The Complete Guide to Workplace Flu Shot Clinics
Everything you need to know about hosting an employee flu shot event.
Flu vaccination programs.
Planning a workplace flu shot clinic? You’re in the right place.
On-site flu shot clinics make it easier for employees to get vaccinated by bringing convenient preventive care directly to the workplace. For employers, they offer a simple way to support employee health without asking people to schedule another appointment or take additional time away from work.
Whether you’re planning one clinic or coordinating events across multiple locations, this guide covers what you need to know, including costs, scheduling, staffing, vaccine options, clinic setup and what to expect on event day.
In this guide:
- Why offer flu shots at work?
- How do workplace flu shot clinics work?
- When should you schedule your clinic?
- What flu vaccines are available?
- How do multi-location programs work?
- What about remote employees?
- How to choose a workplace flu shot provider
- Workplace flu shot FAQs
Why Offer Flu Shots at Work
Flu season can take a toll on the workplace. When employees get sick, the effects can show up in missed workdays, reduced productivity and added pressure on coworkers who are covering for them.
Offering flu shots at work removes one of the biggest barriers to vaccination: convenience. Instead of finding a pharmacy, scheduling an appointment or fitting another errand into the day, employees can get vaccinated right at work.
Workplace flu shot clinics can help employers:
Make flu vaccination more convenient and accessible
Reduce time employees spend away from work getting vaccinated
Support employee health and well-being during flu season
Make preventive care a visible part of the organization’s wellness efforts
For organizations with multiple locations or a mix of on-site and remote employees, a workplace vaccination program can also provide a more consistent way to offer flu vaccination across the workforce.
Flu By the Numbers
Flu can have a significant impact each year, affecting millions of people across the U.S. and contributing to missed work, medical visits and hospitalizations.
Millions of illnesses each year
The CDC estimates that seasonal flu has resulted in millions of illnesses annually in the United States.
100,000+ hospitalizations in many flu seasons
Since 2010, annual flu-related hospitalizations have ranged from approximately 100,000 to more than 700,000.
Vaccination helps reduce the impact
Flu vaccination can reduce the risk of getting sick with flu and can also reduce the severity of illness for people who are vaccinated but still get sick.
For employers, those numbers are a reminder of why making vaccination convenient before and during flu season can be a worthwhile part of a workplace wellness strategy.
How Does a Workplace Flu Shot Clinic Work?
A workplace flu shot clinic brings qualified healthcare professionals directly to your workplace to vaccinate employees on-site. Clinics can be scheduled during the workday, across multiple shifts or as part of a larger employee health or wellness event.
Employers work with a vaccination provider to coordinate the date, location, staffing and other clinic details. Employees can typically schedule appointments in advance, helping manage the flow of participants and minimize wait times on clinic day.
The vaccination provider handles the clinical side of the event, including vaccine supply, qualified healthcare professionals, necessary equipment and proper vaccine storage and administration.
Implementing an on-site flu shot clinic.
On-site flu clinics are an easy way to bring preventive care and wellness to the workplace. These clinics are not just about administering vaccines but about fostering a culture of health and well-being. Implementing a successful on-site flu shot clinic requires planning, a strategic partnership, and effective communication. Let’s dive into the essential steps and strategies that pave the way for a seamless and impactful flu vaccination campaign.
Steps to Organize an On-Site Flu Shot Clinic
- Plan the logistics: Choose a date, time and location that make it easy for employees to participate. For organizations with multiple shifts or locations, consider whether you’ll need additional clinic times or events.
- Coordinate with your provider: Confirm expected participation, clinic hours, staffing and any site requirements with your vaccination provider. Your provider should also explain what they will supply and what you’ll need to have ready on clinic day.
- Set up employee scheduling: An online appointment system can help employees select a convenient time and give you a better idea of expected participation before the event.
- Promote the clinic: Let employees know when and where the clinic will take place, how to schedule an appointment and what they should bring. Send reminders as the clinic date approaches.
What to Look for in a Provider
Choosing the right provider can make planning a workplace flu shot clinic much easier. As you compare providers, consider how well they can support your locations, workforce and overall program needs.
Experience and coverage: Look for a provider with experience managing workplace vaccination clinics and the geographic coverage to support your organization. If you have employees in multiple states, ask whether the provider can coordinate your entire program through one point of contact.
Qualified healthcare professionals: Ask how healthcare professionals are selected and what clinical standards are followed for vaccine storage, handling and administration.
Scheduling and support: Consider what’s included beyond administering vaccines. Online appointment scheduling, employee communications, clinic coordination and reporting can make the program easier for your team to manage.
Options for remote employees: If your workforce isn’t entirely on-site, look for alternatives for employees who can’t attend a scheduled clinic. Pharmacy flu shot vouchers can help extend your program to remote employees, smaller locations and employees who miss clinic day.
Vaccine options: Ask which flu vaccines are available, particularly if your workforce includes employees age 65 and older or others who may need a specific vaccine option.
Experience with multi-location programs: For larger organizations, find out how the provider handles simultaneous events, multiple locations, different shifts and nationwide programs.
What Do You Need for an On-Site Flu Shot Clinic?
One of the advantages of an on-site flu shot clinic is that the workplace setup is relatively simple. Your vaccination provider should let you know exactly what is needed before your event.
Location: Choose an accessible, private area such as a conference room, training room or other dedicated space. There should be enough room for employees to check in, receive their vaccination and move through the clinic comfortably.
Tables and chairs: Confirm with your provider what furniture is needed for registration, vaccine administration and supplies.
Employee schedule: Staggering appointments throughout the clinic can help prevent long lines and minimize time away from work.
Access for healthcare professionals: Make sure the clinical team knows where to park, how to enter the building and where the clinic will be located. Include any security or check-in instructions they need before arriving.
Clinic-day contact: Designate someone from your organization who can assist the healthcare team with building access or other site-specific questions on the day of the clinic.
How to Promote Your Workplace Flu Shot Clinic
Even the most convenient flu shot clinic needs employee awareness to drive participation. Start communicating early, make the instructions simple and send reminders as the clinic approaches.
Share the essential details: Make sure employees know the clinic date, time and location, how to schedule an appointment and what they need to bring.
Send reminders: Don’t rely on a single announcement. Follow up as the clinic gets closer and consider a final reminder the day before the event.
Use multiple communication channels: Promote the clinic through the channels employees already use, such as email, your company intranet, digital signage or workplace messaging platforms.
Provide helpful information: Share educational resources that address common questions about flu vaccination and explain what employees can expect at the clinic.
Keep the message simple and make the next step clear. Employees should be able to quickly understand when the clinic is happening and how to participate.
Privacy, Consent and Employee Information
Workplace flu shot clinics involve personal health information, so employers and vaccination providers should have clear processes for protecting employee privacy and handling vaccination records appropriately.
Consent: Employees should receive information about the vaccine and complete any required consent forms before vaccination.
Privacy: Clinics should be set up in a way that gives employees appropriate privacy while completing forms, discussing health information and receiving their vaccination.
Employee information: Vaccination information should be collected, stored and shared only as appropriate. Your vaccination provider should have established procedures for protecting participant information and complying with applicable privacy requirements.
Reporting: If your organization receives participation reports after the clinic, ask your provider what information will be included and how employee information is protected.
Employers should also discuss any organization-specific legal, privacy or recordkeeping requirements with their legal or HR teams when planning a workplace vaccination program.
When Should Employers Schedule a Workplace Flu Shot Clinic?
Workplace flu shot clinics are commonly held throughout the fall, with many employers scheduling events in September, October and November.
The CDC recommends vaccination during September or October for most adults, but vaccination should continue throughout the flu season as long as flu viruses are circulating. That means a November workplace clinic can still provide employees with a valuable opportunity to get vaccinated.
For employers, it’s helpful to start planning early, particularly if you’re coordinating multiple locations, specific shifts or a large workforce. Booking in advance can provide more flexibility when selecting clinic dates and times.
Ultimately, the best timing is the timing that works for your workforce and makes it easier for employees to get vaccinated.
What Flu Vaccines Are Available for Workplace Clinics?
TotalWellness offers standard and high-dose flu vaccines for workplace flu shot clinics.
Standard flu vaccine: The most common option for workplace vaccination programs and appropriate for most adults.
High-dose flu vaccine: Designed specifically for adults age 65 and older. It contains a higher amount of antigen than a standard flu vaccine to help produce a stronger immune response.
Vaccine availability can vary by season, so employers should confirm available options when scheduling their clinics.
Can You Offer Flu Shot Clinics at Multiple Locations?
Yes. Workplace flu shot programs can be coordinated across multiple offices, worksites and states, allowing employers to manage their vaccination program through one provider rather than finding separate providers for each location.
TotalWellness provides on-site flu shot clinics in all 50 states and can coordinate programs ranging from a few locations to large nationwide initiatives.
For multi-location programs, employers can work with TotalWellness to coordinate clinic dates, healthcare professionals, employee scheduling and program reporting across participating locations. This helps create a more consistent experience for employees while simplifying administration for HR and benefits teams.
For employees who aren’t able to attend an on-site event, pharmacy flu shot vouchers can also be incorporated into the program.
What About Remote Employees or Employees Who Miss the Clinic?
Not every employee will be able to attend an on-site flu shot clinic. Remote employees, employees at smaller locations, traveling employees or those who simply miss clinic day can still be included in your workplace vaccination program.
TotalWellness offers pharmacy flu shot vouchers that employees can use at participating pharmacy locations. Vouchers can complement your on-site clinics and give employees another convenient way to get vaccinated.
For organizations with distributed workforces, combining on-site clinics with pharmacy vouchers can help make flu vaccination accessible to employees regardless of where they work.
About TotalWellness Workplace Flu Shot Clinics
TotalWellness has been helping employers bring health and wellness services to the workplace since 1998. Today, we provide on-site flu shot clinics for organizations across all 50 states.
Our nationwide network of healthcare professionals allows us to support everything from a single workplace clinic to coordinated vaccination programs across multiple locations.
TotalWellness helps employers manage the details of their flu shot program, including clinic coordination, healthcare professional staffing, employee scheduling and program reporting. Pharmacy flu shot vouchers are also available to help reach remote employees and those who can’t attend an on-site clinic.
Workplace Flu Shot Clinic FAQs
How long does a workplace flu shot appointment take?
The vaccination itself only takes a few minutes. Employees should also allow time for check-in, completing any required forms and following any recommended post-vaccination observation guidance.
Can employees walk in without an appointment?
Walk-in availability may depend on the clinic setup and available vaccine supply. Pre-registration is recommended because it helps employers and the clinical team plan for expected participation and manage the flow of employees.
Can flu shot clinics accommodate different work shifts?
Yes. Clinic times can be planned around your workforce, including organizations with multiple shifts. When scheduling your program, discuss your workforce and preferred clinic hours with your TotalWellness representative.
What should employees bring to a workplace flu shot clinic?
Requirements can vary depending on how your program is structured. Employees should follow the instructions provided before their clinic, including completing any required registration or consent information.
Can a flu shot clinic be part of a larger employee wellness event?
Yes. Flu vaccinations can be offered as a standalone workplace clinic or incorporated into a larger employee health or wellness event.
Host a flu vaccine clinic.
Planning a workplace flu shot clinic doesn’t have to be complicated. Whether you’re organizing one event or coordinating clinics across multiple locations, TotalWellness can help you build a program that works for your workforce.
Since 1998, we’ve helped organizations make flu vaccination more convenient by bringing clinics directly to the workplace.
Ready to start planning your workplace flu shot clinics?
Other resources.
We’ve got you covered with a bunch of extra educational resources to help you put together amazing flu shot events. Take a look and see how they can help you out!