User guide Inviting children to community clinics

Any child can be vaccinated at a clinic. Their parent or guardian will need to be invited to book a slot (see below).

Scheduling community clinics

To create dates for community clinics:

  1. Go to Sessions.
  2. Go to the Unscheduled tab.
  3. Go to the Community clinic link.
  4. Click on Schedule sessions.
  5. Follow the process as you would for school sessions.

To add or amend dates for community clinics:

  1. Go to Sessions.
  2. Go to the Scheduled tab.
  3. Go to the Community clinic link (there is just one for all clinics).
  4. Go to Edit session.
  5. Follow the process as you would for school sessions.

Inviting parents to book slots

For a child to be vaccinated in a community clinic, their parent or guardian will need to be invited to book an appointment slot through your local booking system.

An invitation email (and potentially a text message) will be sent automatically to the parents or guardians of:

  • home-schooled children
  • children with an unknown school

This will happen 3 weeks before the date of the first scheduled clinic.

To invite children who belong to a school, but were not vaccinated there:

  1. Go to Sessions
  2. Go to the Completed tab
  3. Go to the relevant school session
  4. Go to the Send clinic invitations link. This will show you a summary of how many invitations will be sent out
  5. Click the Send clinic invitations button
Screenshot of clinic invitations link for a completed school.
Screenshot of clinic invitations summary page from a completed school.

To send booking reminders for subsequent clinics:

  1. Go to Sessions
  2. Go to the Community clinics link under the Scheduled tab
  3. Go to Send booking reminders. This will show you a summary of children you can invite again to the next clinic
  4. Click the Send booking reminders button

You will only be able to send clinic booking reminders to children that have been invited for a previous clinic, but have still not been vaccinated. You can only send one invitation per child per clinic session date.

Screenshot of booking reminders link for community clinics.
Screenshot of booking reminders summary page for community clinics.

To check whether an invitation email has been sent:

  1. Go to the Consent tab for a session.
  2. Use the No response filter, then click on the name of a child to view the child record.
  3. Click on Activity log.

Once a parent has booked a clinic slot through your local booking system, you need to make sure you have consent to vaccinate the child.

If you do not have consent, you need to manually send a consent request. To do this:

  1. In the Community clinic page, go to the Consent tab and filter for No response.
  2. Click into the child’s record and scroll down.
  3. Click on Send consent request.

This will trigger an email to the parent or guardian.

You could also try to get consent over the phone. To do this:

  1. In the Community clinic page, go to the Consent tab and filter for No response.
  2. Click into the child’s record and scroll down.
  3. Click on Get consent response.
  4. Phone the parent and work through the consent flow to record their response in Mavis.