The flu can be a nuisance, not only to those who are unfortunate enough to fall ill but to businesses as well. Hosting a vaccination program has been shown to save businesses at least $46 in medical care and sick leave costs per vaccinated employee, and even more (up to $95 per vaccinated employee) if the program is held before December.
Not only do these programs save businesses money, but they help to reduce absenteeism and sustain employee productivity, especially through times when the flu is widespread.
Mobile Health advises employers to create a flu shot program to promote and make flu vaccines available at their place of business. Below are some guidelines on how to put together an effective flu shot program that encourages employees to get vaccinated and protect themselves and others from the flu.
Step 1: Create an Influenza Illness and Prevention Policy
Whether your business has a flu vaccination program or not, it is highly recommended that businesses implement an Influenza Prevention and Illness Policy as an extra measure to reduce the chances of employees falling ill with influenza.
The “Influenza Prevention and Illness Policy”, with the letterhead or name of your company displayed, should be posted on the company website and displayed where appropriate at the worksite. The policy should state:
- All employees should receive annual flu vaccines
- An overview of flu symptoms
- Actions to take if an employee falls ill with the flu
- Whether or not the business is offering on-site vaccinations
- If the vaccinations are free or at a reduced cost
If employees do get sick with influenza-like symptoms, the policy should state the recommended course of action:
- Employees who experience the onset of influenza symptoms should use sick-time or vacation. Employees should stay home until their fever has resolved for 24 hours without the use of fever-reducing medication.
- Employees with severe influenza symptoms like difficulty breathing, or who have a high risk of complications from influenza, should contact their health care provider.
Step 2: Arrange a Clinic
Designate a flu clinic campaign coordinator. This person or group of people will be responsible for planning and implementing the on-site flu shot program for workers.
Before calling to arrange a clinic, consider these important factors:
- Who will be paying the cost of holding the flu clinic? If your company is paying, does your company insurance cover this and if so, will the agency you hire take care of the billing? If there is no insurance, how will the employees pay?
- Choose the date or range of dates best suited to your business to hold the flu clinic.
- Designate a location within your facilities or elsewhere to conduct the clinic.
- Be sure the agency providing the vaccine has all the materials you need or may want to hold a flu clinic. (Emergency supplies, privacy curtains, garbage cans, table cloths, etc.)
- Determine the approximate number employees that are expected to get vaccinated.
- Determine whether you or the agency will be promoting the clinic and what materials you will need.
Once you have identified an agency for the clinic, meet with them to review your needs and their vaccination protocols to ensure your questions on successfully hosting a flu clinic are answered.
Step 3: Promote the Clinic
Promoting and explaining the benefits of the flu vaccine is an important step towards creating a tone of employee acceptance and a successful flu clinic.
- Coordinate with the agency providing the clinic and develop a written company policy that covers important points about the flu vaccine, and defines your company’s Influenza Prevention and Illness Policy.
- Identify a key senior manager to announce the clinic. Make this person a champion, encouraging employees to get vaccinated and register in advance. Have them kick off the event and set a good example by getting vaccinated themselves.
- Use printed materials (posters, pamphlets and/or flyers) to promote vaccination. Post them around your building to raise awareness of the event and the dangers of influenza.
- Consider an incentive program for the flu shot clinic that will encourage people to participate. One good example is a raffle, where a prize such as a free lunch or gift certificate is given out to the winner. Consult with company supervisors to select prizes that will motivate staff.
- If your company has a newsletter, newspaper, or another system of communication that reaches all your employees, publish an article on flu vaccination before the clinic, and use other forms of communication (email or messages included with pay stubs) to remind them of the dates, times and location of the clinic.
- Send several reminders in the weeks and days preceding the clinic.
- Post the flu clinic dates prominently around the building, in places like entrances and exits, bathrooms and cafeterias, etc.
- Set up a registration process so you know how many people plan to receive the vaccine, but be sure that employees who decide to get vaccinated at the last minute can still do so.
Step 4: Hold the Immunization Clinic
- Confirm the clinic date with the agency providing the vaccine.
- Work with the agency to have employees complete any paperwork that can be done in advance. This will speed up the vaccination process, making it a convenient experience.
- Be sure the agency can accommodate any additional employees who decide to get vaccinated on the day of the clinic.
- Once the clinic has begun, evaluate the process as it occurs. Is the workflow of the clinic happening as planned? If not, be prepared to make adjustments.
- Get immediate feedback from employees on the experience. If there were any particularly positive experiences, these employees may be champions for next year’s clinic.
Step 5: After the Clinic
- Count the number of employees that got the flu shot. That is the number to beat for next year.
- Thank your employees for participating with a personal thank you email or letter. If it comes from upper management, all the better.
- If an employee was not able to get vaccinated at the clinic, coordinate with the clinic provider on locations for vaccination.
- Communicate with the agency that provided the clinic by sending a letter or meeting to evaluate the results of the clinic.
- Begin considering changes for next year’s flu clinic.
- Congratulate yourself on improving the quality of the workplace and your employees’ health.
These are critical steps that will help to ensure a safe, successful flu clinic. Timing is an important factor as well. Distributing materials and beginning a campaign well in advance (at least two weeks) can guarantee that all employees are aware of the benefits of immunization and their opportunity to get vaccinated to create a healthier, more productive workplace.
