Book My Vaccine — information for providers

Healthcare providers can use Book My Vaccine to manage immunisation appointment schedules and let members of the public book appointments online.

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Immunisations included on Book My Vaccine

Through Book My Vaccine, people can book appointments for:

  • scheduled vaccines for adults
  • immunisations recommended during pregnancy
  • childhood immunisations and catch-ups (up to age 17).

Included vaccines:

  • flu
  • measles, mumps, and rubella (MMR)
  • HPV
  • chickenpox
  • tetanus, diphtheria, whooping cough (Boostrix)
  • meningococcal
  • COVID-19
  • shingles
  • tuberculosis (for people in Auckland).

Other immunisations may be added to Book My Vaccine in the future.

Book My Vaccine

Which providers should use Book My Vaccine

Providers like pharmacies, community health providers and general practices should sign up to Book My Vaccine if you give:

  • flu, MMR, tetanus, diphtheria, whooping cough (Boostrix), COVID-19, childhood immunisations or any other scheduled immunisations
  • publicly funded immunisations to patients who are casual or not enrolled.

You can choose to use Book My Vaccine:

  • if you deliver privately funded immunisations alongside publicly funded vaccines
  • to complement your existing electronic booking system.

Book My Vaccine roles and responsibilities

There are 3 main roles for providers using Book My Vaccine.

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The facility manager manages and controls their team’s access to their sites. You can be the facility manager of one or all of the sites you have access to.

Responsibilities

  • Approve users who require access to your sites.
  • Manage your team’s level of site access.

The facility administrator:

  • manages the day-to-day operation of their Book My Vaccine sites
  • is the primary point of contact for the sites for members of the public, Whakarongorau and Health New Zealand | Te Whatu Ora
  • can manage one site, multiple sites or sites that are part of a group.

There can be more than one facility administrator at each site.

Responsibilities

  • Set up, approve, and maintain appointment schedules for all vaccine types.
  • Manage schedule changes, for example staff not being available, unexpected closures.
  • Contact members of the public impacted by schedule changes to reschedule or cancel their bookings.
  • Manage members of the public and their requirements. This includes contacting those that require disability and impairment assistance before their appointment to make sure their needs can be met, confirming group bookings and on-site check in procedures.
  • Maintain up-to-date site details, including disability and impairment assistance, site name, address, phone numbers, opening hours, and other relevant information.
  • Approve users who require access to your sites.
  • Understand the role of Book My Vaccine and the relationship with immunisation registers — for example, Book My Vaccine appointments are not visible in the Aotearoa Immunisation Register.

The health worker supports the facility administrator to manage bookings and appointment schedules.

There can be more than one health worker at each site.

Responsibilities

  • Manage bookings on the day, as well as advance planning for bookings in the next 48 hours.
  • Contact members of the public who request disability and impairment assistance before their appointment and make sure their needs can be met.
  • Contact group booking arrangers to confirm the requirements can be met.
  • Help the facility administrator contact members of the public impacted by schedule changes and support them to reschedule or cancel their booking.
  • Manage on-site check in procedures for people.

How to sign up as a new Book My Vaccine user

  1. Create your user loginexternal link
  2. Create your organisation or site on the Book My Vaccine admin system. This will be sent for approval to the Book My Vaccine provider support team.

If you are a new user and want to access an existing site, create your user login as above. Then you can search for, and request access to an existing site.

Setting up your site

  1. Once your site has been approved by the Book My Vaccine support team you will receive an email confirmation.
  2. Each user will need to complete the relevant training.
  3. The facility administrator will need to set up and review your appointment schedule and the number of appointments available before activating your site.
  4. Before making your site visible to the public, complete the site set up checklist in our admin system.

Site set up checklistexternal link

Creating a listing on Book My Vaccine

A listing on Book My Vaccine lets providers:

  • show members of the public their immunisation options without completing a booking
  • include a link to a website for further information — this link could be to your own booking system, a website with details about your walk-in clinics, or other immunisation events or opportunities.

Listings are available to providers who offer vaccines available through Book My Vaccine.

Listings must include:

  • your site name and address
  • the immunisations you offer
  • a link for people to find out more information or to access your local booking system
  • who you offer immunisation services to
  • when immunisation services are available
  • how people can access your immunisation services.

We have a guide on how to set up a listing for your site on the Book My Vaccine admin system.

How to set up a listing for your siteexternal link

Adding extra vaccines to your Book My Vaccine site

To add appointments for additional vaccines to your existing Book My Vaccine site, follow the instructions on the Book My Vaccine admin system.

Adding extra vaccines to your siteexternal link

To set up an additional site with a separate schedule to your existing site, follow the guide in the Book My Vaccine admin system.

How to create an additional siteexternal link

You must be logged into the admin system to view these guides.

Schedule changes

Overrides are the best way to change your schedule. You might need to do this:

  • for an unexpected closure, for example, when a vaccinator calls in sick
  • if your clinic will be closed on public holidays
  • if there are specific days you know you will not have appointments available.

Any existing bookings will not be cancelled or rescheduled if you:

  • apply an override
  • change a future appointment schedule
  • change the number of appointments available.

You will need to contact people with bookings to update them.

You can request support by emailing help@imms.min.health.nz

Training resources

When you have been approved as a Book My Vaccine user, you can log in to our admin system and access the training resources in the Help centre.

Help centreexternal link

Support for providers

Our help desk is available to answer questions and provide support for providers:

  • Monday, 8am to 5pm
  • Tuesday, 8am to 5pm
  • Wednesday, 9:30am to 5pm
  • Thursday, 8am to 5pm
  • Friday, 8am to 5pm.

To contact us:

If you email us (recommended), include:

  • a detailed description of the issue
  • your full name
  • your mobile number.