Flu season is a busy time for clinics. Prepare for flu season with our downloadable checklist, derived from Ashley and Arun’s podcast episode, How Can Clinics Get Ready for Flu Season?

Click here to download your PDF copy of the checklist.

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Flu Season Checklist for Clinics

Pre-Flu Season Operations

• Review ImmunizeBC.ca for flu season updates, allocation details, and authorized injection administrators. Priority often goes to seniors and at-risk groups.
• Contact the local public health unit to inquire about vaccine availability.
• Pre-order flu vaccines to ensure you don’t run out.
  • Advertise the availability of flu vaccines.
  • Notify all staff and doctors in the clinic that flu vaccines are available for patients.
  • Notify local pharmacies.
  • Use printed signs in the waiting room, exam rooms, outside and inside the clinic.
  • Send a mass email announcement to all of your patients.
• Stock up on essential supplies:
  • Masks
  • Swabs
  • Syringes
  • Bandaids
  • Vaccines

Clinic Policies & Practices

• Hold a regular team huddle to ensure alignment among all staff members.
• Confirm MOAs are ready with supplies for the week’s appointments.
• Divide tasks among MOAs to distribute the workload efficiently.
• Implement a patient self check-in system to reduce MOA’s administrative load.

Implementing Technology

• Implement an online booking system for the flu vaccine, if not already in place.
  • Set specific times for the flu clinic (e.g., 9:00 AM to 11:30 AM and 3:30 PM to 6:30 PM)
  • Use cluster-book appointments to manage patient influx efficiently.
• Consider implementing telehealth solutions (e.g. video appointments, patient messaging), if not already in place.

Front Desk & Waiting Room

• Appoint a leader for the front desk.
• Prioritize customer service, as misunderstandings occur more easily during busy times.
• Practice maintaining a calm ambiance at the front desk and waiting room. Patients don’t react well to chaotic environments.
• Reduce phone calls: update your voicemail to direct patients to the online booking page.
• Reaffirm training where relevant: give guidance for staff who require specific assistance in call volume management and task prioritization.