2005 Flu Shot Program

1
2005 Flu Shot Program

• Worksite Coordinators Information

2
A Salute to You

• Thank-you for agreeing to be the coordinator for
  your worksite. We couldnt do this important
  program without your help and support.

3
Coordinators Duties and Responsibilities

• General Information
• Prior to the Date of the Clinic
• Establishing the Date
• Signing-up Employees
• Day of the Clinic

4
General Information

• Maine Public Health Nurses will once again be
  administering the shots
• The program is free, but participants must be
  members of the State Employee Health Insurance
  Program and bring their Anthem BCBS card to the
  clinic
• This years program will be open to employees,
  spouses and retirees as long as they are members
  of the State Employee Health Insurance Program

5
General Information continued

• General worksite clinics are designed to be
  regional or area clinics, not just a clinic for
  your specific building. Once you set a date for
  your clinic, please share the date with employees
  in other nearby state buildings. You may also
  receive calls from employees outside your
  building wanting to sign up for a slot in your
  clinic. Please welcome them in.

6
General Information continued

• If your worksite is an office building, office
  type work setting, or at an educational facility,
  you should not plan for your clinic to start any
  earlier than 900 AM unless you have made
  alternate arrangements directly with the Public
  Health nurses.

7
Correctional and Health Facilities

• Due to their working with residential
  populations, special flu shot clinics will be
  offered only at correctional facilities and
  residential mental health facilities the weeks
  of September 26th and October 3rd.

8
Worksite Clinics Outside of Augusta

• Beginning the week of October 24th, we anticipate
  starting the general worksite clinics for
  worksites located outside the Augusta area.

9
Worksite Clinics in Augusta Area

• Daily morning or afternoon clinics can be
  scheduled for Augusta area worksites beginning
  November 21st

10
Steps To Setting Up A Worksite Clinic

• Locate space large enough to accommodate the
  clinic
• Determine the dates rooms will be available at
  your worksite
• For space, you will need
• 1 Very large room or two smaller rooms
• 1 room for giving the shots and a second room
  where employees can wait 15-20 minutes after
  receiving the shot to make sure there will be no
  adverse reaction

11
Steps To Setting Up A Worksite Clinic - 2

• Contact the appropriate Public Health Nurse (PHN)
  Supervisor designated for your area from the
  following list
• Confirm with the PHN the date(s) for your clinic
• Once you have the date(s) and time(s)
  established, send to William McPeck
  william.c.mcpeck_at_maine.gov the date, time and
  location of your clinic
• Begin recruiting employees at your worksite

12
Public Health Nursing Contacts

• Northern Maine Area
• Ft. Kent
• Caribou
• Houlton
• Calais
• Jeanette Sherman 532-5038(office)
• Jeanette.Sherman_at_maine.gov

13
Public Health Nursing Contacts

• Eastern Maine Area
• Bangor
• Ellsworth
• Machias
• Contact Jane Davis
  561-4290(office)
• Jane.Davis_at_maine.gov

14
Public Health Nursing Contacts

• Central Maine Area
• Skowhegan, Fairfield and Piscataquis County
• Augusta area
• Farmington area
• Rockland Area, Belfast area
• Steve Garascia 624-5334(office)
• Steve.Garascia_at_maine.gov

15
Public Health Nursing Contacts

• Southern Maine Area
• Greater Portland
• Portland, South Portland, Scarborough
• York County area
• Sanford, Biddeford, Kennebunk, York
• Lewiston, Auburn, Gray, So. Paris
• Bath, Brunswick, Topsham
• Luanne Crinion 795-4450(office)
• Luanne.Crinion_at_maine.gov

16
Steps To Setting Up A Worksite Clinic - 3

• Suggested ways of notifying employees include
• E-mail A suggested draft e-mail will be sent to
  you
• Posters and Flyers (8.5 x 11) These can be
  viewed on and downloaded from the Anthem BCBS Web
  site at http//www.anthem.com

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To View Anthem Poster and Flyer

• At http//www.anthem.com
• Click on Employer near top left of screen
• Make sure the To Enter box near the top center of
  the page says Maine then hit Enter
• Go to Health Information box at the top of the
  next page
• Click on Preventive Care
• Go to the Health Information/Preventive Care List
  in the center of the page
• Click on A Flu Shot is Your Best Shot.......
• Scroll down to bottom of the page to view or
  download the poster, flyer and newsletter article

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To Order Anthem Posters or Flyers

• You may order these directly from Anthem BCBS
• Determine the number of each you need and then
  place your order by calling Cheryll Coffin
  (cheryll.coffin_at_anthem.com, 207-822-8231) Make
  sure Cheryll gets your local mailing address.
• Materials are available from Cheryll on a
  limited, first come first serve basis

19
Steps To Setting Up A Worksite Clinic - 4

• Have employees contact you to sign up for your
  worksite clinic
• You may find it helpful to use the sign-up sheet
  that has been sent to you.
• The nurses can process up to 40 employees per
  hour

20
Steps To Setting Up A Worksite Clinic - 5

• Try to fill up as many of the slots within each
  hourly block before moving on to the next hour.
  Try to keep the scheduled times as tight as
  possible to maximize the nurses time.
• Do not book afternoon appointments until the
  morning is completely filled!!
• Approximately two weeks prior to your clinic,
  contact the PHN again and advise her as to the
  number of employees you have signed up

21
Steps To Setting Up A Worksite Clinic - 6

• Just prior to your clinic, remind employees to
  bring their Anthem BCBS health insurance card
  with them to the clinic and to wear a short
  sleeve shirt or blouse

22
On the Day of the Clinic

• Either you or an agency representative should
  meet the nurses when they arrive and escort them
  to the designated rooms
• If needed, assist the nurses with unloading their
  vehicle and finding an appropriate parking space
• Please orient the nurses to the buildings layout

23
On the Day of the Clinic - 2

• Be prepared to give the nurses two things
• The emergency telephone number for your local
  ambulance service and your physical street
  address so the ambulance will know where to go
• The sign-up sheet on which you have written the
  names of the employees scheduled for the clinic

24
On the Day of the Clinic - 3

• During the course of the clinic, please
  periodically check in with the nurses to make
  sure their needs are met and their questions, if
  any, are answered

25
Questions

• If you have any questions about your role as a
  coordinator, please call
• Bill McPeck, Director of Employee Health and
  Safety at 287-6783 or william.c.mcpeck_at_maine.gov