Workplace flu vaccination clinics, run around your operation
A workplace flu clinic should fit your rota, not the other way round. We schedule around shift handovers, trading hours and site induction rules.
Workplace flu clinics usually go wrong for operational reasons, not clinical ones. The clinic is booked for a Tuesday afternoon, the night shift never hears about it, the warehouse cannot release ten people at once, and turnout disappoints.
So we plan the timetable as carefully as the clinical side. The clinical part is routine for our pharmacists; the schedule is what decides how many people attend.
How a clinic day actually runs
| Stage | When | What happens |
|---|---|---|
| Scoping call | 2 to 4 weeks before | Headcount, site layout, shift pattern, access requirements and any site induction we need to complete |
| Employee FAQ sent | 7 to 10 days before | We send a personalised employee FAQ, prepared for your organisation, for you to circulate so staff know what to expect on the day. Consent and medical screening forms are brought by our pharmacist and completed on the day |
| Set-up | 30 minutes before | Pharmacist arrives, sets up the room, checks cold chain and lays out the anaphylaxis kit |
| Clinic | The day | Roughly 10 to 12 employees per pharmacist per hour, in booked slots or drop-in |
| Report | Within 48 hours | Aggregate uptake numbers and participation percentage against an agreed workforce total; individual clinical records remain with the pharmacy |
Shift patterns and multi-site
Single-shift office sites are the easy case. Everything else needs planning.
Two and three-shift operations
We run split clinics that sit across handover periods, so staff are vaccinated on paid time at the start or end of their shift rather than being asked to come in on a day off. For 24-hour sites this usually means two attendances or an extended day.
Multi-site employers
We sequence clinic dates across your estate and consolidate reporting into a single view, so your HR or occupational health lead sees one uptake figure rather than eleven separate emails.
Remote and hybrid staff
People who are never on site cannot be reached by a clinic. Where a meaningful share of your workforce is home-based, the practical answer is to set the clinic on a day most of them are already in, and to give plenty of notice so they can plan around it.
What you need to provide
- A private room with a table, two chairs and access to hand-washing or sanitiser.
- A named contact on the day for access and wayfinding.
- Any site induction, PPE or DBS requirements flagged at the scoping call.
- Internal communication to staff. We supply the announcement copy and a personalised employee FAQ for you to circulate.
Everything clinical comes with us, including vaccines in validated cold-chain transport, sharps disposal, and the anaphylaxis kit.
Driving uptake
Three things make the biggest difference to attendance. Announce the clinic more than once. Make clear the company is paying and attendance is on work time. And ask a visible senior person to book the first slot.
People are far less likely to attend if they think it will count against them. If the clinic sits in unpaid time or feels like extra effort, numbers fall however good the clinical service is.
Governance and record keeping
Every vaccination is recorded against the individual's consent record. Your post-clinic report gives you the aggregate picture for your occupational health file without disclosing individual medical histories or screening answers in the standard employer report. Individual records stay with us as the registered pharmacy, and employees can request their own record directly.
We are registered with the ICO under ZC183917 and process all clinic data under UK GDPR.
Common questions
Can you vaccinate night shift workers?
Yes. We run split clinics around shift handovers, including evening and night attendance. Confirm the required shift windows when enquiring so staffing and pricing can be agreed in your quote.
How long does a workplace flu clinic take?
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.
What space do we need?
A private room with a table, two chairs and access to hand-washing or sanitiser. A meeting room or first aid room is ideal. We bring all clinical equipment including sharps disposal.
What uptake should we expect?
It varies widely between workplaces. Clinics that are well publicised and run in paid work time attract far more people than those squeezed outside working hours. Because you only pay for vaccinations given, a lower turnout never leaves you paying for empty slots.
Do you need our employees' medical records?
No. Each employee completes their own screening questionnaire covering relevant medical history, allergies and medication, and returns it to our pharmacist. You never see or hold that information.
Can you cover several of our sites?
Yes. We sequence clinic dates across multiple locations and give you consolidated uptake reporting across the whole estate.
Choosing dates
When is the best time to run our staff flu clinic for the 2026/27 season?
October and November are ideal. The NHS adult programme in England starts on 1 October, and protection takes about two weeks to develop. Send us your preferred dates and we will confirm availability.
How far in advance should an employer book?
As early as you can. Two to three weeks' notice is comfortable, and we will always try to meet a shorter deadline.
It is late September, can we still arrange an October clinic?
Yes. Send two or three suitable dates with your headcount and we will confirm the earliest one we can staff.
We need a workplace flu clinic within two weeks; what information would help you confirm availability?
Your address, expected attendance, two or three possible dates and the room you will use. Mark the enquiry as urgent and we will reply with availability as quickly as possible.
Is it too late to vaccinate staff in November, December or January?
No. Vaccination is still worthwhile while flu is circulating, which usually runs into the new year. Get in touch for current availability.
How long after the jab does protection develop?
About two weeks. The NHS advises that protection can take up to 14 days to develop, so earlier in the season is better.
Would vaccinating too early mean protection wears off before winter ends?
No. Protection lasts through the season. The NHS starts its adult programme in autumn for this reason, and our pharmacist can advise anyone with a clinical reason for different timing.
Can you hold a date while we get budget or procurement approval?
Yes. Tell us your approval timeline and we will hold a provisional date while you get sign-off.
Can we book the same week each year or reserve next year's clinic now?
Yes. We are happy to pencil in next year's week at your review. We confirm the product and price closer to the season.
How will you tell us about vaccine delivery delays or a change in the available product?
Through your named contact, as soon as we know. If a product or date changes, we will explain what it means for your clinic and agree the next step with you.
Shifts and staff release
We run day and night shifts, can you vaccinate both without people coming in on a day off?
Yes. Tell us the handover times and expected numbers on each shift and we will plan sessions that catch both, so nobody has to come in on a day off.
Can you run a clinic across shift handover or split it into more than one session?
Yes. We often split clinics around shift handovers. Your quote sets out each session and how many pharmacists will attend.
Do evening, night or weekend sessions cost more?
Tell us the hours you need. Your quote shows the clinic fee for that timetable and the rate per vaccination, with no hidden supplements.
How many employees can one pharmacist vaccinate safely in an hour?
Around 10 to 12 per hour, allowing time for screening and observation. Our pharmacist never rushes anyone to keep pace.
How many pharmacists would we need to vaccinate 60 people in one morning?
At 10 to 12 per hour, 60 people over a three-hour morning needs two pharmacists. Tell us your exact window and we will confirm the staffing plan.
How should we stagger appointments so a department is not left understaffed?
Release small groups from different teams at staggered times and keep cover for essential roles. We can help you build the timetable.
Can you work around our trading hours, production stops or client meetings?
Yes. Tell us your fixed constraints and we will build the clinic around them.
Is drop-in or pre-booked attendance better for a shift-based workforce?
Booked slots work best for shift-based teams, as supervisors can plan release and queues stay short. A short drop-in window can catch anyone who missed their slot.
Can people who miss their assigned slot join later without disrupting the clinic?
Usually, yes. Send them to the pharmacist, who will fit them in where time and doses allow. Sending small numbers at a time avoids a queue.
Should time spent attending the clinic be paid working time?
We recommend it. Running the clinic in paid working time is the single biggest thing employers can do to help people attend. The pay policy itself is your decision.
Further information: England 2026/27 seasonal timing.
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.
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