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 appointment reminders look like?
Please note: By default, reminders will send 24 hours prior to the appointment time. If however, 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.
Pre and post-appointment information
The pre and post-appointment information has pre-populated text, however you can edit this information. Follow this guide to see how to set it up, edit the message or view how it is sent to patients.
Please note that post-appointment information is only available for COVID-19 Vaccine appointment types.
How do I set up pre and post-appointment information?
- If you have not set up your vaccine appointment types in the Dashboard, go to Vaccinations > COVID-19 or Flu and follow the setup guide.
- In the Communications section, you can enable pre and post-appointment information by selecting Yes. You can customise the copy by typing in the text box field.
- Complete the onboarding flow, and this information be activated once you enable the appointment types for online bookings.
How to edit the copy in pre and post-appointment information
You can edit the copy in the pre and post-appointment information in the vaccinations section of your Dashboard. Please see How do I edit the pre and post-appointment information for vaccine appointments? for how to do this.
How will patients receive pre and post 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.
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..
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.
How will patients receive their vaccine consent form?
For patients booking via the clinic, we recommend their email address is in their patient file so the patient can receive as many prompts as possible. If they don’t, they will only be prompted after confirming their appointment via the link in their SMS reminder, sent 24 hours prior to their appointment.
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:
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?