HotDoc Product Catalogue

HotDoc is Australia’s largest and most trusted patient engagement platform with over 21,000 listed doctors and 8 million active patients.

We’re always adding to the HotDoc platform to improve the experience for both practices and patients so don’t forget to check out What’s New and What’s Coming Up for the latest news.

Quick Consults (incl. Repeat Scripts & Referrals)

Patient repeat prescription or referral requests via the HotDoc App, Configured Platform App, Practice Website Widget or HotDoc Website
Automatic delivery of patient requests direct to practitioner via the HotDoc Sidebar
Ability to reassign requests to another practitioner at the practice
Ability for the practitioner to enter a Custom Note, automatically sent to the patient when the request is approved or declined
Automatic notifications to patients after request is approved or declined
Ability to set your own fees based on request type and delivery method
Multiple delivery options (e.g. eScript SMS, eScript email, Pick-up at practice, Urgent pick-up, Send to Pharmacy)
Automated payment method pre-authorisation and payment processing
Automated invoicing and receipting via practice software
Payment provider processing fees automatically passed on to the patient
Screened Callback requests for simple presentations (e.g. medical certificates, results follow up discussions and repeat script and referral requests requiring a short consultation)
Ability to set and customise fees for completed Callback requests

Online Bookings

Patient Online Booking Platform, available 24/7 via the HotDoc website, HotDoc app and Practice Website Widget.
Intuitive and comprehensive practice and patient search functionality via the HotDoc App, Configured Platform App and website. Search criteria include by practice name, location, opening hours, practitioner name, telehealth availability, speciality, languages spoken and gender
HotDoc App and Configured Platform App access for all patients, allowing them to create an account, see upcoming and past appointments, securely add and store payment details, add family members and receive notifications
Your practices and practitioners automatically added to each patient's HotDoc Care Team on the HotDoc App and Configured Platform App, helping you retain your patient base and continuity of care
Access to 11 million registered HotDoc patient users across Australia
Fully integrated with practice software, with each appointment automatically scheduled within the appointment book
Ability for patients to easily reschedule or cancel appointments online via the HotDoc App, Configured Platform App or HotDoc website
HotDoc Sidebar for reception, automatically flagging incorrect details such as new/existing patient status, preventing duplicate patient files and ensuring data cleanliness
Ability to configure tandem appointments based on appointment type, automatically booking a secondary practitioner (such as a Nurse) before, during or after the appointment with the primary practitioner
Ability to fully customise practitioner and appointment type availability, with the option to allow or disallow bookings based on time of day, day of week or during particular time periods
Exclusive Sessions functionality to restrict certain time slots for designated appointment types only (e.g. Telehealth only at certain times, or on certain days)
Customisable online booking flows - edit your appointment type names, descriptions, durations, alert messages and terms and conditions, enabled Practitiioners and how far into the future the Practitioner can be booked
Ability to configure practitioner to accept bookings from their existing patients only, giving the practitioner more control over who can book with them online
Ability to configure Patient Alerts by name and date of birth, giving reception the option to accept, reject or contact a patient regarding an appointment request before they're appointment us automatically confirmed (e.g. for patients with outstanding debt). The patient is told the appointment is pending approval
Pre-consult note functionality, allowing the patient to enter the reason for their appointment ahead of time
Ability to hide sessions by practitioner, preventing particular time slots or sessions from being made available online
Ability to customise the order in which your practitioners and appointment types are displayed to patients online, allowing you to promote particular services or practitioners where required
Referral upload functionality, with the ability to require a valid patient referral during the booking process for selected appointment types
Ability to limit the number of days in advance that a patient can book their appointment for better roster management
Automated booking confirmation emails for HotDoc-booked and practice-booked appointments which contains all relevant appointment information are triggered on booking
Terms & Conditions and Pop Up messages to allow tailored patient communications throughout booking journey, configurable to practitioner, whether the patient is new vs existing and on appointment type level
Full appointment history for online and practice-booked appointments within the Dashboard, with appointment details and booking source
Customisable HotDoc Widget options downloadable via the Dashboard, allowing for easy installation on your practice website(s). Select one or all practitioners to be displayed
Covid screening to triage patients symptoms and instruct them when they are identified as having symptoms
Ability to have third party book on behalf of patient in the cases of a HotDoc user booking for a dependant and also in the case of a call centre agent booking directly on behalf of patients with a simple and fast interface called 'Call Centre'
Ability to create a new patient file in practice software when a new patient books online

Telehealth

Telehealth booking platform, allowing patients to easily find a practitioner offering Telehealth via intuitive search filters
Ability to enable unique video links to be generated for online and reception booked appointments based on the appointment type, automatically sent to the patient upon booking
Telehealth Phone consultations, where patients are asked to re-confirm their phone number and email address. Confirmed contact details are automatically written back to the appointment book for easy access by the practitioner
Ability to capture a patient's needs prior to the appointment via Pre Consult notes, helping to ensure that telehealth is appropriate
Medicare Rebate Eligibility screening during the booking process, helping to ensure patients meet Medicare's criteria before booking
Automated patient communications via SMS, Push Notification and Email specify Telehealth, ensuring the patient doesn't attend the practice in person
Telehealth Video consultations via the platform, with no additional third party software required
Secure and private Video rooms, with end to end encryption and unique links generated for every Telehealth Video consultation
Ability for up to four (4) participants to join a video consultation simultaneously; ideal for families
Automated communication with patients, ensuring they are ready to join the call when the practitioner starts the consultation
Patients shown their place in queue for Video consultations, ensuring they know when they're up next
Ability to start a Video consultation from within the practice software appointment book, HotDoc Sidebar or any web browser on desktop or smartphone
Access to the HotDoc Sidebar for GPs, allowing them to view their practice software appointment schedule, start Video consultations and convert Phone consults to Video with the click of a button
In-consult, real time patient bulk billing consent for Telehealth Video consultations that are bulk billed. Consent automatically written back to practice software
Post-consult patient bulk billing consent for Telehealth Phone consultations that are bulk billed, automatically written back to patient file

Vaccination Management

Automated sending of consent form for vaccines prior to appointment
Customisable pre and post appointment information emails for vaccine appointment types
Appointment reminders referring to vaccination appointments (i.e. Flu Vaccination)
Stock management functionality, allowing you to customise the number of appointments available and automatically disable when the limit is reached
Ability to enable multiple patient bookings per timeslot (e.g. 3 vaccination bookings per 10-minute slot)
Tandem appointment functionality to create bookings with multiple practitioners (see 2.1.10)
Online Vaccine finder filters for COVID and Flu vaccines, increasing searchability of sites offering these services
Complimentary seasonal credits for Broadcast Flu Vaccine promotion (at HotDoc's discretion)

Appointment Reminders

Automated SMS, Push Notification and Email Appointment Reminders for all scheduled appointments
Customisable Appointment Reminder message copy, with placeholders for patient name, clinic name, time/date of appointment and option to confirm or cancel
Ability to customise Appointment Reminder send time
Ability to send, customise or disable Appointment Reminders by practitioner and practice software appointment type
Ability to disable Appointment Reminders by patient age demographic
Automated removal of cancelled appointment types from practice software appointment book, allowing for re-booking 24/7
Ability to communicate additional information to patients when they click the reminder link with an extensive 500 character limit
Optional Regular, Immediate, Early, Custom & Follow-up Reminders, which can be enable at a Practitioner level
Full audit logs of all reminders that have been sent, filterable by reminder template type, status, practitioner, appointment types, date
Full audit logs of all reminders that are scheduled to been sent, filterable by reminder template type, status, practitioner, appointment types, date
Full audit logs of all reminders that were unable to be sent, filterable by reminder template type, status, practitioner, appointment types, date
In-Dashboard Reminder audit log search by patient name
Clinic name always included in Reminders
Multiple options for patients to confirm, cancel and/or reschedule their appointments after receiving a Reminder (via Yes/No response or by clicking the confirmation link). The reminder response is reflected in the appointment book using the practice software coloured dot system e.g green for confirmed
Patient self opt-out or opt out via practice Dashboard or Sidebar
Patient Feedback Surveys sent post-appointment for Accreditation purposes

Recalls (Clinical Reminders & Results Notifications)

Bidirectional and real time sync of all Recalls with practice software
Full visibility of upcoming, in-progress and completed Recalls within the Dashboard
RACGP compliant Recall notification sequences
Secure SMS and Push Notification Recalls to Patients, with multi-factor identity verification before viewing Recall message
Unlimited, fully customisable Recall templates, with customisable message copy for all Clinical Reminder and Results templates
Automatic pausing of Recall notification sequences when patient has upcoming appointment
Automatic Recall letter generation
Customisable Recall notification send times and dates
Fully customisable Recall notification sequences (e.g. 3 SMS/Push Notifications, plus Letter) and time periods between each sequence stage (e.g. each SMS sent 7 days apart)
Option not to send Recall notifications to patients below a certain age who may have a parent's mobile number on their record
Option not to send Recall notifications to patients above a specified age (e.g. opt for a "Call only" or "Letter only" sequence)
Automatic writeback of all communication attempts within practice software patient record
Automatic completion of Recall notification sequence when Recall is actioned or deleted within practice software
Ability to send Results notifications for results and correspondence requiring no further action/follow-up
Ability to send Doctor's comments to patients for Results notifications, configurable per Doctor
Pre-selected appointment types in Recall templates to ensure patients book the correct Recall appointment type
SMS alpha tag configurable to reflect clinic name as Sender
Automatic writeback of Doctor's comments to practice software patient file when enabled for Results notifications
Full audit trail of patient Recall communications and follow-up bookings written back to practice software patient file
Ability to send Recalls via Email
Separate Clinical Reminders & Results Activity Dashboard interfaces, pre-configured and customisable templates and sequences

Payments

Secure online payments for online and practice-booked appointments, with patient card details stored prior to their appointment
Option to automatically cancel appointments when the patient does not enter their payment details
Ad-hoc Payment Request functionality to request immediate payment (such as for debt collection)
Payment exemption functionality based on Bulk Billing criteria
Automatically sync invoices, process transactions and receipt within practice software post-appointment
Option to configure and customise appointment cost by practitioner
Intuitive, in-Dashboard payment reporting interface with filters and search for easy reconciliation
Ability to select practice software payment type to receipt within practice software (e.g. Credit Card)
Ability to pass the payment provider processing fee on to the patient
Automatic detection and sync of invoices paid directly via the practice to automatically cancel transaction within HotDoc
Ability to send a patient a request to store card details for an upcoming appointment (online or reception booked) that does not have automatic payments already set up e.g a recent DNA books and you want to get more commitment for upcoming face to face appointment but you do not want all patients who are coming in for a face to face consult to store their card details
SMS alpha tag configurable to reflect clinic name as Sender
Consolidated reporting, combining all payments processed via Quick Consults and Payments

Digital Forms

Fully customisable digital New Patient Registration and Custom Forms
Automated Form delivery to patients after booking their appointment online or via reception, via SMS and Email
Unlimited customisable Forms for any purpose, configured by the practice within the Dashboard (e.g. Consent Forms, Transfer of Medical Records, Anxiety and Depression Assessments)
Ability to fully customise every question and create your own questions
Multiple data entry options for every question (e.g. Short Answer Text, Long Answer Text, Multiple Choice, Dropdown Select).
Ability to make questions mandatory, optional or remove them entirely
Digital signature functionality on all Form types
Ability to choose which Forms are sent to patients by appointment type
Automated field writebacks to practice software
Automated completed PDF writebacks to practice software for every processed Form

Caller ID

Automatically identify details for existing patients calling the practice, displayed in the HotDoc Sidebar for reception such as Name, Date of Birth & Address
Integrated with practice software to automatically search for and display patient details in real time when patient calls
Visibility of patient's last appointment date, time and practitioner seen in Caller ID screen
Visibility of upcoming scheduled appointment details
Visibility of communication history between the practice and the patient (e.g. SMS messages previously sent) on the Caller ID screen
Direct integration with 3CX PBX
API Integration for cloud-based PBX systems
Option to integrate via simultanous ring route which is a common PBX feature
Automatic display of any applicable Patient Alerts, displayed when the patient calls (e.g. for patients with outstanding debt)
Ability for reception to cancel a patient's upcoming appointment via Caller ID in Sidebar
Clickable copy/paste buttons to easily copy information from Caller ID screen (e.g. to search for the Patient in practice software)

Inform

Image and text-based Inform Promotions templates for preventative health and educational campaigns, created by HotDoc (e.g. Skin Checks, Breast Cancer Screening, MyMedicare registration)
Ability to create Custom Inform Promotions campaigns for practice or company-specific initiatives
Inform Activations survey campaigns, generating leads for high-value appointments within your patient base (e.g. Health Assessments, Care Plans, Heart Health Checks)
Automated campaign delivery to patients after booking online, after confirming their appointment, after checking in online or after completing a digital Form
Ability to target campaigns based on patient demographics (e.g. Gender, Age)

Broadcast

Customisable SMS marketing and educational campaigns for your patient base - start with one of our templates, or write your own
Easy insertion of links within message copy, providing convenient access for patients to book an appointment
Default opt-out option embedded within all templates, to allow easy opt out for patients in compliance with spam laws and regulations
Ability to upload target audience via .CSV upload (e.g. extract from practice software or Cubiko)
Ability to select target audience via Dashboard using available filters (e.g. age, gender, appointment timeframe)
Ability to send one-off message to patient(s) by entering mobile number within Dashboard
Ability to see campaign history and re-use previously sent campaigns

Reviews

Direct integration with the practice's Google My Business profile
Automated review requests sent to patients via SMS, Push Notification or Email two hours after their appointment
Ability to notify practitioners each time a patient leaves a review following an appointment with them
AHPRA and RACGP compliant, adhering to key industry body policies policies on using reviews or testimonials for marketing purposes
Visibility of Google Reviews within the Dashboard, with a visual graph allowing you to keep track of how your rating has improved over time
Average Google Review rating of 4.8 stars for practices using the feature across HotDoc, helping improve your online reputation and attract new patients
Full audit log history of review prompts sent to patients, including send time and the method of communication

Check-in

Patient appointment self check-in via Kiosk, iPad, HotDoc App and Configured Platform App
Ability to show patients their place in queue after successfully checking in
Geolocation based check-in on mobile apps, making sure patients have arrived at the practice before checking in
Practice software integration; patients automatically shown as 'Arrived' within your appointment book after checking in
RACGP compliant three point identification check of each patient before checking them in
Enable or disable check-in depending on practitioner and appointment type
Ability to create customised check-in messages, configurable to practice wide, appointment type and practitioner levels
Ability to customise the amount of time before or after the scheduled appointment time that patients can check-in
Ability to display an Inform Promotions campaign to each patient after checking in
Ability for patients to update their details when checking in via Kiosk or iPad

Nearly 1 in 3 Australians use HotDoc to connect with their preferred doctor. Patients use the platform to book online and better manage their (and their family’s) health. While practices and practitioners use HotDoc as an all-in-one solution to connect with new and existing patients.

At our core, our mission is to improve the health care experience for everyone in Australia. We do this by giving clinics access to online bookings, telehealth, appointment reminders, SMS recalls for clinical reminders and results, mobile and kiosk check-in, digital new patient registration forms, online prescription renewals, and tools for encouraging preventative health.