Flu Clinic
Resources

We have plenty of help for you to promote your clinic

Now that the date and time for the visit to your workplace for your flu vaccinations has been scheduled, it is important to raise awareness of your program and let staff know how they can get vaccinated.  The role of a local coordinator is very important to the success of the program but it’s not difficult and the great news is we provide all of the material you need.

As a minimum, we recommend:

  1. Downloading the email/memo template from the link above to support communications with your staff;
  2. Print off copies of the clinic poster with the QR code and put them up around the office – that way staff can make their booking on their phone – this will save time and effort, even if that will not be the main way you will be booking staff in;
  3. If your staff are unlikely to be able to book their own appointments, schedule a staff member to walk around the workplace to book staff in;
  4. Print off the special poster we will be sendng you a few days before your clinic so that staff can use their phone to register at the clinic if they have not booked online prior – this will help reduce the disruption to your workplace during the clinic and make it easier for your staff if they are not making appointments online. 

It would also be fantastic if you could look into other ways you can promote your program to your staff as a little effort in this area can make a big difference to how effective your program is at preventing winter absenteeism.

For example, you could:

  • Email the links to our Umbilical Brothers videos around to your staff when promoting your clinics
  • Use the email/memo template along with our Umbilical Brothers images to create a colourful, informative webpage or newsletter article
  • Use one of the banner images at the bottom of your internal emails to raise awareness in your workplace

Posters

Staff can book their appointment using their mobile phone and scanning a generated QR code (instructions below) you can embed into the attached poster. This system is similar to the codes many cafes use to register COVID customer information and is ideal for staff who do not have access to a work email, but have their own mobile device at work. To generate a QR code for your clinic to add to the attached poster:

  1. Copy your booking link URL from your clinic confirmation email and paste it into the-qrcode-generator.com/
  2. Save the generated QR Code to your computer
  3. Open the POSTER and insert the QR Code image into the box
  4. Add any other text to the poster, such as the date/s, time/s and location/s of your clinic/s (there are four lines of text available)
  5. Print the posters and put them up around the workplace or email to staff

Email & Memo Templates

The information provided below has been designed to be inserted into an email to staff (or can be adapted into webpage or memo) to promote your vaccination clinic. After copying and pasting the text into your email, please check that all details have been transferred correctly. You can copy and paste the text we provide for an email or web-page from our KNOWLEDGE BASE

Use these templates to promote your clinic to your staff

PLEASE COPY THE TEXT BELOW AND REPLACE [CAPITALISED TEXT] AND DATES TO SUIT YOUR NEEDS. YOU CAN ALSO AMEND ANY ASPECTS TO MEET YOUR NEEDS

Dear colleagues,

As part of [COMPANYNAME]’s commitment to health and wellbeing, we have partnered with VaxWorks to offer an annual influenza vaccination program to our staff using the four-strain flu vaccine.

The flu is easily spread through coughs and sneezes or even just touching something that has the virus on it. It is much worse than a cold and causes symptoms which include fever, fatigue, headache, muscle and joint pains as well as a cough and sore throat. Most people who get the flu need several days of work and risk spreading the illness to their family and friends. People with other health problems are also at risk of severe illness which may require hospital care.

We will be using the four strain (quadrivalent) flu vaccine and vaccinations will be offered to our staff during the following times:

Date: [INSERT DATE] Time: [START TIME] – [END TIME]

Date: [INSERT DATE] Time: [START TIME] – [END TIME]

Date: [INSERT DATE] Time: [START TIME] – [END TIME]

How do I arrange to get vaccinated?

Preventing the flu through vaccination is simple, safe and effective and can be done in two easy steps:

STEP 1: BOOK YOUR APPOINTMENT AND COMPLETE YOUR CONSENT FORM ONLINE

INSERT THE BOOKING PORTAL WEB ADDRESS HERE

To book your staff flu vaccination simply visit the above booking site. This will take you to an online booking form where you can choose from a range of times for your vaccination.

Remember bookings are made on a first come, first served basis, so don’t delay if you are looking for a specific timeslot.

Vaccination against the flu is very safe; however, vaccines, like other medicines are not suitable for everyone. It is very safe and strongly recommended for pregnant women and people with chronic health problems but not recommended for people who are allergic to the vaccine.

When you book your appointment, please read the information about the influenza vaccine and answer a few questions about your health before giving consent to receive the flu vaccine. Doing this when you make your appointment will mean that you should not have to complete a consent form when you get vaccinated or have to fill out any more paperwork at the clinic.

If you are unsure about whether to receive the flu vaccine, please read the Influenza Vaccine Fact Sheet before going online to make your appointment.

If you don’t get a chance to make an appointment, come to the clinic anyway as the nurse will generally have spare vaccines and will most likely be able to accommodate you.

If you have any questions, please talk to your local doctor or call the VaxWorks clinical hotline on 1300 34 84 22 (07 3506 3659) to speak with one of their friendly nurses or email your question to support@vaxworks.com.au.

STEP 2: ATTEND YOUR FLU VACCINATION APPOINTMENT

Vaccination against the flu only takes a few minutes, however, we do ask that you stay in the general vicinity of the clinic for 15 minutes after you get vaccinated.

To help the clinic run smoothly and minimise the disruption to your working day, please:

  • Wear clothes that that will allow access to the top of your upper arm; and
  • Arrive on time.

What if I can’t make it to the clinic?
[PLEASE DELETE THIS SECTION IF IT IS NOT RELEVANT]

If you can’t make it to our onsite clinic, we are able to provide a voucher for you to get vaccinated at a time that is convenient for you.

To request a vaccination voucher, please [INSERT INFO ON WHO TO CONTACT TO RECEIVE A VOUCHER].

These vouchers are provided through fluvaccinationvouchers.com.au and are redeemable through a national network of pharmacy providers. Please note that clinic times/locations may not be available to suit everyone.

Thanks,
[INSERT SIGNATURE BLOCK]

Images

The images below can be used in a variety of ways to promote your upcoming program:

  • Insert the square images into your own posters or in a newsletter
  • Insert the banner image as the heading for a newsletter article for your staff
  • Insert a tower image to raise awareness if you use columns in your newsletter
  • Add one of the banner images to your signature block to raise awareness about the flu vaccination program amonst your staff
  • Add some of your own text and/or your company logo to create a screensaver for the computers at work
  • Create your own web page to promote your program using the newsletter/email/memo templates and include these images to add life and reinforce your messages
    • The tower images are great to add to a webpage sidebar
    • The banner images are great at the top or bottom of your webpage

Videos

The videos below are a great tool to be able to promote your upcoming flu vaccination program.  You can use them in a variety of ways:

  • Play one of them at a staff meeting or toolbox talk as a way of introducing your talk about the flu program
  • Email the link for one of the videos to your staff and encourage them to watch them
  • Embed the video into your webpage that you are using to promote your program to staff
Scroll to Top