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Connecticut Department of Health's Flu Clinic Guide

Businesses could save up to $12 billion annually by providing flu vaccinations to employees, according to the Centers for Disease Control and Prevention.

     With flu shots generally administered in the fall, now is a good time for your organization to decide whether you would like to provide this benefit for your employees and to begin making plans. The state’s Department of Public Health offers the following step by step guide to implementing a flu clinic.

STEP 1: ARRANGING A CLINIC

  • Call the American Lung Association-CT (860-289-5401) to identify agencies that will provide the service to your company. June/July are good target times to try and identify providers.
  • Before you call to arrange the clinic, there are some questions you will need to answer/ask.
    • Who will pay for the immunizations? Does your company insurance cover this and, if so, will the agency you hire do the billing directly. If there is no insurance, how will employees pay?
    • Can you suggest dates to hold the clinic? You probably don’t want to hold clinics on Mondays or Fridays, as they are days that employees are likely to be off.
    • Can the agency hold more than one clinic?
    • Do they supply a list of needs before you select an agency? Space and supplies should be discussed, prior to selecting an agency.
    • Is there a minimum/maximum number of people they will vaccinate?
    • What happens if they are not able to secure sufficient quantities of the vaccine?
    • Would they visit the site before the clinic to assess the location?
    • Would they be willing to help with the promotion of the clinic with posters/pamphlets?
  • Once you have identified an agency to provide the clinic, send them a letter confirming the answers to the above questions

STEP 2: PROMOTING THE CLINIC

  • Identify a key administrative person to announce the clinic. Make this person a champion, encouraging employees to get vaccinated.
  • Find posters/pamphlets explaining why people should be vaccinated and post them around your building. Incentives for vaccinations, such as raffles for things like a free lunch, gifts or a day off of work, will encourage people to get vaccinated. A focus group could help you identify the incentives.
  • If there is a company newspaper, submit an article on flu vaccinations.
  • Send an announcement out via e-mail.
  • Be sure to send the clinic date in all company communications.
  • Most “advertising/marketing” should be weekly from one month prior to clinic.

STEP 3: FINAL STEPS

  • Confirm the clinic with one month prior to the event.
  • Evaluate the process, as it is occurring,
    • Was the location OK?
    • Ask employees to give feedback on the experience.
    • Ask the agency to help evaluate the process and give suggestions for next year.

STEP 4: AFTER THE CLINIC

  • Communicate to employees that participated with a personal thank you. A note from the CEO will be even more effective.
  • Send a letter to the agency or meet with them to discuss the clinic’s successes and short comings.
  • Begin thinking about what changes you will make for next year.

     In Connecticut, the American Lung Association can supply you with the names of agencies that will provide influenza immunizations at your workplace. 1-860-289-5401