How should I set up my appointment book for HealthEngine's COVAX Integrated Solution? Follow

Have you recently signed up for HealthEngine's COVAX Integrated Solution and you are not sure how to set up your appointment book to best accommodate your COVID-19 Vaccinations?

 

No need to stress!

 

This article will walk you through the process of setting up your Practice Management Software to best integrate with HealthEngine's COVAX Integrated Solution. 

 

What do I do with the appointment book in my Practice Management Software?

 

First, you will need to create a COVID-related practitioner in your Practice Management Software.

  • We find practices are favouring setting this COVID-related practitioner as a Registered Nurse.

Once you've created your COVID-related practitioner, please go ahead and create your availability sessions in your Practice Management Software, as you usually would for your other practitioners. 

 

I want to see 8 patients an hour, how should I configure my appointment book?

 

Your setup would depend on what your current standard appointment length is for your practice.

 

If you run a 15-minute appointment book, we would recommend opening 1x practitioner column for every 4 doses per hour:

  • 8 doses per hour = 2 x 15-minute practitioner columns
  • 12 doses per hour = 3 x 15-minute practitioner columns
  • 16 doses per hour = 4 x 15-minute practitioner columns
  • 20 doses per hour = 5 x 15-minute practitioner columns
  • 24 doses per hour = 6 x 15-minute practitioner columns

If you run a 10-minute appointment book, we would recommend opening 1x practitioner column for every 6 doses per hour:

  • 6 doses per hour = 1 x 10-minute practitioner column
  • 12 doses per hour = 2 x 10-minute practitioner columns
  • 18 doses per hour = 3 x 10-minute practitioner columns
  • 24 doses per hour = 4 x 10-minute practitioner columns
  • 30 doses per hour = 5 x 10-minute practitioner columns

 

I want to add COVID-related practitioners to HealthEngine for online bookings 

HealthEngine's Support team will initially create a COVID-related practitioner in Practice Admin to connect to your COVID-19 availability from your Practice Management Software.

 

We understand that supply and demand may require additional COVID-related practitioners to be set up and connected to online bookings on HealthEngine and instructions on how to do so can be found below: 

 

https://support.healthengine.com.au/hc/en-us/articles/360034802811-Adding-Editing-and-Deleting-Practitioners 

 

 

Troubleshooting

 

My appointment availability in my Practice Management Software isn't publishing to HealthEngine

The below articles from your Help Centre will walk you through how to troubleshoot your missing availability, depending on what Practice Management Software you use: 

If you use a Practice Management Software other than Best Practice, Medical Director Pracsoft or ZedMed, we have additional troubleshooting resources in our Help Centre at https://support.healthengine.com.au/hc/en-us/sections/201098149-Practice-Management-Software-Integration-Troubleshooting

 

If you have recently changed appointment books in your own Practice Management Software (be it location name, practitioner name, or session appointment length), you may need to connect your HealthEngine practitioner/room to a new book. Please see the following article for further instruction:

 

https://support.healthengine.com.au/hc/en-us/articles/900002891843-How-do-I-connect-an-appointment-book-

 

We're running out of vaccines and want to stop the COVID-related practitioner from publishing availability on HealthEngine 

You can temporarily disable a practitioner for online bookings and, when the time is right, reenable them for online bookings - all through your Practice Admin portal!

 

A step-by-step guide on how to do this can be found at:

https://support.healthengine.com.au/hc/en-us/articles/900005873003-How-to-temporarily-disable-and-reenable-practitioners-for-online-bookings

 

If you are experiencing any persisting issues or have further queries, please contact our Customer Success team for assistance through our Live Chat feature, accessible via the 'Help' button at the bottom right-hand corner of your PracticeAdmin portal.

 

Our Live Chat opening hours are Monday-Friday from 7am to 4pm AWST.

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