UPGRADE INSTRUCTION GUIDE - Setting Up Your Upgrade Last updated: April 3, 2021, 2:45pm - BC Pharmacy Association

UPGRADE INSTRUCTION
           GUIDE

               Setting Up Your Upgrade

Last updated: April 3, 2021, 2:45pm

Step 1: Log in as an admin
1. Go to https://b.telehippo.com/r/login
      a. Vendor ID: Same as before. Forgot your ID? You can see it from your
         booking link: https://b.telehippo.com/o/VENDOR-ID
      b. Email: Same as before.
      c. Password: Click on Forgot Password to reset if you do not recall.
      d. Contact info@bcpharmacy.ca if you are still having issues.

Step 2: Confirm pharmacy information
first
It’s very important to review your Company (Pharmacy) information is most up-
to-date. This information will be included in all your booking confirmation
emails.
    1. Go to Settings  Account
           a. Review your store information to confirm most up-to-date
           b. Click through each section and read all details

Step 3: Add inventory
   1. Settings Products (Scroll down to the bottom)  view
   2. Add product
         a. Name: Astrazeneca/Covishield
         b. Quantity: leave blank if you are looking to setup a waitlist and not
            take appointments yet. If you have supply, please enter inventory.
         c. Description: (optional)
   3. Click Submit

Last updated: April 3, 2021, 2:45pm

Step 4: Setup New Service
   1. Go to Settings Services
   2. Turn off other services not in use
         a. Choose the Service (e.g., Flu Vaccination)
         b. Click on Edit
         c. Click on Advanced (Optional) to expand menu
         d. Under the section Online Booking?, make sure the button is
            turned off (greyed out)
         e. Click on Save
         f. Now repeat these steps if you have any other services listed you
            are not going to take appointments for currently.
   3. Now still in Settings  Services, click on Add  Add Service

      Service Name:
      COVID-19 Vaccination

      Duration (mins):
      For you to determine (system minimum is 10-minutes, 5-minute
      increments requires second license at $15/month. Contact
      vince.lee@bcpharmacy.ca to setup)

      Price
      $0

      Click on Advanced (Optional) to expand menu

      Calendar colour
      Purple

      Online Booking
      Turned On

      Booking Method
      Online Booking

      No schedule mode
      Waitlist Birthday

      Out of Stock Mode

Last updated: April 3, 2021, 2:45pm

Waitlist Birthday

      Rank
      1

      Charge Tax, Show license
      Turned off

      Cancellation Fee, No Show Fee
      $0

      Short Description
      COVID-19 Vaccination for those age 55 to 65 years of age. ID for proof of
      age and Health Card must be presented at the time of appointment. If
      you do not fall in this age category you will not be provided the
      immunization. Please join the waitlist if there are no available
      appointments.

      Long Description
      COVID-19 Vaccination for those age 55 to 65 years of age. ID for proof of
      age and Health Card must be presented at the time of appointment. If
      you do not fall in this age category you will not be provided the
      immunization. Please join the waitlist if there are no available
      appointments.
      Survey URL
      Leave blank
      Pre-screening before booking?
      (OPTIONAL) COVID-19 vaccination, no other vaccinations within 14 days
      before…
      Require vaccine screening?
      Required completion
      Vaccine Screening
      COVID-19 Vaccination Screening Form – BC
      No. of appts

Last updated: April 3, 2021, 2:45pm

For now, please do not use the two appointment system that is part of
      this initial launch/phase. Leave three fields about two booking feature
      blank:

      Age mode: age
      Min age/birth year: 55
      Max age/birth year: 65
      SAVE
         • POP-UP window shows up.
      LINK SERVICE TO STAFF
      Click on dropdown menu, choose staff (Pharmacist 1) and click on Add
      Staff to COVID-19 Vaccination. If you have multiple licenses/staff ensure
      you add all the staff.
      Click on Done.

Step 5: Link inventory to service
   1. Settings Services  COVID-19 Vaccination
   2. Scroll to bottom to the Associated Product section and click on edit.
   3. Click on drop down and choose the Product/Inventory for
      Astrazeneca/Covishield you just setup.
   4. When you have new inventory, this is where you add more.
   5. Inventory is reduced each time an appointment is made or restored if an
      appointment is cancelled or a new show.

Last updated: April 3, 2021, 2:45pm

6. Refer to the full STEP-BY-STEP guide on more details about
      Products/inventory control.

Step 6: Adding Worktimes
   1. Go to Settings  Worktimes
   2. Refer to the guide if you have forgotten these steps.

Check your booking site
   1. Go to Online Booking  Copy booking link
   2. Open an incognito window and paste the link on your browser
   3. If you have a waitlist setup, after you pass the screening questions you
      should be prompted to continuing browsing or Join waitlist
   4. Click on Join waitlist and test it out

Accessing your Waitlists
   1. Go to Settings Services  Choose the service
   2. You should now see a Waitlist button, click on it and you will see your
      waitlist on screen. Waitlist button only shows up if you have at least 1
      person on the waitlist.

Last updated: April 3, 2021, 2:45pm

Managing your waitlist
   1. Your options here are:
         a. Add people to the waitlist from backend
         b. Export the full list with the Export to CSV button to manage emails
            through your own email system
         c. Bulk remove or bulk download specific records that you have check
            the box(es) for by clicking on Action…
   2. After you have your excel file of you can setup email merge through any
      of these services:
         a. Outlook users: https://support.microsoft.com/en-us/office/use-
            mail-merge-to-send-bulk-email-messages-0f123521-20ce-4aa8-
            8b62-ac211dedefa4
         b. Google users:
            https://developers.google.com/workspace/solutions/mail-merge
         c. PAID service: https://mailchimp.com/pricing/
         d. OR you can just email everyone in the BCc field as a bulk email.
            Make sure you DO NOT put them in the To or CC field if you are
            doing a mass blast.
   3. When drafting your email, you MUST include:
         a. Your pharmacy name
         b. Address
         c. Contact phone number
         d. Link to your website to make a booking once you open up
            appointments
         e. IMPORTANT: Unsubscribe link. On your waitlist screen, you will
            see an unsubscribe link, you must include that in the email and let
            your members know they can unsubscribe to this specific waitlist
            by clicking on this link. When your patient clicks on this link it will
            remove them from this service’s waitlist. It does not remove them
            from any other service waitlist that you may have created.

Last updated: April 3, 2021, 2:45pm

4. Also important to note, if someone on this waitlist ends up making an
      appointment for this specific service, they will automatically be removed
      from the waitlist as long as they are using the same email address.

Opening booking appointments
   1. Based on the Service settings you have just setup (waitlist if no inventory
      or no worktimes), you need to have both inventory added AND
      Worktimes assigned in order for timeslots to show up.

Last updated: April 3, 2021, 2:45pm