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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 VaxClinic 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 VaxClinic early, this will secure the date and the vaccine for you clinic. VaxAmerica can contract with your company at any time.
What is a clinic like?
A VaxClinic is very simple but will take preparation in order for everything to run smoothly. VaxAmerica will ship individual influenza vaccines, labeled with each participant's name, to your clinic location a few days before the clinic. VaxAmerica nurses have been trained in advance and are aware of detail you provide about the clinic location. VaxAmerica asks that an employee from your company 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 point of contact within VaxAmerica will be designated at the time of first contact 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 VaxClinic. Your company must ensure that the location has a functioning land line telephone at the VaxClinic location for use in the event of a medical emergency. The area must be equipped with tables, chairs and trash receptacles as specified in the VaxClinic set-up instructions provided to you by VaxAmerica.
Are you able to service multiple locations?
Yes, VaxAmerica is able to do organize and administer multiple locations across the nation.
Is there a minimum number of doses that my company needs to commit to?
Yes, there is a 50 dose minimum.
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Registration
How do we register participants, and what information is required?
VaxAmerica has an online registration process where an individual can schedule their own appointment and input their personal information such as name, date of birth, insurance information and allergies.
How can family and friends receive their flu shot at our clinic?
VaxAmerica is able to offer multiple options if you choose to have family and friends attend the event. Financial responsibility can be defined in many variations.
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.
How do I schedule my appointment?
All appointments are scheduled online through the VaxAmerica website.
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Payment
Will there be a co-pay or any additional fees included in the cost?
VaxAmerica asks any company 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.
What insurances do you accept?
VaxAmerica is contracted with UnitedHealthcare, Humana, Coventry and Aetna.
Can you bill our company insurance?
Yes, we can bill your health plan if we are contracted with the payor. If VaxAmerica is not contracted with your health plan, VaxAmerica can approach the health plan to become contracted in order for VaxAmerica to be able to bill for your clinic. In order to do this, VaxAmerica will need the name and contact information of your health plan representative.
What types of payment do you accept?
VaxAmerica has flexible payment option and accepts the following forms of payment:
- Credit card payments by individual consumers
- Insurance carriers VaxAmerica is contracted with
- Post clinic invoicing to the company VaxAmerica is contracted with
Is there a down payment cost associated with setting up an employer group clinic?
There is no deposit required for 2010.
How much will the clinic cost us? 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?
VaxAmerica has defined a program that should help avoid wastage responsibility by providing an individual influenza vaccine to each person who registers online for their flu shot. Financial responsibility can be defined at the time of contracting and there are multiple options if someone is not able to receive their administration on the day of appointment.
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Cancellation
How do I cancel or reschedule a clinic?
Once your company has contracted to have a VaxClinic, you cannot cancel the date. The only time a clinic will be cancelled is if your participation does not reach the 50 dose minimum.
Will my credit card be charged if I cancel after the deadline?
For an individual participant you cannot cancel an appointment after the deadline. A credit card will be charged.
Will I receive a confirmation via e-mail of my cancellation?
For an individual participant, if you choose to cancel 10 days before your scheduled appointment, and have provided an email address, you will be notified of your cancelled appointment by email.
How many clinics can we have?
Your company can schedule multiple clinics at different locations and also multiple dates at one location.
How long can each clinic be?
The length of the clinic can be decided 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.
Can I change/cancel my appointment?
For an individual participant, once you have created an appointment you can change the time of the appointment and cancel up until the last day of open registration. Participants can make any changes to your appointment through the online scheduler.
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.
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. For an individual participant, your credit card will be charged an appointment fee.
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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 participation is low, we can offer suggestions and email templates to use with information about why getting a flu shot is so important.
What if I have employees that work off-site?
VaxAmerica does not offer a voucher program that would support
off-site clinics for 2010.
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, or any other wellness services programs are available.
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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 your insurance card or Medicare card. Employees should also bring a print out of their appointment confirmation from the online scheduler.
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 vaccines should be delayed until the illness has improved.
What space set-up is required on the day of the clinic?
An employee should be available to assist with the clinic. Be sure it is clean and well lit with a working land line phone. Please have 2 tables available for check in and 2-3 tables available for the nurses. Please provide at least 2 trash cans, and area for privacy if needed and pens for signing documents. You will also need a chair for the administrative support person, one for each nurse and 6-10 chairs for employees to sit for 15 minutes after vaccination.
Do the employees need to fill out any paperwork prior to the clinic date?
No paperwork is filled out before the clinic. But they must provide accurate information when scheduling their appointment online.
Will a VaxAmerica representative be on site on clinic day?
The nurse staff administering the clinic will be present. We ask that an employee also be present to assist on the day of the clinic.
Who administers the shots?
VaxAmerica contracts with a national network of nurses who are trained on details of the program.
How many flu shots will be administered per hour?
Approximately 25 shots per nurse per hour will be administered, however this amount can vary based on the number of participants who have registered for your clinic.
How many nurses will VaxAmerica provide?
The length of the clinic will be determined by the participation in the clinic and by the availability to the nursing staff.
How long is a typical clinic?
The length of the clinic will be determined by the participation in the clinic and by the availability to the nursing staff. But typically, a clinic is about 2 hours with a half hour for set-up and half hour for break down after.
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General Questions
How do we schedule our appointments?
You will receive a link to your clinic, which your administrator can email to participants.
Do you have thimerosal-free vaccines?
Yes, VaxAmerica utilizes thimeriosal-free vaccines to participants in most instances, and strives to make sure they are available for and in the states that require only thimerosal-free vaccines pending any unforeseen issues.
What vaccines do you administer?
See the list of vaccines on the Vaccines page.
Where do the vaccines come from?
Manufacturers produce the vaccines. See vaccine list for details. 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?
You must bring photo ID in order to receive your vaccination.
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 can I get a flu vaccination?
The ACIP has recommended that all Americans over 6 months of age be vaccinated yearly. The H1N1 strain will be one of the strains present in the season influenza vaccine offered nationally for 2010.
If I am currently ill, can I still get vaccinated?
This will be decided at the discretion of the nurse administering the shots.
Do you have testimonials or referrals that I can check?
See testimonials.
When is flu season? What is the best time to have our employees vaccinated?
The CDC recommends vaccinations begin in September but also agrees that it is acceptable to continue to vaccinate into April.
How do we contact VaxAmerica?
(888) 444-8522
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 have expanded to include all adults beginning in the 2010-11 influenza season. As a result of this new advisory, annual influenza vaccination has virtually become a universal recommendation for all Americans above the age of 6 months of age.
Can pregnant women be vaccinated?
Yes, it is recommended.
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