Inviting your team to a workplace flu clinic
A practical communication and consent guide, with an announcement you can adapt for email, your intranet or a staff noticeboard.
Communicating the offer
What should our first email to staff say about the workplace flu clinic?
Give the clinic date, location, employer funding, eligible groups, sign-up deadline and a confidential contact for questions. Say that participation is voluntary and that the pharmacist checks suitability on the day. A reusable announcement is included below.
Can you provide a personalised employee FAQ with our organisation's name and clinic details?
Yes. HYL sends a personalised employee FAQ to the employer before the clinic for circulation. Confirm the organisation name, date, room and booking instructions so staff receive information specific to their session.
What posters, intranet copy or reminder messages can we use?
Reuse the short announcement below in an intranet post or poster, with the final date and sign-up method. Avoid adding unsupported protection or absence claims when adapting it for a smaller format.
When should we send the first announcement and how often should we remind people?
Send the first announcement when the clinic and booking arrangements are confirmed, then a practical reminder before the sign-up deadline and another close to the day. Choose a frequency that helps staff without repeatedly targeting people who decline.
How do we explain that the company is paying and participation is voluntary?
Use plain wording: “The company is paying for eligible staff who choose to attend. Taking part is voluntary and the pharmacist will check that vaccination is suitable for you.” Avoid suggesting consent is a condition of employment.
How do we reach night workers, people without company email and staff on leave?
Use appropriate shift briefings, noticeboards and accessible internal channels as well as email. Give workers on leave or remote arrangements the same information about available alternatives, without demanding a reason for non-attendance.
What can we say about benefits and side effects without overselling the vaccine?
Say the vaccine helps protect against flu, does not prevent every winter illness and may cause side effects. Direct detailed clinical questions to the employee information and pharmacist; avoid guarantees about avoiding illness or returning immediately to safety-critical work.
How can managers encourage uptake without pressuring people?
Managers can explain access, release time and where to ask questions. They should avoid chasing clinical reasons, making public comparisons between teams or treating participation as a performance measure.
Can you provide accessible or translated information, and who checks its accuracy?
Identify format and language needs before distributing materials. Ask HYL what it can supply and agree how translations are checked for clinical accuracy; do not assume automatic translation preserves medical meaning.
What practical steps tend to improve attendance without offering inappropriate incentives?
Make the location easy to find, provide a clear booking process, allow staff release and send useful reminders. Remove avoidable access barriers; do not tie workplace rewards or favourable treatment to a medical decision.
From sign-up to consent
Do employees need to sign up in advance or can they attend on the day?
Agree the attendance process when booking. Advance slots help with staffing and stock; any walk-in provision must fit the agreed capacity. Registration expresses interest and does not replace individual consent on the day.
Who manages the appointment list, and can you provide a timetable template?
Agree who owns the appointment list and how updates reach the clinic team. A simple schedule can use time, employee name or agreed identifier, and attendance status; ask HYL to confirm slot lengths and any buffer periods.
What details belong on our sign-up sheet and what should be left off it?
Keep administrative fields to the minimum needed: an identifier, contact method and slot. Leave medical history, medication, allergies and reasons for refusing off the shared list; those belong in private clinical screening.
Are consent and medical screening forms completed before the clinic or on the day?
HYL brings paper consent and medical-screening forms, completed directly with the pharmacy team on the day. The personalised FAQ is sent beforehand so staff can consider the information before attending.
Do you bring paper forms, and can employees see a sample beforehand?
Paper forms are supplied at the clinic. If staff or procurement need to inspect a sample beforehand, request the current form from HYL; do not circulate an old version or create an employer substitute.
How much time should we allow staff to complete their forms?
Allow time for employees to read and complete the forms, with additional support where needed. The usual short appointment is not a deadline for informed consent; ask the team how forms and slots will be managed at your site.
Can an employee change their mind after signing up or withdraw consent before the jab?
Yes. Signing up does not oblige an employee to be vaccinated, and consent can be withdrawn before administration. Explain this in communications so people can ask questions without feeling committed.
What happens if an employee needs help reading or completing the consent form?
Arrange appropriate assistance privately with the pharmacy. Give the person time and accessible information; do not have a supervisor complete clinical answers or sign consent on their behalf merely for convenience.
How do you confirm informed consent without a manager answering on the employee's behalf?
The pharmacist discusses the procedure and relevant information with the employee and checks their own decision. A manager’s approval, group booking or employer payment does not constitute the employee’s informed consent.
What should we do with a medical question emailed to HR during sign-up?
Avoid forwarding sensitive details around the organisation. Direct the employee to the pharmacy’s confidential contact route, minimise further sharing and handle any already-received health information under your employer’s privacy procedures.
A staff announcement to adapt
Subject: Optional flu vaccination at work, [date]
We are arranging a workplace flu clinic with HYL Health at [location] on [date], from [time]. The company will pay for [eligible staff group] who choose to attend.
To request a slot, [booking instructions] by [deadline]. Taking part is voluntary. The pharmacist will check suitability and ask for your consent on the day. Please read the employee information before attending, and do not send medical details to HR.
For access requirements or timetable questions, contact [organiser]. For a confidential clinical question, contact HYL to arrange a private discussion. If you have already had this season’s flu vaccine, tell the pharmacist before booking another vaccination.
A short reminder
Our optional flu clinic takes place on [date] in [room]. If you have a slot, please follow the arrival instructions. If your plans have changed, tell [organiser] so we can update the timetable. Medical questions should go directly to the pharmacy team.
Let’s plan your workplace clinic.
Tell us your location, likely attendance and preferred dates.
Request a quote