Workplace flu clinic preparation checklist
What HR provides, what HYL Health brings, and how to prepare employees for an on-site flu vaccination clinic.
You organise the room, staff communication and site access. We organise the clinical equipment, vaccines, screening, consent and vaccination. Paper consent and medical screening forms are completed on the day, directly with the pharmacy team.
When requesting a quote
- Estimate attendance at each site, rather than giving only your total workforce.
- List postcodes, preferred dates, shift windows and hybrid-working days.
- Flag site inductions, access restrictions, parking, PPE and accessibility requirements.
- Identify your booking contact, purchase-order process and invoice recipient.
- Confirm the price, staffing, cancellation terms and payment arrangements in writing.
What room do we need?
Provide a private room with a table, two chairs and access to hand-washing or sanitiser. Discuss an appropriate waiting and observation area with us. Employees must be able to speak to the pharmacist privately. Confirm access for anyone with mobility or communication needs.
What does HYL Health bring?
- Seasonal flu vaccines in validated cold-chain transport.
- Registered pharmacists and the clinical equipment.
- Paper consent and medical screening forms.
- An anaphylaxis kit and trained responder.
- Sharps disposal arrangements and aftercare advice.
Before the clinic
- Circulate the personalised employee FAQ we send you.
- Explain who is eligible to attend, that the employer is paying and that participation is voluntary.
- Tell employees when and where the clinic runs, how to book a slot and how to request an adjustment.
- Agree staff release with line managers, including day, evening and night shifts.
- Collect only the administrative information needed for appointments. Do not ask staff to send medical histories or reasons for declining to HR.
- Give our team the on-site contact, room location and access instructions.
How many slots should we book?
A pharmacist vaccinates around 10 to 12 employees per hour, so one pharmacist covers around 40 people in a half day and 80 in a full day. For larger sites we send additional pharmacists rather than extending the day.
On the day
- Make the room available at the agreed setup time and provide clear directions.
- Stagger attendance so operational teams can release staff.
- Let employees complete consent and screening forms privately with the pharmacy team.
- Leave clinical suitability and observation decisions to the pharmacist.
- Respect anyone’s decision to decline. Refer occupational exposure concerns to your occupational health adviser.
After the clinic
- Receive aggregate uptake reporting within 48 hours.
- Check the number of vaccinations administered against the invoice.
- Share any general follow-up arrangements without collecting individual clinical details.
- Record practical lessons for your next clinic: timing, attendance and communications.
Clinical records remain with the pharmacy. Employees can contact us about their own record or aftercare. An ordinary quote form is not an emergency contact route.
Related: pricing and booking · provider credentials · shift and multi-site planning.
Preparing the room
What kind of room do we need for an on-site flu vaccination clinic?
A private room with a door, a table and two chairs. A meeting room or first aid room is ideal. Somewhere nearby for people to wait and sit for a few minutes afterwards completes the set-up.
How much space is needed for private screening, vaccination and any waiting or observation area?
A standard meeting room is usually enough for one pharmacist. Send us a description or a photo of the room and waiting area and we will confirm it works for your numbers.
Do we need a sink, electricity, Wi-Fi or a fridge?
Access to a sink or hand sanitiser is all we need. Power and Wi-Fi are not required, because consent is on paper. Vaccines stay in our validated cold-chain box, never your office fridge.
What equipment does the pharmacy bring and what must the employer provide?
We bring the vaccine, validated cold-chain transport, clinical equipment, sharps bin, paper forms and anaphylaxis kit. You provide the room, a table and chairs, site access and a contact on the day.
How do we keep medical conversations private in an open-plan office?
Use an enclosed meeting room rather than screens in an open-plan area, and keep the waiting area a few metres away from the door.
Can you work from a site cabin, first aid room or temporary premises?
Often, yes. Send us details of the cabin or room, including heating, lighting and privacy, and we will confirm it is suitable before booking.
What access arrangements are needed for wheelchair users or employees with other mobility needs?
Check the route from the entrance to the room, including doors and lifts, and invite staff to tell you privately if they need an adjustment. Let us know in advance and we will plan around it.
Can we arrange extra time, interpreters or other support for employees who need it?
Yes. Tell us in advance and we will allow extra time. Let us know about any language needs so we can agree the right support; a manager should not interpret a confidential consultation.
Who is responsible for signage, staff flow, cleaning and a named contact on the day?
You provide a named contact for the room, directions and releasing staff in order. Our pharmacist runs the clinic room itself and leaves it as found, taking all sharps and clinical waste away.
What happens if the room is unsuitable when the pharmacist arrives?
Our pharmacist will work with your contact to find another suitable room. If none is available, we will agree a new date with you.
See what your team would pay this season
Get a written quote within 24 hours. Compare it with anyone.
- Pay only for jabs given. No-shows and anyone deferred on clinical grounds are never charged a vaccination.
- Two clear parts, in writing. A half-day or full-day clinic fee, plus a rate for each vaccination given.
- Rates fall as numbers rise. Larger teams pay less per person.
- Quote within 24 hours. Compare it with any other provider.
Prefer to talk? Call 07818 283 965
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