The Vaccination Process

For Clinic Coordinators and Attendees (Staff)

What the Workplace Coordinator needs to do:

1. ENQUIRE ABOUT A QUOTE OR BOOKING

  1. Contact VaxiCare to enquire about a Quote or Booking using our Online Booking Form.

  2. We will respond to discuss your needs, negotiate Time Slots and fees. Your appointments are tailored to your staff numbers, generally 12 Appointments per 15 minutes. There is no maximum, we will extend the Appointment if more time is required, the Nurse will stay to complete all vaccination bookings. If you require a Nurse to stay significantly longer than the appointment time, an additional hourly Nurse Fee may apply.

  3. Once you confirm the booking, we email you a Booking Confirmation Link and QR Code with full instructions, one email for the Coordinator and another to forward to your Staff.

2. STAFF BOOKINGS

  1. Test your Booking Link and QR Code from original the email, due to security measures, the Booking Link will not work if copied and pasted second hand. Your IT Security may also block it from working, please contact your IT department for assistance and inform us there is an issue.

  2. Promote the Event:
    - Forward the original emailed Booking Link and QR Code to your Staff
    - Place our Poster in areas with high traffic at your workplace.

  3. If Staff have questions about Flu Vaccination, these links are provided on their email:
    Frequently Asked Questions and Vaccine Consumer Medical Information 

3. ARRANGE

  1. Arrange a central, suitably sized Venue

  2. To avoid delays, ensure the Venue has a good strong Cellular and / or Wifi Reception for our onlline booking system. If your signal reception is not reliable, our Nurse needs to prepare for offline vaccination.

  3. Arrange Free or reimbursable Parking for the Nurse, this helps us keep our fees affordable

  4. Arrange Nurse access to your Location, let us have details of security admission, building or location maps, entrance gates and specific driving directions

  5. Ensure our Nurse has a direct phone number to contact you on arrival 15 minutes prior to the appointment, especially important for early morning appointments

  6. Compliance - Workplace Health and Safety Regulations, let us know if you need our current Workcover Certificate of Currency (CoC).

4. MONITOR

  1. Monitor bookings online. You will receive login instructions with the Booking Link. We send you regular booking number updates to ensure the minimum attendees requirement is met and suggest alternatives if your bookings are under the required limit. We not charge for appointments changes such as postponements or cancellations but we do ask you give us reasonable notice, at least 48 hours prior to event.

  2. Encourage Staff to register online prior to the date, it helps us calculate the number of vaccines to bring.
    Staff that register on arrival (ROA) will need:
    - a Phone to book in
    - Medicare or Individual Health Identifier (IHI) number is recommended, this ensures records are uploaded to the Australian Immunisation Register (AIR) asap for Proof of Vaccination.
    We carry surplus vaccines for ROA’s but prefer pre-bookings that significantly reduces delays.

  3. Remind Staff regularly about the event. Attendees will receive SMS and email reminders just before the clinic. On the day, the Nurse will liaise with the Coordinator regarding absent staff that booked, referred to as no shows, this may affect your minimum attendee requirement, resulting in fees for unused vaccines. If staff with appointments are delayed, they can just show up and join the queue, appointments are not mandatory.

If our Nurse is delayed (eg traffic) on the day, please contact us, we will send an SMS to all Staff that booked regarding the delay.

What Attendees (Staff) need to do:

  1. Using the Electronic Booking Link or QR Code from the original email, Staff must book themselves in to make an appointment.

  2. Each Staff Member will be asked for their personal and medical details, data is stored in accordance with the
    VaxiCare Medical Data Privacy & Security Policy. Accuracy is important in order to receive Clinic updates.

  3. FAQ and Vaccine Info for 2026 is available to assist Staff with Questions

  4. Each Attendee has to complete their own Medical Consent Form and Health Checklist online or grant permission as a Guardian if they are booking in on behalf of a child. 

  5. Report at the Venue on the day at the time of their appointment. Appointments can be changed or cancelled online. Staff that are delayed can just show up and join the queue, appointments are not mandatory.

  6. Staff that register on arrival (ROA) will need
    - a phone to book in
    - Medicare or Individual Health Identifier (IHI) number is recommended, this ensures records are uploaded to AIR asap for Proof of Vaccination.
    We carry surplus vaccines for ROA’s but prefer pre-bookings that significantly reduces delays.

What to expect on day of vaccination

Our Nurse will contact the Coordinator on arrival 15 minutes prior to the Appointment, please ensure a direct number is available for the nurse, especially for early morning appointments. If the Coordinator is absent, please ensure there is stand-in person to contact.

For Attendees that registered prior to clinic date, our Nurse will:

  • Identify Attendees from their Appointment details

  • Assess Attendee suitability for vaccination by checking the Health Checklist they provided

  • Discuss any concerns with Attendees and make them feel at ease

  • Vaccinate the Attendee, it’s quick, the injection site will be hygienically sealed with a band-aid

  • Assist Attendees in case of any adverse reaction during their 15 minute observation period after vaccination

  • A pleasant experience, we provide free lollipops to all our participants!

For Attendees that register on arrival:

  • There will be a QR Code on the Wall to scan or the Nurse will provide a Booking Link or QR Code with instructions for the Attendee to book an appointment online

  • The Nurse will then follow the same process for Attendees that booked prior to clinic date.

Proof of Vaccination

With or without Medicare. Medicare is not needed to receive a Flu Vaccination. Each Attendee will receive a Vaccination Confirmation email after vaccination, a record of the completed vaccination will automatically be uploaded to Medicare. VaxiCare can issue a Vaccination Certificate for participants without Medicare on request.
How to find Proof of Vaccination from your myGov Health Record.

What is a Medicare Card IRN?

A Medicare IRN (Individual Reference Number) is the single digit to the left of your name on an Australian Medicare card, used to identify you as one of several people on the same card, ensuring the correct person is billed for services.

Medicare Card

Enquire about a Quote or Booking
VaxiCare Fees