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Clinic Scheduling & Preparation

  • How do I schedule a vaccine clinic?

Email our scheduling team at schedule@health-vax.com with your preferred clinic date(s), facility location, and estimated number of participants.

  • What is the minimum number of participants required for a clinic?

We ask for at least 5 participants, but we’ll work with your facility’s needs based on your location and staffing.

  • You mentioned scheduling three clinics per year. What if we need more?

Three clinics per year provide consistent coverage and streamline coordination. However, we're happy to schedule additional clinics as needed to meet your facility’s demands.

  • When will the vaccinator arrive on clinic day?

Vaccinators typically arrive 15–30 minutes before the scheduled start time to check in, review the roster with your point of contact, and set up.

  • How do I know which residents will be vaccinated at the clinic?

The Health Vax CRM team will provide the Clinic Roster for your review and confirmation six days prior to the scheduled clinic. This roster will include all residents who have submitted consent forms and have successfully passed insurance and compliance verifications. Vaccinators cannot use a roster provided by the facility.

  • What if there are last-minute additions to the roster?

Please contact our scheduling team. While we can’t guarantee same-day accommodation, we will try our best to assist.

CONSENT FORMS & PRE-CLINIC Preparation

  • Why do I need to submit consent forms 7 days before the clinic?

Early submission allows us to:

  • Complete insurance and compliance checks

  • Perform any required prior authorizations

  • Ensure timely delivery of vaccines

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Late submissions may result in vaccine unavailability.

  • What needs to be submitted before the clinic?

Submit the following items 7 days prior:

  • Digital consent forms for residents and staff

  • Insurance or face sheet documentation attached to each consent

  • Are there tools available to help with consent forms?

Yes. We provide:

  • Digital consent forms

  • An instructional video for completing consents

  • Access to our Weekly Education Meeting on Wednesdays at 12:00 PM CST for live support

  • Why do you use digital consent forms?

Our team prefers digital forms because we have found that they:

  • Improve accuracy.

  • Reduce errors.

  • Speed up compliance checks.

  • Make records traceable and audit-ready for inspectors.

  • Allow faster documentation and follow-up.

VACCINE DELIVERY & STORAGE

  • When will the facility receive the vaccines?

Vaccines are delivered one-two days before the clinic. We’ll notify your team via email with the exact date.

  • What should we do when the vaccines arrive?

  • Immediately refrigerate vaccines upon arrival

  • Maintain storage between 36°F and 46°F

  • Do not freeze

CLINIC DAY EXPECTATIONS

  • What is expected from facility staff during the clinic?

  • Have your designated contact person available to meet with our vaccinator in the morning.

  • Handover refrigerated vaccines to our vaccinator.

  • You may assign a staff member or aide to help locate and identify residents and/or notify your staff that our vaccinator will be present and may need assistance with locating or identifying residents.

  • Note that our vaccinator has all equipment and supplies but will leave the sharps container with the facility to dispose of.

  • How long is patient monitoring after vaccination?

​​Vaccinators observe each patient for 2–5 minutes post-vaccination. Ongoing monitoring is the responsibility of your staff.

  • Can a dose be left for a nurse to administer later?

No, however we will leave behind vaccines at the facility in a clearly labeled Health Vax vaccine packet which can be used at a future scheduled clinic. Vaccines ordered by Health Vax must be administered by Health Vax.

  • What happens if there is an adverse reaction?

  • Mild reaction: The vaccinator assists and notifies your nurse.

  • Severe reaction (e.g., anaphylaxis):

    • Epinephrine is administered

    • 911 is called

    • EMS receives a full report

    • The event is reported to VAERS by our staff

DOCUMENTATION & REPORTING

  • How will we receive post-clinic documentation?

  • You’ll receive completed electronic documentation within 24 hours.

  • A copy of the vaccinator’s roster with vaccine details can be shared before they leave, if needed.

  • Will vaccine records be uploaded to the state registry?

Yes. We submit all vaccine records to your state’s Immunization Information System (IIS).

  • Can the vaccinator chart directly into our system (e.g., PointClickCare)?

Not at this time. Due to limited integration and high seasonal volume, vaccinators document using our internal system. We will provide complete, accurate documentation that can be uploaded into your records.

  • Can you tell us what portion of our population was vaccinated at the clinic?

​​We only vaccinate individuals for whom we receive consent forms. Because we do not have access to your facilities full census or employment info, we are not able to determine the percentage of the population we vaccinate.

BILLING & COST

  • Does the facility pay for the vaccines?

In most cases, no. Health Vax bills insurance directly. However, billing may occur in the following cases:

  • A resident is on a Medicare Part A stay

  • A resident or staff member is uninsured

  • The facility chooses to cover vaccines for employees

  • Who is responsible for billing insurance?

Health Vax handles all insurance billing for vaccine products and administration, unless a facility billing arrangement is in place.

referral & support

  • Can I refer another facility or team member? 

Absolutely! We are expanding rapidly and appreciate referrals. Contact us at info@health-vax.com.

  • Still have questions? 

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