You have booked your flu campaign and appointments are filling up quickly. Your campaign is off to a great start! Now you just need to get the vaccinations done. Our flu campaign director would like to share some tips based on her 10 years of experience, to help you make your campaign a success. Here are her 10 last-minute tips:
1- Ensure that Your Vaccination Campaign is Booked for Your Required Date
It may seem like a small point, but it is essential to make sure that your vaccination campaign has indeed been booked for the date that you require. If there is any doubt, be sure to clear it up with your service provider.
2- Confirm the Final Number of Doses to Your Supplier One Week before the Start of Your Campaign
This is especially important if your final number is higher than the number expected when you signed your contract. As a general rule, your supplier will always bring 10% more doses than ordered—but it is best to order enough doses to be sure that all employees wishing to be vaccinated will be accommodated.
3- Ensure that Your Employees are Aware of the Consent Form and Other Documents Related to the Vaccination
Medisys asks its clients to ensure that employees complete the vaccination consent form beforehand. Employees should also read the information provided about the flu and possible side effects of the vaccination.
Medisys’ medical personnel is always available to answer questions. However, making employees aware ahead of time is the best way to facilitate the vaccination process on the day.
4- Forward the Link to the On-Line Booking Site
For companies that have chosen to include on-line booking, the vaccination campaign coordinator should make sure that they receive the link for the booking site at least one week before the campaign starts. The link should be forwarded to the employees as soon as possible so that they can book their preferred times.
Medisys makes an on-line booking tool available to its clients. Employees can make their own appointments over the Internet and updates are made virtually in real time. This process greatly simplifies the logistics of managing bookings!
5- Remind Employees of the Vaccination Clinic Schedule
To ensure a high participation rate, it is essential to remind employees of the dates and times of the vaccination clinic, whether by email, displaying posters, or putting the information on your intranet. The final reminder can be given the week before the campaign.
6- Review the Logistics for Day 1 of Your Campaign
The campaign coordinator must ensure that the medical personnel will have access to the following elements that are required for the vaccination clinic: vaccination room (provide screens to divide the waiting area and vaccination area if they are in the same room), enough chairs, tables and pens, a telephone in the vaccination room to call emergency services if required, and a copy of the timetable for the day.
7- Obtain the Nurse’s Confirmation
The nurse must contact the coordinator in the days before the vaccination campaign. If no contact is made, get in touch with your supplier to make sure that a nurse will be present for your campaign.
8- Greet the Medical Personnel on Vaccination Day
Day one of your campaign, it is recommended to greet the medical personnel at least 30 minutes before the start of vaccination sessions to give them time to familiarize themselves with the facilities.
9- Be Available During the Vaccination Campaign
Throughout the vaccination clinic, the coordinator is the point of contact for the medical personnel. It must be possible to reach the coordinator at any time, whether by cell phone or in person.
10- Keep in Touch with Your Supplier
If anything unexpected comes up during your vaccination campaign, don’t hesitate to get in touch with your supplier, who can help to identify solutions.
Medisys regards the campaign coordinator as working hand-in-hand with our medical and administrative staff.
After your campaign, the campaign coordinator may receive a satisfaction survey. For Medisys, the objective of the survey is of course to improve the performance of the tools offered to our clients. In particular, we developed a guide for campaign coordinators as a result of comments received in our last survey.
To all our Medisys Blog members, we wish you a successful vaccination campaign. And don’t forget the importance of being vaccinated every year.
Find out more about Medisys’ flu vaccination campaigns.