About Book My Vaccine: Information for providers

• COVID-19
• Influenza
• MMR
• Tdap (Boostrix)
• HPV9
• rZV (herpes zoster/shingles)
• MenB
• MenACWY
• Childhood immunisations and catch-ups
• Vaccines recommended during pregnancy

Our Help Desk is available to answer questions and provide support. Please email help@imms.min.health.nz or call the team on 0800 223 987. These channels are currently monitored: 

• 8am - 5pm, Monday to Friday (from 9.30am on Wednesdays) 
• 9am - 2pm, Saturday

If you are contacting via email (recommended), please provide a detailed description of the issue, your full name and your mobile number so we can contact you with a resolution.

If you have questions and would like technical support, please ask the Help Desk to send you a link to the drop-in sessions. These are available between 1pm and 1.45pm each weekday.

Please note that this Help Desk is for providers only and should not be used for consumer enquiries. 

There are three main roles that you need to be familiar with when using Book My Vaccine – a facility manager, facility administrator and a health worker. Each have an important role to play so you’ll need to be familiar with what they do and how to use them. Here is a brief description of the key roles and responsibilities. 

Facility Manager:

Role:

• The facility manager manages and controls their team’s access to their site(s).
• 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 site(s).
• Manage your team’s level of site access.

Facility  Administrator 

Role 

• The facility administrator manages the day-to-day operation of Book My Vaccine at their site(s) and is the primary point of contact for the site(s) for consumers, Whakarongorau and Te Whatu Ora
• A facility administrator 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 due to staff not being available, unexpected closures etc.
• Contact consumers impacted by schedule changes to reschedule or cancel their bookings.
• Manage consumers and their requirements. This includes contacting those that require disability and impairment assistance prior to their appointment and ensuring that 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 site(s)
• Understand the role of Book My Vaccine and the relationship with immunisation registers (e.g Book My Vaccine appointments are not visible in the Aotearoa Immunisation Register)
• Contact the Te Whatu Ora Help Desk for support on 0800 223 987 or help@imms.min.health.nz.

Health Worker   

Role

• The health worker supports the facility  administrator to manage consumer bookings and appointment schedules
• There can be more than one health worker at each site.

Responsibilities  

• Manage consumer bookings on the day, as well as advance planning for bookings in the next 48 hours.
• Contact consumers who request disability and impairment assistance prior to their appointment and ensure their needs can be met.
• Contact group booking arrangers to confirm the requirements can be met.
• Assist the facility admin to contact consumers impacted by schedule changes and support them to reschedule or cancel their booking
• Manage on-site check in procedures for consumers.

We have developed a range of resources to support you and your team to use Book My Vaccine.

Once you have been approved as a Book My Vaccine user, you can access the training resourced in the help centre when logged into the Book My Vaccine admin system.

Once you have set up your appointment schedule(s) you can then manually override dates when your clinic will be closed or will not have appointments available. For example, if your pharmacy is closed on public holidays.

The override functionality is included in the training resources, and you can also email help@imms.min.health.nz to request support from the Help Desk. 

Once your site has been approved by the Book My Vaccine Support Team you will receive an email confirmation. Each user will need to complete the relevant training. If you are the facility  administrator, you will need to set up and review your appointment schedule and the number of appointments available before activating your site. You should ensure that you have completed the site set up checklist, located in the help centre of the Book My Vaccine admin system, before making your site visible to consumers.

Care should be taken with changing a future appointment schedule or the number of appointments available as this process will not cancel or reschedule any existing bookings. This means that impacted consumers will need to be contacted and supported to reschedule. Alternatively, once the consumer has been contacted you can reschedule or cancel appointments on behalf of the consumer.

Overrides are the recommended method to change your schedule for an unexpected closure. For example, when a vaccinator calls in sick.

The training materials located in the help centre of the Book My Vaccine admin system outline how to update your schedule or apply an override. You can also email help@imms.min.health.nz to request support from the Help Desk.