Planning a vaccine event is easier when you know who is coming and what they need before the day. Our Clinics feature gives each event its own sign-up page, where patients reserve a spot and choose their vaccines ahead of time. You can see how many of each vaccine have been requested, so you know how much to bring.
Patients also get automatic messages asking them to complete their insurance, health questions, and consent before the clinic, and a QR code on the day to sign in quickly at the clinic. This article covers how to create a clinic, share it, see what patients experience, and check reservations.
Step 1: Create a Clinic
- In the Web Portal, click Clinics in the left navigation. Clinics are set up for an individual store, so you’ll find this tab on the “Store Management" screen for each location, if you have a chain.
- Click New Clinic.
- Confirm Type is set to Vaccine. Vaccine is the only clinic type available right now (more types coming soon).
- Under Starts On, choose the date of the clinic. A clinic covers a single day, and it starts at midnight on that date and ends at midnight that night. For an event that runs more than one day, create a separate clinic for each day.
- Enter a Name for the clinic. If you leave it blank, the clinic is named Vaccine Clinic.
- In Description, tell patients where to go, what to do, and who is offering the clinic. This text appears on the clinic's landing page. The Description box supports a few simple formatting options. You type a few symbols, and the landing page turns them into formatting.
Bold: Put two asterisks on each side of a word or phrase.
Italics: Put one asterisk on each side of a word or phrase.
Bullets: Start each line with a dash and a space.
For example, if you type this:
Please join us for a **Vaccine Clinic**. Bring *your insurance card* if you have one.
- Friday Oct. 4
- 2-4 pm
It appears like this:
Please join us for a Vaccine Clinic. Bring your insurance card if you have one.
• Friday Oct. 4
• 2-4 pm - Check Request insurance cards prior to event if you want patients to be asked for their medical insurance card before the clinic. This box is checked by default. Patients whose insurance you already have on file in the Workflow Services platform are not asked again.
- If the clinic is at an off-site location, enter the Address, City, State, and Postal Code. The landing page shows the address as a link to Google Maps. The City, State, and Postal Code fields start out filled in with your pharmacy's information, edit as needed.
- Under Services Available, check each vaccine you will offer at this clinic. The list comes from the same services list you use for pricing and for your regular self-registration page.
- Click Save Changes.
The clinic now appears in the list with a status of Pending and the number of services offered.
Step 2: Share the Clinic
Each clinic in the list has a row of icons on the right, when you mouse over the row. From left to right they are: QR code, Start, Patient List, Service Reservations, Landing Page, and Edit.
- QR code: Click the QR code icon to view the clinic's QR code. You can download it to print or add to marketing materials. Patients who scan it go straight to the clinic's sign-up page.
- Landing page: Every clinic gets its own landing page. It shows the clinic's description, address and a short registration form. Click the magnifying glass icon to open it and copy the URL to share with patients
We have ready-to-use email, social media, and poster templates you can personalize with your clinic's details. You can find them here: Vaccine Clinic Outreach Templates. When a template asks for a registration link, use your clinic's landing page link, or the QR code from this step.
Step 3: Patient Registration
When a patient scans the QR code or opens the link, they land on the clinic's landing page.
Under Let's Get You Registered, the patient enters their date of birth and mobile phone number, then selects one or more of the services the clinic offers.
- The patient clicks Reserve My Spot.
- The patient receives a verification code by text and enters it. This confirms their identity and gives you a phone number you know is reachable.
- If the patient's phone number and date of birth match an existing patient, registration is complete (they’ll go straight to the “You’re All Set” screen). Otherwise, the patient fills in the remaining details (name, address, gender, race, ethnicity, preferred language, and email) and clicks Continue.
All PHI shown above is fake data from our testing environment.
That is all a patient needs to do to reserve a spot. As patients register, the # Registered column on the Clinics page updates.
Step 4: Patients get messages before the clinic
After registering, patients receive a short series of messages in the days leading up to the clinic. They go out automatically. Each message asks for one thing, and the next message is not sent until the patient completes the previous one.
Insurance card. If you checked Request insurance cards prior to event and the patient's insurance is not on file, the patient gets a text with a link to upload a photo of their insurance card. This goes out 7 days before the event, or at the time of registration if the event is within 7 days.
They choose Medicare, Medicaid, or Commercial and follow the steps to take photos of their card. The page also reminds them why the pharmacy needs the information.
Pre-visit assessment. The day before the clinic, the patient gets a text asking them to complete a pre-visit assessment. They verify their date of birth, read a short note from the pharmacy, answer the assessment questions from your regular vaccine registration workflow, review and accept the consent, and sign.
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Day-of QR code. On the morning of the clinic, every registered patient gets a text with a link to their personal QR code. The page lists the vaccines they reserved. Patients show the QR code to the pharmacist when it is their turn.
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Step 5: Patients who register on the day of the clinic
Patients who have not registered ahead of time can scan the clinic's QR code at the clinic site and complete the entire registration on their phone. When they finish, they receive a QR code to show the pharmacist.
You can grab a day-off poster here, and simply add the QR code from the Clinic tab in the Web Portal: Vaccine Clinic Outreach Templates
Step 6: Run the clinic and check reservations
At any time, in the Clinic tab of the Web Portal, you can click the Service Reservations icon to see how many of each service have been requested, plus a total. Use these counts to plan how many of each vaccine to bring. The total counts services, so a patient who reserves three vaccines counts as three.
A roster of the patients registered for each clinic is also available. Click the table icon for a Patient List that shows each patient's name, birth date, age, sex, and the services they reserved.
All PHI shown above is fake data from our testing environment.
The clinic's status changes from Pending to Started automatically at midnight on the clinic date, and the clinic ends at midnight that night. If you need to start it early yourself, click the Start icon.
About this early version
This is an early version of the Clinics feature, and we are still improving it. As you use it, please tell us what you think of it. You can send feedback by clicking Submit a Request at the top of this page or drop us an email at support@imagemovermd.com.