, instead of a regular reminder message. The copy of the flu appointment reminder will be:
- "Hi [first name], reminder of your Flu Vax appt at [Clinic] on [date] at [time]. Click to confirm and read pre-appt info [link]"
Example for Flu vaccines |
Example for Covid vaccines |
What the patient will see once they click the link to confirm/cancel |
How will patients receive pre and post appointment information?
If you enabled pre and post-appointment information, we will send patients an email with this information regardless of whether your clinic has enabled or disabled emails to send (including clinic booked emails). This is so patients can receive this important information.
Pre-appointment information:
Patients will receive the pre-appointment information in their:
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Appointment confirmation email once they book online or through your practice directly
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Appointment reminder email, in the body of the email
- Once they confirm their appointment reminder via push notification, email or SMS
Post appointment information:
Please note that post-appointment information is only available for COVID-19 Vaccine appointment types. |
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Patients will receive their post-appointment information in the form of an email. The email will be sent 2 hours after their appointment start time.
How will patients receive a vaccine consent form?
You will have the option to use a vaccine consent form to capture patients consent for COVID-19 or Flu appointments. You can enable this during or after completing the setup in Vaccinations section in your Dashboard. See: How do I create and send an Influenza Vaccine Consent Form?
Flu vaccine appointments only For existing patients at your practice, we will resend the Influenza vaccine consent form if they book an appointment 6 months after their last flu vaccine appointment date. You can edit for your form by going to Forms > Edit > Settings under How often would you like patients to fill in this form? |
Patients can receive the consent form at any of the following times below based on if they booked online or directly through the clinic or if they are a new or existing patient to your clinic:
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Once the patient books online, if their appointment is confirmed
- If the patient books online as a new or existing patient, they'll receive a prompt to fill in the consent form after their booking request has been confirmed. If the patient is new, they will have to complete two forms (consent & new patient registration form)
- If the patient books online as a new or existing patient, they'll receive a prompt to fill in the consent form after their booking request has been confirmed. If the patient is new, they will have to complete two forms (consent & new patient registration form)
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As soon as the patient books an appointment and we sync this, they will receive via Push Notification, Email or SMS
- If the patient books online or through the clinic, as soon as we sync the appointment they will receive a prompt via push notification, email or SMS with a link to fill in the consent form. If they're a new patient they will receive the new patient form too, To enable this, see Send form as soon as the patient books.
- Note: For patient's that book directly through your clinic, we recommend inputting their email address into their patient file so the patient can receive as many prompts as possible. If they don’t, they'll only be prompted after confirming their appointment via the link in their SMS reminder, sent 24 hours prior to their appointment.
- If the patient books online or through the clinic, as soon as we sync the appointment they will receive a prompt via push notification, email or SMS with a link to fill in the consent form. If they're a new patient they will receive the new patient form too, To enable this, see Send form as soon as the patient books.
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Directly after booking an appointment, in their appointment confirmation email
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If the patient books online or through the clinic as a new or existing patient, they will receive a prompt in their appointment confirmation email which is sent after they book their appointment.
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If the patient books online or through the clinic as a new or existing patient, they will receive a prompt in their appointment confirmation email which is sent after they book their appointment.
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Once the patient confirms their appointment reminder
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If the patient books online or through your clinic as a new or existing patient, they will receive a prompt to complete their consent form as soon as they confirm their appointment reminder
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If the patient books online or through your clinic as a new or existing patient, they will receive a prompt to complete their consent form as soon as they confirm their appointment reminder
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If the appointment time is approaching and the patient has not filled in their form, we will send another Push Notification, Email or SMS
- If the patient books online or through the clinic as an existing or new patient, we will send a prompt via push notification, email or SMS if the form/s are incomplete and the appointment time is approaching.
- If the patient books online or through the clinic as an existing or new patient, we will send a prompt via push notification, email or SMS if the form/s are incomplete and the appointment time is approaching.
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If the patient booked online, they will see a prompt in their HotDoc app under their appointment
- If booked online as a new or existing patient, we will show a prompt to complete the form/s in the HotDoc app. The patient may need to click the drop down arrow to see this prompt.
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If the patient booked through your clinic and meets these requirements, they will see this prompt to complete the form/s
Consent form support articles & resources
For more information on editing, processing, downloading or the expected behaviour of write-backs into the patient file for your vaccine consent forms, please see the following articles for further assistance:
- How to edit a form
- Forms Sidebar Workflow
- Downloading PDF form submissions
- Why didn't some fields transfer from the form to the patient file?
- How do I add the consent form to COVID-19 Dose 2 and 3 appointments?
- How do I create and send an Influenza Vaccine Consent Form?