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2019-2020 UKHC Influenza Vaccine Campaign Deadlines and Policy

Resources for directors, managers and supervisors

An annual flu shot is mandatory for any UK HealthCare employee who is required to get an annual TB screening. The deadline for receipt of a flu shot is the end of business on December 1. Several clinics will be held in locations throughout the enterprise.

Together, we can stop the spread of FLU


Resources available include:

  • Immunization declination request form
  • Written warning for non-compliance template
  • Healthcare worker call-in documentation
  • Outside flu shot online declaration
  • CDC Vaccine Information Statement (VIS)
  • Vaccine clinics flyer
  • Instructions for obtaining employee health immunization records online

View all resources »

  • Vaccination clinics

    The influenza vaccine is a REQUIRED immunization and is FREE at any of the clinics below for UK HealthCare employees with a UK employee ID badge.

    CHANDLER HOSPITAL, PAVILION A, ROOM A01.123

    Wednesday, Sept. 11, noon – 4 p.m. Friday, Sept. 13, 2 – 6 p.m.

    Saturday, Sept. 14, 7 – 9 a.m. Friday, Sept. 20, 8 a.m. – noon Monday, Sept. 23, 10 a.m. – 1 p.m. Friday, Sept. 27, 9 a.m. – noon Thursday, Oct. 3, 11 a.m. – 2 p.m.
    Monday, Oct. 21, 9 – 11 a.m.

    ALUMNI PARK PLAZA, BUILDING 2317, ROOM B040

    Thursday, Sept. 19, 9 a.m. – noon

    GOOD SAMARITAN HOSPITAL, ROOM A/B 132

    Thursday, Sept. 12, 7 – 10 a.m.

    Wednesday, Sept. 18, 3 – 5 p.m.

    UK HEALTHCARE AT TURFLAND, ROOM T1307

    Wednesday, Sept. 25, 10 a.m. – 2 p.m.

    FOUNTAIN COURT, ROOM 213

    Monday, Sept. 16, 10 a.m. – 1 p.m.

    For more information email Employee Health.

  • Flu FAQs for UKHC Seasonal Influenza Vaccine Requirement

    Directors, managers and supervisors: Do you have questions about the seasonal influenza vaccine requirement? The following are a few Frequently Asked Questions. If you have additional questions or need clarification please contact us at employeehealth@uky.edu.

    What is the expectation?

    In what policy is this a requirement?

    Who is required?

    When is the deadline to comply?

    How can I be in compliance?

    What if an employee receives the vaccine from somewhere else?

    How does an employee receive their badge buddy if they document an outside flu shot?

    What type of flu vaccine is offered?

    What if I am allergic to eggs?

    What if an employee needs special accommodations?

    What is the declination process?

    Will the manager be notified of the outcome of the declination process?

    What are the consequences of non-compliance?

    When can I get a flu shot?

    Can managers check-out vaccines from Employee Health for inter-departmental vaccination?

    What is the new House Calls service? NEW

    Are they free?

    How will managers know who is compliant and who is not?

    Will employees have to be masked during flu season?

    Why does Employee Health need to know if I am sick with influenza?

    What if an employee is sent home due to influenza or influenza-like-illness? Is it an occurrence?

    What if I need documentation of my influenza vaccine?

    What about students and observers?

    Where can I go for additional questions/resources?


    Q. What is the expectation?

    A. The expectation established by UK HealthCare Leadership is that all UK HealthCare employees who are required to participate in the annual TB screening are also required to receive the seasonal influenza vaccine. This is to ensure the protection of our employees, patients, visitors and families during influenza season. Influenza is a contagious virus; however, there are many ways we can prevent the spread and transmission. Vaccination is recognized as a key measure of prevention and safety.

    Q. In what policy is this a requirement?

    A. This, along with the other required immunizations, is supported by the Enterprise policy A03-005. Additionally, policy A03-010 is specifically designated for the “Control of Influenza”. Click here for direct access to both policies.

    Q. Who is required?

    A. All employees who are required to participate in the annual TB screening are required to receive the seasonal influenza vaccine annually. That is, all UK HealthCare employees and employees of any of the colleges of health sciences who are being tracked for the annual TB screening.  Additionally, the requirement applies to all contracted service providers located in a patient care facility; such as Crothall and Morrison’s employees, as well as any volunteer and/or student workers or observers located in a UKHC patient care facility at least one day between October 1 and March 31 of the current flu season.

    Q. When is the deadline to comply?

    A. December 1 of the current season is the deadline to comply.

    Q. How can I be in compliance?

    A. There are several ways to meet this requirement and be in compliance.

    • Receive a free flu shot from Employee Health
    • Document with Employee Health an outside flu shot

    Q. What if an employee receives the vaccine from somewhere else?

    A. That is great! Employee Health needs to be aware so we can properly document the compliance with this requirement. Employees are to log on to the Employee Health Patient Portal and complete the brief online form to document the receipt of the flu shot from a source other than Employee Health. Paper forms will no longer be accepted. Please find the “Online Outside Vaccination Declaration” instructions in this packet or on our website. (click here)

    Note: an “outside” flu shot includes, but is not limited to, receiving the flu shot from your UK Primary Care provider. Even if you receive one from a UK PCP, you still need to complete the short documentation form as Employee Health does not have direct access to UK PCP immunization records.

    Q. How does an employee receive their badge buddy if they document an outside flu shot?

    A. Employees who document an outside flu shot online may come to the 4th floor of University Health Service, Behavioral Health department during office hours and request a badge buddy after the online form is complete. Please allow 2-3 business days for the compliance to upload into the system. Office hours are Monday – Friday between 8:00am and 4:30pm.

    Q. What type of flu vaccine is offered?

    A. Employee Health offers the current seasonal adult intramuscular vaccine. We do not stock vaccines recommended for elderly or pediatric patients. Employee Health can also order an egg-free vaccine for those with egg allergies.

    Q. What if I am allergic to eggs?

    A. Employee Health can order an egg-free vaccine upon request. Please email employeehealth@uky.edu for this vaccine type.

    Q. What if an employee needs special accommodations?

    A. If an employee needs special accommodations for exemption from the requirement, a declination form is available upon request. Please note that completion of this declination form does not grant automatic exemption and an approval process must take place. The declination form is made available to managers and is also available upon request from Employee Health at employeehealth@uky.edu . The deadline to submit a declination request is November 1, of the current year.

    See the FAQ below for additional details on the declination process.

    Q. What is the declination process?

    A. The declination form is available from a manager or from Employee Health at employeehealth@uky.edu.

    Completion of the declination form does not grant automatic approval for exemption.  The form must be turned in to Employee Health (employeehealth@uky.edu) along with supporting documentation relevant to the reason for requesting special accommodations. The form is reviewed by the Medical Director of Employee Health. Additional supporting documentation may be requested at the time of review. Once reviewed, a determination will be made to approve or deny the declination request form. The outcome of the declination form will be communicated to the employee as well the supervisor via an official memo from Employee Health. This will also be documented in the employee’s Medical Record in Employee Health. Managers, if approval for exemption has been given, please take into consideration that Employee Health cannot confirm immunity to declined disease(s) and additional precautions should be taken if and when an employee is exposed to the disease(s).  During influenza season, an employee with an approved declination shall wear a mask during all activity in a patient care facility if visitation restrictions are placed by Infection Prevention and Control.

    Q. Will the manager be notified of the outcome of the declination process?

    A. Yes, the manager as well as the employee shall receive an official memo from Employee Health regarding the outcome of the declination form.

    Q. What are the consequences of non-compliance?

    A. The prescribed consequence of non-compliance with the vaccination by the deadline is a written warning.  A template written warning is available upon request from Employee Health and/or Employee Relations.  It is also available in this packet of information. (click here) Adherence to this requirement is defined in the Enterprise policy and therefore non-compliance with policy shall be addressed in a manner of similar transgressions. Additional corrective action for non-compliance with mask donning by unvaccinated healthcare workers includes suspension from duties at the discretion of the supervisor with support from upper management. The role of corrective action rests with the supervisor and/or manager. Employee Relations provides Human Resources support and Employee Health provides the avenue for which compliance can be obtained; including promotion, administration, tracking and reporting.

    Q. When can I get a flu shot?

    A. Employees with scheduled birth month appointments may receive the seasonal influenza vaccine during their appointment if the vaccine is available. Beginning in September, Employee Health will sponsor several outreach vaccination clinics for UK HealthCare employees. Click here to view a schedule of vaccination clinics. Beginning in November of the current year, employees may walk-in to Employee Health and request the vaccine. Please note that wait times are unpredictable when walking in to Employee Health.

    Q. Can managers check-out vaccines from Employee Health for inter-departmental vaccination?

    A. No, the vaccine check-out service is no longer available. Our top priority is patient safety and customer satisfaction. Unfortunately, the check-out service does not satisfy both of these priorities simultaneously. Therefore, it is no longer offered.

    Q. What is the new House Calls service? NEW

    A. Employee Health is offering a “Big Flu Madness House Call” service this year as a convenient compliance option. If you have a large group meeting, in-service, or huddle and would like for Employee Health to make a “house call” to vaccinate your team at that time, we will be happy to do so; pending availability. Click here to complete an online request form for this group vaccination service. Please provide details in the online form about your meeting, in-service, or huddle and we will be in touch to confirm our “House Call”. Please note that completion of the online form does not guarantee our House Call. A confirmation email will be sent to the contact listed on the form if your requested date/time can be accommodated. Please also note that the House Call is based on availability. Please be sure to list alternative dates/times as a back-up in case your first choice of the House Call is not able to be accommodated. Below are some additional criteria to know about this new service:

    • a minimum of 10 employees must be present at your group meeting
    • House Calls availability will be offered after the scheduled vaccination clinics are complete, meaning we may be able to accommodate some requests in late October but November is the ideal time to schedule these House Calls.
    • Completion of the online request form does not guarantee the House Call. A confirmation email will be sent to the contact on the form once availability is confirmed.
    • This is not a request to check-out vaccines. This House Call service is a request to have Employee Health visit a meeting/in-service/huddle for group vaccination.
    • When the confirmation email is sent, it will contain a PDF consent form. Please ask the participants of your meeting to electronically complete the consent form and bring it with them to the meeting. This will facilitate the most efficient House Call and reduce the interruption to your team meeting.

    Q. Are they free?

    A. Yes! The seasonal influenza vaccine is free to any UK HealthCare employee with a valid Medical Center badge.

    Q. How will managers know who is compliant and who is not?

    A. Employee Health will report compliance status at least weekly to managers and supervisors. Also, employees who receive the flu vaccine will receive a badge buddy to place on their badge and signify a current vaccination status. Employees who document online an outside flu vaccine will also receive the badge buddy for visual confirmation of vaccination compliance. Please see the FAQ above for details on how an employee will receive the badge buddy if documenting and outside flu shot. Outside students and observers will not receive the employee badge buddy; however, student/observer buddy badges will serve as indicators of compliance. For more information in student/observers please see the FAQ below.

    Q. Will employees be masked during influenza season?

    A. Employees with no or unknown vaccination status will be asked to wear a mask while in a patient care facility during times of increased influenza prevalence in the community. It is during these times when Infection Prevention and Control will place visitation restrictions on inpatient care and masks must be donned.

    Q. Why does Employee Health need to know if I am sick with influenza?

    A. Employee Health not only must report compliance rates to the National Health and Safety Network, a CDC sponsored database, but must also report rates of healthcare worker influenza illnesses. Employee Health collects and analyzes this data every season. In an effort to streamline data collection and standardize the process, please utilize the form found in this packet (click here) when reporting employee call-ins for influenza and influenza-like-illness to Employee Health.  Please note that when this information is reported to CDC NHSN, it is void of all patient identification and is an aggregate of data provided to Employee Health.

    Q. What if an employee is sent home due to influenza or influenza-like-illness? Is it an occurrence?

    A. If an employee is sent home sick or calls in with influenza or influenza-like-illness, it does count as an attendance occurrence. Normal Enterprise attendance policy guidelines and prescribed corrective actions are applicable. Click here to access the Enterprise attendance policy.

    Q. What if I need documentation of my influenza vaccine?

    A. Whether an employee receives the influenza vaccine from Employee Health or documents with us the outside receipt of the flu shot, that documentation is available on our Employee Health patient portal for personal retrieval. Click here for instructions on how to access your immunization records online. Please note that in order for this to be available online the employee must have access to Link Blue. Employees may also contact our Medical Records department at UHSmedicalrecords@uky.edu for their immunization records. However, it is strongly encouraged to retrieve the immunization records via the patient portal for a more immediate turnaround time.

    Q. What about students/observers? NEW

    A. Students and observers are required to produce evidence of the flu vaccine as part of onboarding for their learning experience. They will not receive the employee flu badge buddy; however, student/observer buddy badge will serve as indicators of compliance. Non-compliance with flu vaccine will be communicated and may result in the suspension of the learning experience. For questions contact OLEcompliance@uky.edu.

    Q. Where can I go for additional questions and resources?

    A. Please direct questions to Employee Health at employeehealth@uky.edu or visit the employee section of the site.