The Vaccination Process
For Clinic Coordinators and Attendees (Staff)
The Workplace Coordinator needs to:
1. ENQUIRE ABOUT A QUOTE OR BOOKING
Contact VaxiCare to enquire about a Quote or Booking using our Online Booking Form.
Negotiate, we will contact you to discuss your needs, 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.
Booking Confirmation. Once confirmed, we email you a Booking Confirmation Link and QR Code with full instructions. You receive 2 emails, one is titled COORDINATOR Instructions, the other is titled STAFF booking instructions. Both emails contain 2 attachments, a QR Code and a User Guide.
2. COMMENCE WITH STAFF BOOKINGS
Test your Booking Link and scan the QR Code from the original emails you received, due to security measures, the Booking Link will not work if copied and pasted second hand. Your IT Security may also block the Link from working, please contact your IT department for assistance and inform us there is an issue. Booking yourself in is a great way to test before informing your Staff, you can edit or cancel your booking online.
Promote the Event:
- Forward the email titled STAFF Booking Instructions with 2 attachments to your Staff
- Place our Poster and your QR Code in areas with high traffic at your workplace.Questions. If Staff have questions about Flu Vaccination, availability of the latestertain types of Vaccines, the links below are provided in their email. They can also just email us their questions.
Frequently Asked Questions
Vaccine Consumer Medical Information
How to get Proof of Vaccination with or without MyGov / Medicare
3. MAKE ARRANGEMENTS
VENUE REQUIREMENTS
ESSENTIAL - Venue must have reliable Cellular Coverage or Wifi Backup,
we cannot update Attendee Medicare Records without the Internet!
Central - preferably near hand washing facilities or bathrooms
Clean - for vaccination purposes, climate controlled
Walk-ins without bookings - Print & display your QR Code at the Venue for, it reduces delays.
Suitably sized for your staff quota with table and chairs for 1 or 2 Nurses attending with eskys, room to unpack equipment.
Queuing - Consider space or seating for Attendees who are delayed, they may also queue outside or in the hallway
Waiting area - where Attendees can remain for 15 minutes of post-vaccination observation.
INFO THE NURSE NEEDS!
Entrance Gate - where to enter the premises, building layout maps are useful
Parking - Where to park close to the venue,free or reimbursable Parking helps keep fees affordable
Building Access - The Nurse carries equipment in a wheeled esky, advise of stairs, lifts, ramps & security admission
Mobile Phone Contact - The Nurse will contact you on arrival 15 minutes prior to the appointment, essential for early morning appointments. If you are not going to be available on the day, email us alternative contact details.
COMPLIANCE
VaxiCare is fully compliant with Workplace Health and Safety Regulations, let us know if you need our current Workcover Certificate of Currency (CoC).
4. MONITOR STAFF BOOKING NUMBERS
Monitor bookings numbers online. You will receive login instructions with the Booking Link to do this. 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 don’t charge for appointment postponements or cancellations but we do ask you give us reasonable notice, at least 48 hours prior to event.
Encourage Staff to register online prior to the date, it helps us calculate the number of vaccines to bring and reduces delays.
Staff that register on arrival (ROA or walk-ins) 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.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 know and do:
Make an Appointment
Using the Electronic Booking Link or QR Code from our original email, Staff must book themselves in to make an appointment. Staff are empowered to book, change or cancel appointments online, a detailed User Guide is supplied.Medical Consent, Health Checklist and Personal Medical Details
Each Staff Member must complete their own consent online and will be asked for their personal medical details.
Data is stored in accordance with the VaxiCare Medical Data Privacy & Security Policy.
Accuracy is important in order to receive Clinic updates and Proof of Vaccination.Booking on behalf of Children
Parents or Guardians must grant permission online when booking in on behalf of a child. Parents can use their own mobile and email to book in their children.
- Twins: In the case of same mobile number and DOB (eg Date of Birth for twins), please contact us to assist with your application, the booking system security check is based on unique DOB and consequent uploading of Medicare Records.
- Boarders: If a School Guardian can’t grant online permission on behalf of a boarder whose parents are overseas, please contact us to assist with contacting the overseas parents for consent. Please note, due to Security and Australian Medical Data Regulation, out booking system is not available overseas!Questions
FAQ and Vaccine Info for 2026 is available to assist Staff with Questions every step of the way.Type of Vaccine
Factor’s such as age determines the type of vaccine. The availability of the FLUAD QUAD Vaccine for 65 years and older depends on the supply date and number of vaccines given to Vaxicare by QLD Health Department. Contact Vaxicare to enquire availability of the vaccine before going to the clinic, if the vaccine is not available you can choose to go to a GP or Pharmacy. Please keep consulting our Vaccine Information for the latest Vaccine Consumer Medical Info (CMI).We update this as soon as we receive news regarding vaccine availability and delivery from QLD Health.
Dress for Success!
Please wear clothing that will allow you to easily expose the area of vaccination, without the need for undressing, venues don’t always cater for a private space.
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.
Register on arrival (ROA or walk-ins without appointments) 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, dietary conscious, 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.