ImmsBC Client Profile used for both vaccinations and MACS appointments
Most clients are already registered in ImmsBC and have received an invitation to book their COVID-19 or Influenza vaccination appointment via the Get Vaccinated website or Provincial Call Centre.
For Minor Aliments and Contraception Services (MACS), most clients will book their own appointments online via the "Bookapharmacist.gov.bc.ca" booking portal. Any client that is registered on the Get Vaccinated System will already have a profile on ImmsBC and will not need to create a new profile for MACS.
Some patients may approach a pharmacy to both register with the system and book an appointment without an existing ImmsBC profile.
Register a client at the pharmacy
1. From within the In-Clinic Experience app, click on the Register tab on either the Admin or Clerks & Clinicians platforms.
2. Once there, click on the Register New Citizen button. You have the option of scanning the client’s BC Services Card. To do so, Click on the scan BC Services Card button and continue to scan the card with a handheld scanner (if available). The client’s details will then be auto populated.
3. If scanning of the BC Service Card is not possible, enter the client’s Legal First and Last Name, Date of Birth, Postal Code and Personal Health Number (PHN) in the corresponding fields. The name and spelling of the Legal First name and Legal Last name must be an exact match to the name associated with the client’s Personal Health Number (PHN). Click Verify PHN.
4. Enter the Email address or phone number of the client based on their Preferred Contact Method. Double check the spelling of the email address.
5. You will need to re-enter the Email address or Phone number to confirm the preferred contact method. If you select Email & Text Message, you will need to confirm both. The Call Me option should only be used when there is no email or text message options for the client. If the client doesn’t provide contact information, enter “0000000000” (10 digit of 0) in the Call Me field.
Please Note: when collecting a client’s information for their Preferred Contact Method please be sure to get an email address and/or phone number that will receive text messages. The provincial Call Centre is asking that we steer clients away from using call backs wherever possible. Most people have a relative or friend who can pass along emailed information.
6. Click the Review Details button. Review the details of the client’s personal and contact information in the Confirmation Page and confirm with the client. If any of the information is incorrect, click Edit to go back to the previous pages and make the necessary updates. If you update the primary information, click the Verify PHN again.
7. Click the Register button. The system will create the client’s record and you will be automatically navigated to the newly created client details page. This is the registered client’s Person Account view. A Citizen Successfully Registered message will display and disappear.
Booking a client for an appointment on a future date
1. Login to ImmsBC and search for the client
2. Validate client's details and check if there is an existing confirmed appointment by navigating to the Related tab.
3. Verify PHN
4. Run Eligibility Check once client's PHN results in a successful match
5. Book the appointment if the client is eligible for booking. Click the Appointment Scheduling tab, select City, select Pharmacy, update the Date and Time and click Search.
7. Click the Select button next to the client's desired appointment slot. Confirm details with the client and click Save. There will be a "Success! Appointment session record created" message displayed. Click on the Appointment Session number link to retrieve details.
6. Verbally provide the Booking Confirmation number to the client. The client will receive an appointment booking confirmation notification via their preferred communication channel.
Update: citizens can now book multiple vaccine appointments in ImmsBC
Citizens are now able to book multiple appointments in ImmsBC. This change makes it possible for a citizen to have more than one active appointment in the system at a time. For example, they can now have a COVID-19 vaccination and a separate influenza vaccination appointment existing at the same time if desired.
This also allows ImmsBC users to use the ‘Check-In’ button for walk-ins without cancelling an appointment at another time in the system, which has been a major issue in the past when taking a walk-in influenza appointment caused the cancellation of a COVID-19 vaccination appointment in the future. The ‘Check-in’ button is now accessible at all times, catering to both confirmed appointments and walk-ins.
Additional instruction and training for this new functionality will be available by mid to late September.
Historical immunization documentation and preventing fraudulent records
If a patient’s COVID-19 immunization history is not already documented in ImmsBC, pharmacies cannot enter historical records provided verbally by patients. Advise patients that they must submit their own COVID-19 vaccination record online.
Please refer to the following manuals for further detailed instructions on registering patients and booking future appointments in ImmsBC at a pharmacy:
- How to Register a Client at the Pharmacy: ImmsBC User Guide (as of Nov. 29, 2021)
- How to book Dose 1, 2 and 3 in the Pharmacy: ImmsBC User Guide (as of Nov. 26, 2021)
- How to Book a MACS appointment within the new ImmsBC experience (clerks and clinicians) User Guide (June 2023)