Clinic contingencies, aftercare and reporting

HYL Health · Employer information · Updated 3 October 2026

Contingency planning

What happens if far more or fewer people turn up than we expected?

Tell our pharmacist on the day. We bring stock and time for the attendance you confirmed, and we will vaccinate extra people where doses and time allow. Fewer attendees simply means a smaller invoice, because you pay only for vaccinations given.

Can we add new starters or walk-ins on the day?

Usually, yes. Send them to the pharmacist, who will fit them in where doses and time allow. Each person is screened in the same way, and you are billed only if they are vaccinated.

What happens if we run out of appointment time or vaccine doses?

We will not rush anyone's screening to fit more people in. If time or doses run short, we will agree a follow-up option with you and confirm any cost before it goes ahead.

Who decides that an employee should be deferred, and what happens next?

Our pharmacist makes the clinical decision and explains the next step to the employee directly. HR does not need the reason, and you are not charged for anyone who is deferred.

If someone is deferred, can they attend a later clinic and what would that cost?

Where it is clinically appropriate, they can be seen at a later clinic. We will tell you the options and the cost before booking anything further.

What is the plan if the pharmacist is delayed or cannot attend?

You will have a named contact for your booking. If anything affects the pharmacist's attendance, we will tell you straight away and agree a new date with you.

What happens if our building closes, there is a fire alarm or a last-minute site emergency?

Follow your building's emergency procedure; our pharmacist will look after anyone being seen at the time. We will then agree whether to continue in another room or rebook.

Who takes charge if someone becomes unwell during the clinic?

Our pharmacist leads the clinical response and carries an anaphylaxis kit. It helps if someone on site knows the exact address to give emergency services and can meet them at the entrance.

Can staff return to driving, operating machinery or safety-critical work immediately?

Our pharmacist advises each person individually. Anyone who feels unwell or faint should not return to driving, machinery or other safety-critical work until they feel well, so plan a little cover for those roles.

Who should HR call if a clinical or operational problem arises after the team has left?

Call or email us using the contact details in your booking confirmation. For a medical emergency, call 999.

After the clinic

What aftercare information does each vaccinated employee receive?

Each person receives aftercare advice from our pharmacist, covering common side effects and when to seek help.

What should an employee do if they develop side effects later?

Most side effects, such as a sore arm or feeling tired, settle within a day or two. Employees should follow their aftercare advice and contact NHS 111 or their GP if symptoms are worrying or do not settle. Breathing difficulty or swelling of the face needs 999.

Who records, follows up and reports a suspected adverse reaction?

We record and review any clinical incident reported to us. Suspected side effects can also be reported through the MHRA Yellow Card scheme.

Will employees receive proof of vaccination, and can their GP record be updated?

Employees can request a record of their vaccination from us directly. Tell us at booking if staff will want their GP informed, and we will explain how that works for your clinic.

What will our aggregate uptake report look like and when will we receive it?

Within 48 hours you receive an aggregate report showing the clinic date, site and number vaccinated, with a participation percentage if you give us a workforce total.

How is the uptake percentage calculated when staff were absent, ineligible or vaccinated elsewhere?

We calculate it against the workforce total you choose, for example all staff offered the clinic at that site. Tell us the figure before the clinic and we use it consistently across every site.

Can you report across sites or departments without identifying individual health information?

Yes. We agree the breakdown with you beforehand and combine very small groups so no individual can be identified.

How do we reconcile the number vaccinated with the final invoice?

Your invoice shows the clinic fee and the number of vaccinations given at your agreed rate, matching the total in your uptake report.

What are the complaints, incident review and follow-up arrangements?

Contact us with the date, site and nature of the concern. We will acknowledge it, investigate and reply. Clinical details are handled confidentially by the pharmacy.

How do we evaluate this year's clinic and plan a better programme for next year?

We are happy to review the day with you: attendance by shift, timing, room choice and communication. It makes next year's clinic easier to plan and usually improves uptake.

Further information: NHS flu-vaccination information.

Further information: MHRA Yellow Card.

What an aggregate report can show

Example layout of an aggregate uptake report showing vaccinations by site, with no individual medical information.

Illustrative format only, this is not a real HYL client result. Agree the reporting fields before your clinic.

Field	Illustrative entry
Location	Example office
Staff offered the clinic	50
Vaccinations administered	30
Uptake against that denominator	60%
Vaccination charge	Doses administered × your quoted rate

These figures do not identify who declined, why someone was deferred or how many employees had already been vaccinated elsewhere. The report is supplied within 48 hours; individual clinical records remain with the pharmacy.