- Bookings
- Can my clinic use HotDoc's Flu Vaccine management solution?
- Will it be possible to book a nurse and doctor in the same appointment?
- Will it be possible to allow multiple bookings per one appointment slot?
- How do I add a Flu Vaccine appointment type or practitioner in my practice management software? (Best Practice, PracSoft, Zedmed)
- Will there be screening questions for flu vaccine appointments?
- Can I add a message with extra information for flu vaccine appointments?
- Can I use more than one flu vaccine appointment in the flu vaccine onboarding setup?
- Are flu and covid-19 vaccine appointments still required to be more than 14 days apart?
- Can I set up Flu vaccine appointments only for specific days or times of the week?
- Forms
- Will HotDoc have a process of capturing consent for flu vaccine appointments?
- Does HotDoc resend the consent form each year for existing patients?
- How do I preview or edit my consent form?
- What are the default influenza flu vaccine consent form questions based upon?
- If patients are new to the clinic, will they receive a New Patient form and a Consent form?
- When will patients receive a prompt to fill in the consent form?
- Will the consent forms save into my practice management software?
- Will consent forms come through to the Sidebar once submitted?
- Reminders
- Stock Management
- Broadcasts
- Marketing Collateral and Resources
- Payments
Bookings
Can my clinic use HotDoc's Flu Vaccine management solution?
Yes, if your clinic is using Best Practice, Medical Director or Zedmed as your practice management software. Our Flu Vaccine management solution is not compatible with clinics using Helix or Genie.
Will it be possible to book a nurse and doctor in the same appointment?
Yes. We will have a tandem appointment option that allows nurses and doctors to be booked for the same appointment time. This feature is optional, see How to create a Tandem Appointment for more information on how to set this up.
Will it be possible to allow multiple bookings per one appointment slot?
Yes. This will be an option to setup in the flu vaccine self onboarding flow or in your appointment type settings by following the instructions in the Multiple Bookings in one Appointment Slot article.
How do I add a Flu Vaccine appointment type or practitioner in my practice management software? (Best Practice, PracSoft, Zedmed)
Please view our Flu Kit and download the guide for your practice management software to see how to add a practitioner or appointment type for flu vaccines.
Will there be screening questions for flu vaccine appointments?
No. If you want to add custom messaging to your appointment types, you can do so by following the instructions in the question below.
Can I add a message with extra information for flu vaccine appointments?
To add a message as soon as a patient clicks on the appointment type on your bookings page, follow the instructions in the article: Add a message to your appointment types.
You can add a message to appear in the pre-appointment information that a patient receives before their appointment using the steps in the article How do I edit the pre and post-appointment information for vaccine appointments?
Can I use more than one flu vaccine appointment in the flu vaccine onboarding setup?
Yes. If you have more than one flu vaccine appointment type in your practice management software, you can set this up in the Flu Vaccine self onboarding guide in your Dashboard. By doing this, it ensures both appointment types receive the appropriate flu vaccine appointment communications.
Are flu and covid-19 vaccine appointments still required to be more than 14 days apart?
No. The advice has changed and covid-19 & flu vaccines can now be administered on the same day. You may need to edit the copy in the pre-appointment information to remove this from your appointment types. Please see How do I edit the pre and post-appointment information for vaccine appointments? to edit this.
Can I set up Flu vaccine appointments only for specific days or times of the week?
Yes! You can customise the days or times that a patients can book a flu vaccine appointment at your practice. Please see How to customise your practitioner's sessions for a step by step guide on how to do this.
Forms
Will HotDoc have a process of capturing consent for flu vaccine appointments?
Yes. Once you set up your appointments via the Vaccinations > Flu section of the Dashboard, HotDoc can send all patients a digital influenza vaccine consent form after they book a Flu vaccine appointment.
See Getting Started with Flu Vaccinations for how to set up your appointments.
Does HotDoc resend the consent form each year for existing patients?
Yes! We will resend the Influenza Vaccine Consent form to existing patients if they book an appointment 6 months after their last flu vaccine appointment date.
Ensure you have set up our 'Influenza vaccine consent form' and linked your Flu appointment types by completing the Vaccinations > Flu setup, or manually from our template in the Forms > Forms section of the Dashboard. If set up correctly, it will look like this: 
How do I preview or edit my consent form?
Once you've completed the setup in the Vaccinations > Flu section of the Dashboard, you can preview or edits the consent form in the Forms section of the Dashboard.
Please see How to edit a Form for more information.
What are the default influenza flu vaccine consent form questions based upon?
The consent form is a combination of questions from sample forms available from various state departments of health in Australia.
If patients are new to the clinic, will they receive a New Patient form and a consent form?
Yes. If the patient is new, we can also send a New Patient Registration Form at the same time if your clinic has enabled these forms to send to patients.
When will patients receive a prompt to fill in the consent form?
Patients will receive multiple prompts to fill in their consent form, as well as their New Patient Registration Form if applicable. Please see What communications do patients receive for a Flu or COVID-19 vaccine appointment? for more information and screenshots.
Will the consent forms save into my practice management software?
Yes. The consent forms will be downloaded in the same place as new patient registration forms. See Downloading PDF form submissions to see where this will save depending on the practice management software your clinic is using.
Will consent forms come through to the Sidebar once submitted?
Yes. Any fields that could not write back into the patient file automatically will require your team to copy and paste these manually into the patient record. See Forms Sidebar Workflow for instructions including a video tutorial.
Reminders
Will patients receive a specific flu vaccine appointment reminder?
Yes. Please review the following article What communications do patients receive for a Flu or COVID-19 vaccine appointment? to see how appointment reminders appear to patients.
Can I customise the SMS reminder copy?
No. You can however customise the pre-appointment information that is sent out with the appointment reminder. Please see How do I edit the copy in the pre and post-appointment information? for more information on how to do this.
Stock Management
Does HotDoc have a stock management solution for flu vaccines?
Yes. You can set appointment limits, as well as see the total number of flu vaccine appointments booked through the clinic or booked through HotDoc.
Please see How does the vaccine stock management feature work? and How do I add appointment limits to manage my COVID-19 or Flu vaccine stock? for more information.
Broadcasts
Does HotDoc have a Flu Vaccine Broadcast?
Yes. Please follow the instructions in the following article How to create a Broadcast SMS and choose the Flu Clinic template from the pre-existing Broadcast Templates section.
Marketing Collateral and Resources
Where can I find HotDoc flu vaccine posters and social media material?
Download the Flu Kit to access the social media images, email templates and posters that you can use at your clinic.
Payments
Can I capture pre-payment for private vaccine appointments?
Yes! You can set up payments for your private vaccine appointment types with our HotDoc Payments feature. To get started, please follow the instructions in this article Getting Started with Payments.