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at (888) 444-8522.
Where does VaxAmerica get their flu vaccine for onsite clinic events?
VaxAmerica is a program of FFF Enterprises, the largest distributor of flu vaccine, immune globulin and albumin in the country. Through our parent company, FFF Enterprises, the vaccine used for VaxAmerica clinic events comes DIRECTLY from the manufacturer and never from a secondary distributor that may open the door to counterfeiters or mishandling of product.
How do we set up a clinic and how far in advance do we need to contact VaxAmerica?
You can start the process of setting up a vaccination clinic by calling a VaxAmerica clinic planner at (888) 444-8522. The clinic planner will help you reserve your preferred clinic date, time, and location. Our clinics are typically executed on Wednesday thru Saturdays. VaxAmerica can arrange clinics with a 3-week lead time, however we recommend you reserve your date and time in January through June for the upcoming flu season to reserve your first choice in dates of your clinic event.
Do you offer vouchers for flu shots for redemption outside of a VaxAmerica clinic event?
Yes, in addition to managing your on-site flu shot vaccination events, VaxAmerica will make flu shots available for your off-site employees through our Voucher Program. If you have off-site employees, your clinic size is less than 50 participants, or there is no on-site vaccination solution available, you will be referred to one of our retail pharmacy partners to register for the Voucher Program. The vouchers are redeemable at participating pharmacies nationwide so we will have you covered! Please contact VaxAmerica to see what program will best meet your needs.
What is a clinic like?
A VaxAmerica clinic is a very clean, neat and organized event, which requires some preparation in order for everything to run smoothly. A VaxAmerica clinician will deliver the vaccines and supplies to your clinic location on the day of the event. VaxAmerica asks that an employee be designated to act as your event assistant on the day of the clinic. One (1) event assistant for each 100 participants generally allows clinic participants to move smoothly through the documentation and injection process. Your event assistant will be asked to stay for the duration of the clinic and assist with the process. VaxAmerica offers an online scheduling system, enabling participants to choose an appointment time, allowing enough time for each vaccination administration, and reducing long waits.
Who is our point of contact?
Your VaxAmerica personal clinic planner will be designated when you first contact us and will remain your contact throughout the process.
Where can a clinic take place?
A clinic can take place at almost any indoor location as long as the area is a clean, well-lit, and with ample capacity for the number of participants expected to attend the VaxAmerica clinic. Your company must ensure that the location has a functioning landline telephone at the VaxAmerica clinic location for use in the event of a medical emergency. If a privacy screen is available, please bring it to the vaccination area. The area must be equipped with tables, chairs, trash receptacles and pens for completing paperwork as specified in the clinic set-up instructions provided to you by VaxAmerica.
Are you able to service multiple locations?
Yes, VaxAmerica is able to organize and administer multiple locations across the nation. We have a solution that will meet your employees’ flu shot needs. You will have one personal clinic planner for all of your locations.
Are there a minimum number of doses that my company needs to commit to?
VaxAmerica has a flat rate to perform a vaccination event for up to 50 participants. We will consider the aggregate total of your company if you have multiple locations when determining pricing. If your anticipated clinic size is small (under 50 participants), VaxAmerica offers other options to protect your employees from the flu. Give us a call at (888)444-8522 and we will be happy to discuss all the options with you.
How many clinics can we have?
Your company can schedule multiple clinics at different locations and also multiple dates at one location. We will consider the aggregate total of your company if you have multiple locations when determining pricing. You will have one personal clinic planner at VaxAmerica for all your locations and dates.
How long can each clinic be?
The length of the clinic will be determined by the amount of doses you are contracted for. VaxAmerica will assist you in monitoring pre-registration to ensure that the clinic has sufficient time based on participation. On average, a clinic of 50 participants runs approximately 2 hours with 1 clinician administering vaccinations and 1 event assistant managing registration and check-in.
Do you have a Medical Director in my state?
VaxAmerica has a team of committed medical directors nationwide with standing orders from our longtime medical director, Dr. Robert Peter Gale. As a nationally recognized physician in the public health arena Dr. Gale’s guidance and leadership has influenced growth and accessibility of our vaccination services.
Planning for Your Clinic
How can I boost participation in my company’s flu clinic?
VaxAmerica has flu vaccine educational resources and posters and other materials to help you promote your clinic and boost participation. We will be monitoring your clinic participation and ask that you do the same through the online scheduler. If the initial number of participants is low for your clinic, resources and email templates with information about why getting a flu shot is so important are available in your free marketing tool kit. These tools have been found to promote increased participation.
What if I have employees that work off-site?
VaxAmerica offers a Voucher program for off-site employees to receive their flu vaccination at a participating retail pharmacy. The vouchers are redeemable at participating pharmacies nationwide so we will have you covered!
Does VaxAmerica offer any other services in addition to flu vaccinations at the time of the clinic?
Yes, VaxAmerica partners with Impact Health, a national wellness provider who offers blood pressure testing, cholesterol screening, and many other wellness services to assess the overall health of your employees. Ask your clinic planner about a custom Wellness solution for your company.
Do we have to register participants?
VaxAmerica offers an online scheduling tool at no additional cost as a convenient option for your employees to schedule their vaccination. The tool is not a requirement, but simply allows your employees to schedule their time to receive a flu shot through our easy-to-use secure scheduling site. Through the online scheduler, your employees will also be able to print their consent form and a Vaccine Information Statement (VIS) prior to receiving their scheduled flu shot. If you elect not to utilize the online scheduling tool, VaxAmerica offers walk-up clinic events and paper registration sheets. Each event is customizable to suit your business needs and the convenience of your employees.
Can employers extend invites out to their employee’s family and friends?
Yes, VaxAmerica offers many options to secure the health and safety of their employees and loved ones. Call today to discuss these options with a personal clinic planner.
How do I cancel or reschedule a clinic?
Clinics are cancelled only if your participation does not reach the 50-dose minimum. Clinics can be rescheduled as long as VaxAmerica receives 2 weeks’ notice prior to the clinic event.
Can I change/cancel my appointment?
Yes, for an individual participant who has scheduled an appointment, changing the time of the appointment and cancelling up until the last day of open registration can be done through the online scheduling tool.
The Day of the Clinic
What should each participant bring on the day of their vaccination?
Each participant should bring a photo ID on the day of vaccination. Participants will be provided with a consent form either prior to the clinic event (if using the online scheduler tool) or at the clinic event. After completing the consent form, each employee must provide their consent form and photo ID to the clinician administering the vaccine in order to obtain their flu vaccination. All VaxAmerica participants must be 18 years or older to receive a vaccination.
What if an employee feels sick the day of their scheduled vaccination?
There is no evidence that acute illness reduces vaccine efficacy or increases vaccine adverse events. However, as a precaution with moderate or severe acute illness, all vaccinations should be delayed until the participant feels better and is no longer experiencing symptoms.
What is the space and logistical requirement for the clinic?
The clinic administration area should be clean and well-lit with a working landline phone to all emergency services if needed. There should be 2-3 tables available for check-in and administration. Please provide 1-2 waste bins as well as a privacy area. There should be ample pens (10-12) on the check-in table, a stapler, and 6-10 chairs for the event assistant and participants to sit in for up to 15 minutes after vaccination.
Do the employees need to fill out any paperwork prior to the clinic date?
When using the online scheduling tool, we ask the participant to print their consent form and bring it to the clinic event. If the online scheduler is not utilized, we will ask our employer contact to print the consent forms and have them available for employees at the clinic event.
Will a VaxAmerica representative be on-site on clinic day?
The VaxAmerica skilled clinician who will be administering the clinic will be present. We also require an employee from your company to be the event assistant for the duration of the flu clinic event. VaxAmerica will provide the event assistant with training materials prior to the event.
How many flu vaccinations will be administered per hour?
Approximately 25- 30 flu vaccinations per clinician per hour will be administered, so the number of vaccinations per hour will depend on the number of clinicians contracted for your clinic. This is determined by how many total vaccinations you will need over what timeframe. For example, a clinic anticipating 50 participants runs approximately 2 hours with 1 clinician administering vaccinations and 1 event assistant managing registration and check-in.
How many clinicians will VaxAmerica provide?
The number of clinicians will be determined by the participation in the clinic and timeframe desired. VaxAmerica can provide additional clinicians or administrative support at an additional charge.
How do employers pay for VaxAmerica services?
VaxAmerica does not charge any hidden fees; all costs are included in the price offered at the time of contracting. VaxAmerica will submit an invoice along with a W9 within 10 days of the event. The invoice will be payable in 30 days.
Can you bill our company insurance?
VaxAmerica does not do direct insurance billing. We can work with you and assist in providing a roster (through the online scheduler tool) of people participating in the event. This roster may help the employer to obtain reimbursement through their company’s health plan directly.
Is there a down payment cost associated with setting up an employer group clinic?
Currently, there is no down payment or deposits required.
Do you have thimerosal-free vaccines?
VaxAmerica utilizes flu vaccine with trace thimerosal levels. If you have an allergy to thimerosal, please see your family physician for vaccination. Also, if you have any questions regarding a vaccine with trace thimerosal, please consult your physician prior to attending our vaccination event.
Where do the vaccines come from?
VaxAmerica only utilizes vaccines received from our parent company FFF Enterprises, Inc, who purchases the vaccines directly from the manufacturer. We ship the vaccines in our custom flu packaging, which maintains a temperature-controlled environment protecting the efficacy of the vaccines.
How often should I get a flu vaccination?
The Advisory Committee on Immunization Practices (ACIP) has recommended that all Americans over 6 months of age be vaccinated annually.
Do you have testimonials or referrals that I can check?
For your convenience, we have provided a link for testimonials.
When is flu season? What is the best time to have our employees vaccinated?
The timing and duration of flu season varies from year-to-year. The CDC recommends vaccinations begin in September but also agrees that it is acceptable to continue to vaccinate into April. Though typically seen in late November and early December, with the peak sometime in February, outbreaks can occur as early as October and activity can continue well beyond April or May.
What age groups should be vaccinated?
The Advisory Committee on Immunization Practices (ACIP) recommendations for use of the trivalent seasonal influenza vaccine expanded their recommendations in 2010 to include all people over the age of 6 months of age. Currently, VaxAmerica clinics are for those ages 18 and older.
Can pregnant women be vaccinated?
Yes, it is recommended that pregnant women be vaccinated to protect both themselves and their unborn child.
How do we contact VaxAmerica?
For additional questions or to book a clinic event, please contact us at (888) 444-8522 and a personal clinic planner will be happy to assist you.