Visit seasonal flu costs Canada millions of dollars each year in absenteeism [1]. The vaccine significantly reduces the number of cases, and when it is offered in the workplace, the vaccination rate rises sharply compared to individual vaccination at pharmacies or clinics. The workplace vaccination is one of the simplest organizational health investments to implement and one of the quickest to pay off. This article explains why, which vaccines to offer, how to set up a clinic that runs smoothly, and how to comply with Bill 25 in the process.
On this page
- Why Vaccinate in the Workplace?
- Which Vaccines to Offer
- How to Organize the Clinic
- Special Cases Based on Profiles
- Privacy, Consent, and Bill 25
- Measuring Impact and Return on Investment
- Myths and Misconceptions
- Frequently asked questions
- Sources
Why Vaccinate in the Workplace?
Offer a on-site vaccination clinic serves several complementary objectives: employee health, productivity, employer brand, and contribution to public health.
Documented Benefits
- Documented reduction in absenteeism related to the flu and other preventable infections
- Higher vaccination coverage when the service is available at the office only on an individual basis
- Public Health Support through herd immunity
- A Positive Sign for Health Culture in the workplace — useful for attracting and retaining employees
- Quick Recovery on investment: Several Canadian analyses estimate the return to be well above 1 to 1 [2]
- Reduction in Absenteeism Peaks in January and February, a critical period for several sectors
- Protective effect on vulnerable people in their immediate circle (elderly parents, young children, immunocompromised individuals)
Some Key Figures to Know
- Visit seasonal flu results in millions of lost workdays in Canada each year [1]
- Visit vaccination coverage Company-provided coverage often far exceeds individual coverage for prescription drugs or clinic visits
- A 2- to 3-hour clinic is generally enough to vaccinate an entire team of 30 to 60 people
- More 80 % of employees Those who have access to the vaccine at work say they are satisfied with the service
- Visit sectors Sectors that interact directly with the public (health care, education, food service, and services) see the fastest results
Which Vaccines to Offer
Visit vaccination schedule may be adjusted based on the sector, the team’s composition, and the current recommendations of the Quebec Immunization Committee (CIQ) and the National Advisory Committee on Immunization (NACI).
The Most Relevant Vaccines in the Workplace
- Influenza (every fall) — the most relevant in the workplace
- COVID-19 — in accordance with the current recommendations of the CIQ and the PIQ
- dcaT Reminder (diphtheria, tetanus, pertussis) — every 10 years
- Pneumococcus among eligible individuals (based on age and medical conditions)
- Zona among people aged 50 and older
- Hepatitis A and B for certain job profiles
- Travel Vaccines for employees who travel internationally (hepatitis A, yellow fever, etc.)
- VPH in certain specific contexts, in accordance with the recommendations
Coverage by Quebec's Public Health System
- There are several vaccines that are free as part of the Quebec Immunization Program according to the PIQ criteria [3]
- Visit flu vaccine is free for priority groups (people aged 6 months to 17 years, people 60 and older, pregnant women, people with chronic illnesses, healthcare workers, and household contacts of children under 6 months)
- Other vaccines (shingles, hepatitis A for travelers, certain travel vaccines) are paid
- L’An employer may cover the cost of vaccines that require payment — it is often a significant driver of participation
Key Takeaways
- Visit workplace vaccination significantly improves coverage compared to an individual approach
- L’influenza remains the top priority vaccine in the workplace
- A registered nurse and registered with the OIIQ must administer the vaccines
- Visit free and informed consent remains mandatory for each vaccination
- Visit vaccination data are confidential—the employer receives only aggregated statistics
- Visit return on investment is measured in terms of absenteeism prevented and productivity maintained
How to Organize the Clinic
A on-site vaccination clinic Success depends on a few simple but structured steps.
Recommended Steps
- Assessing Needs About the team: desired vaccines, dates, languages, and relevant locations
- Choosing a healthcare provider with licensed nurses registered with the OIIQ
- Verify Compliance in accordance with the standards of the Quebec Immunization Protocol (PIQ)
- Reserve a suitable venue : privacy, ventilation, water source, post-vaccination observation area
- Promote the clinic 3 to 4 weeks in advance, with email reminders and posted notices
- Offer appointment time slots as appropriate (start and end of shift, lunch break)
- Cover the cost of vaccines that require payment (shingles, travel vaccines) when relevant—a powerful tool for increasing participation
- Plan for an observation period 15 minutes after the injection
- Track the metrics : coverage rate, satisfaction, qualitative feedback
- Renew annually by adjusting based on what has been learned
The Ideal Schedule for the Flu
| Period | Action |
|---|---|
| August — September | Choose a partner, set the dates, and confirm the venue |
| Mid-September | Launch the internal communication campaign and registration |
| October–November | Hold the vaccination clinic (ideally before mid-November) |
| December | Take stock: coverage achieved, satisfaction, adjustments for the following year |
Pitfalls to Avoid
- Announcing it too late — Employees need at least 2 to 3 weeks to get organized
- Hold the clinic in December — The flu is already circulating, so the protective effect is reduced
- Mandating Vaccination — it must remain strictly voluntary
- Choose the least expensive partner without verifying qualifications (OIIQ-certified nurses, PIQ compliance)
- Neglecting the room — Privacy, ventilation, and post-vaccination monitoring are essential
- Forgetting Communication follow-up (reminders, thank-you emails)
Special Cases Based on Profiles
Certain teams or work situations benefit from a tailored vaccination schedule. Here are the most common cases.
Healthcare staff
- Flu Vaccination Highly recommended annually
- Reminders in accordance with the recommendations of the CIQ and the PIQ
- Hepatitis B up-to-date for exposed personnel
- COVID-19 in accordance with current recommendations
- Importance of protect patients vulnerable
Workers Exposed to Biological Hazards
- Laboratory, waste management, maintenance services : Hepatitis A and B, tetanus vaccinations up to date
- First Responders, Public Safety : flu, hepatitis B, vaccination updates
- Animal Health Workers : specific vaccines based on exposure
Business travelers
- Pre-trip Consultation 4 to 8 weeks before departure
- Vaccines by Destination : yellow fever, hepatitis A, typhoid, rabies, Japanese encephalitis, etc.
- Update basic vaccines (measles, tetanus, polio)
- Travel Health Tips : malaria prevention, food security, first-aid kit
Pregnant women
- Flu Recommended for every pregnancy, regardless of the trimester
- Whooping Cough (dcaT) recommended during every pregnancy to protect the newborn
- COVID-19 in accordance with current recommendations
- Several vaccines up to date before pregnancy (measles, chickenpox), not during
Workers aged 50 and older
- Zona Recommended for people over 50
- Pneumococcus as recommended at age 65 (or earlier if there are medical conditions)
- Flu Free annual checkup starting at age 60 in Quebec
- Update Regarding the dcaT recall
Privacy, Consent, and Bill 25
Visit Vaccination is a medical procedure. It involves strict rules regarding consent, record-keeping, and the protection of personal information.
Workplace Obligations
- Free and Informed Consent collected from each vaccinated person
- Checking for Contraindications and a history of allergies
- Post-injection observation (usually 15 minutes)
- Record-keeping in accordance with professional standards
- Registration in the Quebec Vaccination Registry in accordance with the established procedures
- Compliance with Act 25 on the Protection of Personal Information [4]
- No obligation for employees to get vaccinated — the process remains voluntary
What the employer receives (and does not receive)
- L’The employer never has access to individual vaccination records
- He usually receives anonymized statistics : participation rate, satisfaction
- Visit individual contraindications or the reasons for rejection are never disclosed
- All data breach must be reported in accordance with the requirements of Act 25
Measuring Impact and Return on Investment
Like any HR investment, the workplace vaccination can be measured and justified using simple indicators.
Key Metrics to Monitor
- Turnout rate (% of vaccinated employees)
- Evolution year-over-year rate
- Satisfaction as measured by a brief post-clinical survey
- Absenteeism Rate winter compared to previous years
- Peak in Absences in January–February
- Total cost of the clinic relative to the number of vaccinated employees
Quick and Tangible Results
Several Canadian analyses place the return on investment of workplace flu vaccination beyond a 1-to-1 return on investment, primarily through reduced winter absenteeism and sustained productivity. Organizations that provide direct service to the public or have a large customer-facing workforce generally see the fastest returns.
Is your small business planning to organize a vaccination clinic this season? Omicron Clinic organizes on-site vaccination clinics at our service locations in Quebec: flu, COVID-19, booster shots, travel vaccines, PIQ compliance, and Bill 25, as well as regional partners. View the B2B offering or set up a meeting to discuss your situation.
Myths and Misconceptions
«The flu vaccine causes the flu.»
False. The injectable flu vaccine contains inactivated viruses or viral fragments that cannot cause the disease. Some mild side effects (redness, fatigue, mild fever) may occur within 24 to 48 hours, but these are not symptoms of the flu.
«If I never get sick, I don't need the vaccine.»
Nuanced. A healthy person can spread the flu to vulnerable individuals (colleagues, elderly relatives, young children, immunocompromised people) without becoming seriously ill themselves. Vaccination helps build herd immunity and protect those around you.
«The vaccine isn't effective.»
Nuanced. Effectiveness varies from year to year depending on how well the circulating strains match the vaccine. Even when effectiveness is moderate, the vaccine reduces the severity of the disease, hospitalizations, and complications, particularly among vulnerable individuals.
«My employees can go to the pharmacy on their own.»
Mostly fake. In practice, coverage at individual pharmacies remains lower than that provided by an on-site clinic. Time constraints, long wait times for appointments, and a lack of organizational support account for this difference. Direct access to the office removes most of these barriers.
«You can't force an employee to get vaccinated.»
True. Vaccination remains a voluntary choice and requires free and informed consent. Certain specific requirements may apply in very specific contexts (healthcare facilities, certain job roles), but these fall under sector-specific regulations and are not the result of a unilateral decision by an employer.
Frequently asked questions
How many employees does it take for this to be profitable?
An on-site vaccination clinic becomes a viable option for companies with approximately 20 to 30 employees. For smaller companies, it is often easier to refer employees to a partner pharmacy or to organize a joint vaccination day with other small businesses. Several providers offer packages tailored to small and medium-sized businesses.
How long does it take to set up a clinic for a team of 50 people?
With good organization (spaced-out appointments, a team of 1 to 2 nurses), a clinic for 50 employees usually takes 2 to 3 hours. This time includes the quick assessment, the injection, and the post-vaccination observation period.
Does the employer always pay for the vaccine?
Not necessarily. The flu vaccine is free for priority groups as defined by the PIQ. For other vaccines that require payment (shingles, travel vaccines, hepatitis A in certain situations), the employer may cover all or part of the cost. This is often a strong incentive for participation.
What should you do if an employee is afraid of needles?
Experienced nurses are trained to support anxious patients. Several strategies can help: step-by-step explanations, having the patient lie down if necessary, slow breathing, and distraction. For patients who are very anxious, a dedicated appointment outside of a group clinic setting is sometimes preferable.
Can you get vaccinated during pregnancy?
Yes, for several vaccines. The flu vaccine and the pertussis vaccine (DTaP) are strongly recommended during every pregnancy to protect both the pregnant woman and the newborn. COVID-19 vaccination is also recommended according to current guidelines. However, certain live vaccines (measles, chickenpox) are contraindicated during pregnancy.
Can an employer obtain a list of vaccinated employees?
No. Individual vaccination records are protected by professional confidentiality and by Act 25. Employers receive only anonymized statistics (total number of vaccinations, participation rate, satisfaction). Any sharing of personally identifiable data would constitute a breach.
Sources
- INSPQ — Quebec National Institute of Public Health. Influenza Surveillance and Its Impact on the Workplace.
- Public Health Agency of Canada. The Economic Cost of the Flu in Canada.
- Ministry of Health and Social Services. Quebec Immunization Protocol (QIP).
- Quebec Commission on Access to Information (CAI). Bill 25 and Personal Health Information.
- Quebec Immunization Committee (CIQ). Vaccination Recommendations in Quebec.
- National Advisory Committee on Immunization (NACI). Canadian Immunization Guide.
- Quebec Order of Nurses (OIIQ). Nurses' Oversight of Vaccination.
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