A workplace flu program: what HR should ask before signing

Workplace flu clinics are a high-leverage, low-fuss benefit: short queue time for staff, lower seasonal sick leave, a tangible sign of duty-of-care. But the quality of providers varies, and the boring parts, documentation, reporting, anaphylaxis preparedness, are exactly where a budget option can let you down. Here’s what a good HR person should ask before signing.

1. Who is administering the vaccines?

Every immuniser must be AHPRA-registered with a current scope-of-practice authorisation for the vaccines being administered, plus current first aid and CPR. You can verify any practitioner via the AHPRA public register. Ask the provider for the names of the immunisers who’ll be on site so you can spot-check.

2. How is consent handled?

Good providers run online consent in the week before the clinic, so staff have time to read the consumer information without queueing. The pre-vaccination screening checklist (from the Australian Immunisation Handbook) is then confirmed verbally on the day. Beware providers who hand out paper consent at the door, it leads to rushed decisions.

3. What’s the anaphylaxis plan?

Every clinic should have at least one adrenaline auto-injector or ampoule on site, two people who can manage an anaphylaxis response, and a documented escalation protocol. Ask for the protocol in writing. The 15-minute post-vaccination observation period is mandatory, if a provider doesn’t mention it, that’s a flag.

4. How are records handled?

Every dose must be reported to the Australian Immunisation Register within 24 hours and no later than 10 working days, this has been a legal requirement since 1 July 2021. Your provider should also be able to give you a de-identified summary of doses administered, refusals, and any adverse events, without sharing any individual staff member’s record without their explicit consent.

5. Cold chain

Vaccines must be transported and stored between 2°C and 8°C, with a continuous temperature log. Ask to see the provider’s cold-chain log from a recent clinic. If they hesitate, walk away.

6. Privacy and inclusion

• Staff data should be handled under the Privacy Act 1988 and stored on Australian servers wherever possible.
• A private consultation space should be available for staff who prefer it.
• The provider should accommodate translation needs (TIS National 131 450 is free).

What our process looks like

We pre-book consent online, deliver clinics with two AHPRA-registered immunisers on site for any clinic over 30 staff, follow the Handbook’s screening protocol on the day, observe everyone for 15 minutes, and send your HR team a clinic-summary report within 48 hours. If you’re evaluating providers, our workplace services page sets out the full process.