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How to Coordinate a Successful Worksite COVID Vaccine Event

April 6th, 2021 | 2 min. read

By Everside Health

physician giving a shot to patient

We are excited to announce that Everside Health is currently approved to administer the new COVID vaccines in 22 states. We have pending approval in another 10 states, which means we will soon have the ability to vaccinate in all states where we have health centers.

We look forward to taking the next step in our ongoing battle against COVID. It has been more than a year since we started collaborating with our employer clients in helping them to develop safe return-to-work protocols and arrange for onsite rapid COVID testing, among other efforts to help ensure the health and safety of employees and keep them working.

Now with our added capability to administer vaccines, we are in an even better position to serve as a solution to the COVID challenge for the hundreds of employers we serve.

For those employers who are planning to schedule a vaccine event for their employees as they become eligible under existing CDC and state health department guidelines, we thought it would be helpful to share what we’ve learned from our past events. The following tips are designed to facilitate worksite vaccine events so as to minimize problems and instill employee confidence:

Start planning early. This massive effort requires consideration of a lot of logistical details. Time should be given to consider any number of what-if scenarios, and employees should be surveyed in advance to accurately assess demand for the vaccine.

Segment employee populations based on eligibility and priority. Provide clear directives as to who can sign up and when in case you receive fewer vaccine doses than the number of people requesting an inoculation. Allow enough additional signups to cover no-shows but be sure to cut off sign ups, as appropriate, to avoid employee frustration and disappointment.

Implement a strong education program designed to overcome vaccine hesitancy and help dispel misperceptions about the vaccines to help ensure a good turnout.

Designate a large, open, dedicated space for the vaccine event that allows for good traffic flow, social distancing and a dedicated area where employees can be observed for side effects after receiving the vaccination.

Assign individuals who will be responsible for various tactics before, during and after the vaccination event, making sure there are an adequate number of staff members to assist medical personnel.

Maintain ongoing communications with all volunteers and staff members involved with the event so everyone is aware of their role and the roles of others. Bring everyone involved together for a prep meeting shortly before the event is scheduled to address any last-minute questions or concerns.

Verify Internet integrity and the availability of cell phone service in the space dedicated for the event.  This is critical to ensuring continual access to sign-up lists and medical records and will facilitate outreach efforts in the case of no-shows and/or late arrivals.

Develop a formal no-show policy to ensure that vaccine doses are not wasted if people change their minds or fail to show up for their scheduled appointments.

Minimize no-shows by sending out multiple reminders in the days leading up to the vaccine event. Retain a list of phone numbers for reaching out to those who signed up and those who may be on a standby list.

Regroup shortly after the first event to identify any communication gaps or ideas for improving event success. In this way, you’ll be better prepared when more doses arrive to vaccinate the next round of employees.

Most importantly, before you even begin planning, make sure you have the right healthcare partner who can help guide you through the complexity of ever-changing COVID guidelines and be at your side to anticipate issues and help you coordinate a highly successful event. Interested in exploring how Everside’s direct primary care services might fit into your organization’s benefits offering? Contact us today to start the conversation at