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Clinic Basics
Registration
Payment
Cancellation
Planning for Your Clinic
The Day of the Clinic
General Questions
Clinic Basics
How do we set up a clinic and how far in advance?
The process of setting up a VaxAmerica clinic involves choosing a date, location and payment options that will be represented in a contract between VaxAmerica and your company. It is much better to arrange a VaxAmerica clinic early; this will secure the date and the vaccine for your clinic. VaxAmerica can contract with your company at any time.
What is a clinic like?
A VaxAmerica clinic is very simple, but will take preparation in order for everything to run smoothly. VaxAmerica will deliver the contracted vaccines and supplies, to your clinic location one to two days before your clinic in sealed, well marked boxes for the nurse to open when he/she arrives on clinic day. VaxAmerica asks that an employee be designated to act as your event coordinator on the day of the clinic. One event coordinator for each 100 participants generally allows clinic participants to move smoothly through the documentation process and injection process. Your event coordinator will be asked to stay for the duration of the clinic and assist with the process. VaxAmerica uses appointment times to allow enough time for each vaccination administration.
Who is our point of contact?
Your personal clinic planner will be designated when you first contact us and will remain the same person throughout the process.
Where will the clinic take place?
A clinic can take place at almost any location as long as the area is a clean, well-lit, indoor location 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 and trash receptacles as specified in the VaxAmerica 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. You will have one personal clinic planner for each of your locations.
Is there a minimum number of doses that my company needs to commit to?
Yes, there is a 50-dose minimum. However, we will look at the aggregate total of your company if you have multiple locations.
How many clinics can we have?
Your company can schedule multiple clinics at different locations and also multiple dates at one location. 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 contract for. VaxAmerica will monitor participation to ensure that the clinic is the appropriate time based on the registration numbers.
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, his guidance and leadership has influenced growth and accessibility of our services.
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Registration
How do we register participants?
Registration is not necessary. If you choose, we can simply send you the number of doses requested. We have sign-up sheets you can use for registration. VaxAmerica has an online registration process where an individual can schedule their own appointment. Companies can also arrange to have their employees sign up by proxy through their clinic coordinator or other designated individual.
Can employees extend invites out to their family and friends?
Yes, if that is how the company has decided to create their clinic and it is agreed to in their contract with VaxAmerica.
How can family and friends receive their flu shot at our clinic?
VaxAmerica is able to offer multiple options including the addition of family and friends over the age of 18 for your clinic.
For a company flu clinic, can employees who are not enrolled in our company’s health plan receive a vaccination?
Yes, we are contracted with multiple health plans and we can also take credit card payments online.
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Payment
Will there be a co-pay or any additional fees included in the cost?
VaxAmerica asks companies to consult with their health plan representative for details of the benefit packages offered through their plan. VaxAmerica does not charge any hidden fees; all costs are included in the price offered at the time of contracting.
Can you bill our company insurance?
Yes, we can bill your health plan if we have a contract with them. If there is no contract currently in place, VaxAmerica will approach your plan to request this and will keep you informed of our progress. To do so, we will need the name and contact information of your health plan representative. VaxAmerica will provide a receipt of vaccination so the patient may submit to the health plan for reimbursement of the vaccination.
What types of payment do you accept?
VaxAmerica accepts the following forms of payment:
- Credit card payments by individual consumers (through the online scheduler only)
- Health insurance for those carriers under contract
- Post-clinic invoicing to the company for any outstanding balance
Is there a down payment cost associated with setting up an employer group clinic?
There is no deposit required for 2011.
How much will the clinic cost? Are there set-up fees, administrative fees, co-pays etc.?
All of the costs will be presented at the time of contracting and will include all fees.
Does the employer group pay for wastage? Who is financially responsible for unbillable vaccines? Is there a cap or any leeway?
For safety and compliance reasons, unused vaccine, once delivered to a clinic cannot be used for another clinic or by another individual. VaxAmerica’s online scheduler should help avoid a prevalence of unused vaccine, however financial responsibility for the vaccine rests with the employer or clinic host.
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Cancellation
How do I cancel or reschedule a clinic?
Once your company has contracted to have a VaxAmerica clinic, you cannot cancel the date. The only time a clinic will be cancelled is 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.
Will my credit card be charged if I cancel after the deadline?
A charge will be incurred for Individual participants who have pre-registered for a vaccination and do not show up for the event.
Will I receive a confirmation via e-mail of my cancellation?
For an individual participant who chooses to cancel 10 days before a scheduled appointment, and has provided us an email address, we will send a cancellation notice by email.
Can I change/cancel my appointment?
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 scheduler.
What if an employee/relative no-shows or has to cancel? What happens to those doses/or is there a charge?
You will need to speak with your VaxAmerica representative regarding any no-shows or last-minute cancellations. Individual participants will be charged an appointment fee on their credit cards.
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Planning for Your Clinic
How can I boost participation in my company’s flu clinic?
VaxAmerica has ready-made marketing materials that can help boost participation. We will be monitoring your clinic and ask that you do the same through the online scheduler. If initial participation is low, suggestions 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.
Do we offer any other services in addition to flu vaccinations at the time of the clinic?
Yes, VaxAmerica also offers blood pressure testing, cholesterol screening, vision testing, and many other wellness services programs are available. Your VaxAmerica representative can assist you in coordinating a Wellness program. Ask about it!
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The Day of the Clinic
What should each participant bring on the day of their vaccination?
In order to receive a vaccination, each employee must present a current photo ID with their date of birth and a copy of their current insurance or Medicare card.
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. 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, and 6-10 chairs for the event assistant and participants to sit for up to 15 minutes after vaccination.
Do the employees need to fill out any paperwork prior to the clinic date?
Consent forms may be made available to participants in advance of the clinic, but will also be available at the clinic.
Will a VaxAmerica representative be on-site on clinic day?
The VaxAmerica skilled nurse who will be administering the clinic will be present, representing VaxAmerica. We ask that an employee from your location also be present to assist on the day of the clinic to act as the event assistant.
How many flu vaccinations will be administered per hour?
Approximately 30 flu vaccinations per nurse per hour will be administered, so the number of vaccinations per hour will depend on the number of nurses contracted for your clinic. This is determined by how many total vaccinations you will need over what time-frame.
How many nurses will VaxAmerica provide?
The number of nurses will be determined by the participation in the clinic and time-frame desired.
How long is a typical clinic?
The length of the clinic will be determined by the number of participants in the clinic and desired time-frame. There is no “typical” clinic, but there is a minimum of two hours and 50 vaccinations, which would require one nurse, for example. The nurse will arrive 30 minutes prior to the clinic to set up, and will stay approximately 30 minutes following the clinic to clean and wrap everything up.
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General Questions
How do we schedule our appointments?
Appointments may be scheduled through our online system or on-site through a sign-up sheet provided by the employer. For those requesting online scheduling, the clinic coordinator will be sent a link to be distributed.
Do you have thimerosal-free vaccines?
Yes, VaxAmerica utilizes thimerosal-free vaccines to participants in most instances, and strives to make sure they are available in the states that require only thimerosal-free vaccines.
What vaccines do you administer?
Influenza injectable, Influenza nasal mist, High-Dose Influenza, Pneumonia vaccination and TDaP vaccination.
Where do the vaccines come from?
Our parent company FFF Enterprises, Inc. purchases the product directly from the manufacturer, and our specialty pharmacy dispenses individual vaccinations to your clinic location for the day of your appointment.
What will be required on the day of the clinic?
Participants will need to bring a photo ID in order to receive their vaccination. Depending upon the employer’s preference, participants may also be asked to bring a copy of their insurance or Medicare card if insurance will be billed.
Why choose VaxAmerica, rather than a competitor?
VaxAmerica purchases vaccines directly from our parent company FFF Enterprises, Inc. (See FFF Enterprises, Inc, for more details) VaxAmerica always knows exactly where your vaccination has been because we ship directly to the clinic location. In times of uncertainty, VaxAmerica will be able to provide assurance that your choice of vendor was a wise choice.
How often should I get a flu vaccination?
The ACIP has recommended that all Americans over 6 months of age be vaccinated annually.
If I am currently ill, can I still get vaccinated?
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.
Do you have testimonials or referrals that I can check?
Please see testimonials.
When is flu season? What is the best time to have our employees vaccinated?
Winter is typically the season for flu outbreaks, but the timing and duration varies from year-to-year. Though typically seen in late December and early January, with the peak sometime in February, outbreaks can occur as early as October and activity can continue well beyond April or May. The CDC recommends vaccinations begin in September but also agrees that it is acceptable to continue to vaccinate into April.
What age groups should be vaccinated? (Adults, kids, etc)
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.
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?
(888) 444-8522
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