Online appointment booking instructions

These instructions are for people who have already pre-registered AND have received their unique appointment booking code. You will not be able to book an appointment otherwise.

Common issues and how to resolve:

  • The personal information you entered in the pre-registration site must match what you enter in the online booking site.
  • If no appointments are available, check back again later.
    • Demand is high and appointments book quickly.
    • New appointments are being added to the system regularly, keep checking.
  • Clinic locations that do not appear in this list are not available for online booking at this time, however, location options may be updated later based on appointment availability.
  • There are TWO codes used in the appointment booking process.
    • First, you will enter the Internal Database ID which is the unique code that was sent to you to book an appointment. (e.g. 12345678901234 - this can range from 6 to 14 digits)

    • Later in the process you will get a 5-digit one-time passcode. (e.g. 12345)

  • If you need to cancel or change your appointment within 48 hours of your scheduled appointment, please contact reception.

Step-by-step Video Instructions

Step-by-step Written Instructions

If you are having any issues booking your online appointment, please read the steps below, which include troubleshooting tips. If your issue is not resolved please call 1-844-780-0202 for assistance.

Step 1: Go to the website link you were sent by email or text.

What to do:

  1. Go to the website link sent to you by email or text. You will arrive at the above landing page.
  2. Click YES to continue to book an appointment.

Troubleshooting tips:

  • Clicking NO will result in an error message. You must click YES.

 

Step 2: Enter your information* into the pop-up box that appears.

*Personal information must match what you entered in the pre-registration system.

What to do:

  1. Enter last name, DOB and sex (this information must all match the information from when you pre-registratered)
  2. Internal Database ID – this is the Unique Code you were sent to book an appointment and will be between 6 to 14 digits.
  3. Contact: Choose either Mobile or Email.
    • If you choose Mobile:
      • a mobile phone number must be entered in the field and
      • it has to match the mobile phone number used during pre-registration.
    • If you choose email:
      • an email address must be entered in the field and
      • it has to match the email used during pre-registration.
  4. Click Login.
  5. Clicking Login will prompt the system to email and/or text a 5-digit one-time passcode (within a few seconds to a minute).

Troubleshooting tips:

  • Information entered here MUST MATCH what you entered in the pre-registration system, or you will get an error message.
  • If you choose MOBILE but enter an email address, you will get an error message.
  • If you choose EMAIL but enter a mobile number, you will get an error message.

Step 3: Enter the 5-digit one-time passcode.

What to do:

  1. A pop-up will appear asking you to enter a “one-time passcode”. The passcode will be texted or emailed to you depending what you chose in the previous step.
  2. Enter the 5-digit one-time passcode.
  3. Press Login.

Troubleshooting tips:

  • This is a separate and different code from the Unique Code you were sent from the pre-registration process. Entering the first code you received after pre-registration will result in an error message stating “Passcode is invalid”.
  • The one-time passcode is 5 digits.
  • There is a one-week time limit for how long this one-time code can be used to book an appointment. If you are unable to book an appointment before the passcode expires, you must repeat steps 1-3 to get a new verification code. You do not need to pre-register again.

Step 4: Choose a location from the list available.

What to do:

  1. Hover the location you would like to book your appointment at (or check appointment availability)
  2. Click anywhere on the white button to proceed.

Troubleshooting tips:

  • The service location chosen is where you will go for your vaccination appointment.
  • Clinic locations that do not appear in this list are not available for online booking at this time, however, location options may be updated later based on appointment availability.
  • You may decide to check back at another time if none of the locations work for you, however, we encourage you to choose the best location available so you can get your vaccination appointment sooner.
  • You can come back to this screen later if you would like to see the appointment options at another location.

Step 5: Choose your dose appointment (first or second dose).

What to do:

  1. Hover over and click anywhere in the grey button to select the dose appointment appropriate for you (or the person you are booking for).

Troubleshooting tips:

  • Choosing first or second dose lets Public Health know where you are in your immunization series. They use the same booking site and will give you the same appointment availability options so there is no need to check both. Choose the dose applicable to your appointment type (we are currently only booking first doses so this is what you should choose).

Step 6: Choose an appointment date.

What to do:

  1. Click on a date with appointment times available (you will see a grey circle and it will turn dark blue when you hover over it).
  2. Once you click a date with available appointment times, you can choose the hour and exact appointment time from the drop downs (see image below). Choosing an hour is optional, but you must select an exact time.
  3. Once you have selected an appointment time, click Next.

Troubleshooting tips:

  • When you view the calendar, dates that have available appointment times will:
    • have a grey circle (this may be hard to see on some screens)
    • they will also turn dark blue when you hover over the date.
  • Dates with no appointment availability will not have a grey circle or turn dark blue and you will get this error message when clicked.
  • If no dates are available it is not a system error, you must check back again. We recommend checking back several times throughout the day and evening as appointments are being made available regularly.
  • Choosing an HOUR is optional. However, if you choose an HOUR only, but do not choose a TIME, you will get an error message.
  • You can choose an EXACT TIME without choosing an HOUR. If so, it will give you a list of all available appointment times for the entire day.

Step: 7: Enter your phone number and email address again.

What to do:

  1. Enter your cell phone number as numbers only (other formats with dashes, etc. will also be accepted)
  2. Enter your email address (ensure it is complete and correct)
  3. Choose your notification method (this is optional, no matter what you select here, you will get both an email and text message)
  4. There is no need to fill in Reason.
  5. Click Next.

Troubleshooting tips:

  • Information fields that are greyed our mean that the information has already been provided (including first name, last name, date of birth, sex, gender identity) and these cannot be edited or changed during this step.
  • The phone number and email address required in this step are not required to match what was used in the pre-registration, but it is strongly encouraged.
  • The system will not ensure your email address is correctly formatted during this step, but you will get an error in the next step if it is wrong. Please double check that it is correct before hitting Next.
  • You must enter BOTH phone number and email address, if not you will get an error message.
  • The phone number can be entered in different formats and will be recognized.

Step 8: Review your appointment and contact information details.

What to do:

  1. Review your appointment details. You may also click “Change” if you would like to go back and choose a different appointment date or time.
  2. Review your contact details, ensure your phone number and email address are correct.
  3. You must click the box beside “I agree to be notified about my appointment via email and/or SMS. I am responsible for attending my appointment.”
  4. Click Submit Request
  5. Once submitted, you will see a confirmation, click Okay:
  6. After clicking OK, an information screen will provide important information and instructions about your appointment. Please read carefully.
  7. Location and appointment information are also listed at the bottom of the page. From there, you may also change or cancel your appointment (see next step for how to do that).

Troubleshooting tips:

  • If your email address or phone number are not a valid format or are incomplete you will receive this error message when you try to click Submit. Hit Close, then on the system click “Back” to make changes and try again.
  • You must click the box beside “I agree to be notified about my appointment via email and/or SMS. I am responsible for attending my appointment.” If the box is not checked, you will see an error message.
  • Regardless of the notification method you selected in the previous step – even if you chose none - you will receive both an email and a text.

Step 9: To review, change or cancel your appointment (if needed).

To review, change or cancel your appointment through the booking system up to 48 hours before your scheduled appointment, go back to the confirmation email or text and click the link provided.

 

What to do:

  1. Enter the birthdate you used during pre-registration and online booking. These must match in order to proceed.
  2. Click Login.
  3. You will be directed to the same information screen as when you booked your appointment (shown in step 7).
  4. To CHANGE your appointment date or time, scroll to the bottom and where it has your appointment details, click the “Change” button and repeat the steps above that you did to book your appointment initially.
  5. To CANCEL your appointment, click the red “Cancel” button along the bottom.
  6. If you are cancelling, you will be asked if you are sure you want to continue, click Okay to proceed.
  7. When you hit Okay, you will get a confirmation your appointment has been cancelled. You will not receive an email or text to confirm cancellation.

Troubleshooting tips:

  • The date of birth entered to get back into the system must match what was used during pre-registration and online booking or you will get an error message.
  • If you cannot remember the date of birth used, please call 1-844-780-0202 for assistance.
  • You can only change or cancel your appointment through the online system up to 48 hours prior to your scheduled appointment. If it is within 48 hours of your scheduled appointment, you must call us at 1-844-780-0202.

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