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.
Tell us about your team
Send your location, expected attendance and preferred dates. We return a tailored quote within 24 hours.
Request a quotePreparing the room
What kind of room do we need for an on-site flu vaccination clinic?
Provide a private, accessible room suitable for confidential screening and vaccination, with a table and chairs. Agree the waiting and observation arrangements before the visit; an exposed corner of a busy office is unlikely to provide adequate privacy.
How much space is needed for private screening, vaccination and any waiting or observation area?
Describe the room and adjacent waiting space, including how people will enter and leave. There is no universal floor-area promise here: the pharmacy should confirm suitability for the planned staffing, privacy and observation needs.
Do we need a sink, electricity, Wi-Fi or a fridge?
Confirm hand-hygiene access and any power or connectivity needs with the team. Paper forms mean an online questionnaire is not required on the day. Do not place vaccines in an office fridge unless the pharmacy has specifically approved the arrangement.
What equipment does the pharmacy bring and what must the employer provide?
HYL brings the vaccine, validated cold-chain transport, clinical equipment, paper forms and emergency kit. The employer provides the agreed room, furniture, site access and a contact who can help manage staff flow.
How do we keep medical conversations private in an open-plan office?
Use an enclosed meeting room or another agreed private space. Screens in an open-plan area may not protect conversations; move waiting colleagues away from the consultation area.
Can you work from a site cabin, first aid room or temporary premises?
A cabin or temporary room needs assessment for cleanliness, privacy, accessibility, temperature and emergency access. Send details before booking; the fact that a room is called a first-aid room does not itself establish suitability.
What access arrangements are needed for wheelchair users or employees with other mobility needs?
Check the route from entrance to room, doors, lift availability, seating and accessible facilities. Invite staff to request adjustments privately, and agree any assistance with them rather than making assumptions.
Can we arrange extra time, interpreters or other support for employees who need it?
Tell the pharmacy about support needs early. Agree additional time and suitable interpretation or accessible information; do not assume every language service is included or that a manager should interpret a confidential consultation.
Who is responsible for signage, staff flow, cleaning and a named contact on the day?
Name an employer contact for room readiness, cleaning, directions and orderly release. The clinical team controls the treatment space and clinical processes; agree the handover and cleanup responsibilities beforehand.
What happens if the room is unsuitable when the pharmacist arrives?
The pharmacist should not proceed in an unsuitable setting. Identify a backup room where possible, and contact the booking team to discuss relocation, rescheduling and any implications under the agreed terms.