Flu waves lead to millions of sick notes in Germany: in the severe 2017/18 season, the Robert Koch Institute estimated around 5.3 million flu-related cases of incapacity for work (RKI, influenza season report 2017/18). Some of these absences could be prevented by vaccination. The workplace flu vaccination belongs to the area of preventive care, and its benefit is easy to estimate: vaccination cost per person versus the average number of sick days for someone with the flu.
What makes the workplace vaccination day so effective?
Convenience is the strongest driver of vaccination decisions. Anyone who has to book their own doctor's appointment, drive there, wait, and come back tends to put it off. Anyone who can get vaccinated in the break room during their lunch break – through a mobile occupational health service – actually does it. Workplace vaccination days therefore often reach more employees than the route via one's own doctor's practice. Covering the cost for employees – fully or partially – further strengthens participation.
When is the right time, and what does it take?
October and November are ideal – before the wave begins. An appointment with advance registration reduces waiting lines and helps the medical staff plan. Advance communication, a simple sign-up link, and a short info notice are the entire effort required on the company's side. An occupational physician can run an appointment like this – the guide Occupational physician: duty, costs and care models shows the options (German law).
How to put it in place
- 1Contact the company doctor or an external vaccination service and fix the date – ideally September/October
- 2Clarify how the vaccine is obtained and who covers the cost (often the employer or the German statutory health insurance fund (Krankenkasse))
- 3Organise a room: a quiet, clean room for the consultation and the vaccination, with a short waiting area
- 4Communicate clearly that it is voluntary – taking part is an offer, not an obligation
- 5Send everyone a note: briefly explain date, place, procedure, that it is voluntary and what it brings
- 6Provide a sign-up list or time-slot booking so there are no long waits
- 7Hand out the information sheet in advance so the appointment itself stays short
- 8Make sure the schedule runs smoothly: consultation, vaccination, short observation
- 9Let employees take part during working time – this raises the uptake considerably
- 10Protect privacy: health data stays with the doctor only
- 11Record the number of participants (anonymous, total only) for WHP reporting
- 12Collect short feedback on the process (waiting time, organisation)
- 13Note a date for next year – repeating it every year builds the routine
What you need
- Effort
- half a day
- Cost
- under €100
- Duration
- 1 day
- Setup
- 120 min
- ✓ Fewer sick days
- ✓ Duty of care
- ✓ Measurable
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