Staffing a Vaccination Clinic

Key points

  • Establish the purpose and goal(s) of your clinic, including target population, whether it is open to the public or only for specific groups, numbers to be served, and vaccine(s) to be offered.
  • Once the purpose is established, identify mission-essential staffing and resources appropriate for the clinic location and size.

Leadership and staffing

Establish a staffing plan and identify functional roles and responsibilities for each clinic. Not all functions may be necessary for all clinics. Staffing plans should be scalable to the expected number of people who will be vaccinated. In some instances, such as small clinics, a staff member may be able to perform multiple tasks. Functional roles and responsibilities for large-scale clinics (e.g., multi-day events held at large arenas or stadiums) will require additional consideration.

Leadership roles and responsibilitiesA

Designate leaders to oversee and coordinate the following operations and tasks (backup leaders are highly encouraged):

  • Administrative functions, including requirements for data management strategies
  • Emergency medical services (EMS) or other options for handling emergency situations
  • Finances related to all staffing, logistics, and vaccine purchase
  • Logistics during the clinic, including securing all services and material requirements of the clinic
  • On-site infection prevention and control measures, based on COVID-19 community transmission
  • Post-clinic evaluation
  • Post-clinic reporting and recording of vaccinations administered, including reporting to the jurisdiction immunization information system (IIS)
  • Preordering vaccine in advance if not using an already available supply
  • Public information and communication
  • Identifying all staff needed for the clinic
  • Security planning and implementation, including evacuation plans
  • Site selection
  • Training of all staff, including training clinical staff on vaccine storage, handling, and administration; how to recognize an allergic reaction to vaccination; and what to do if a medical emergency occurs
  • Vaccine ordering, storage and handling pre-clinic, during transport and the clinic, and post-clinic

Clinical staffing

Ensure adequate staff has been secured to provide the following functions:

  • Provide IT support for online processes (e.g., registration, scheduling, screening).
  • Provide security.
  • Provide traffic monitoring for drive-through or curbside clinics.
  • Monitor logistical, administrative, and financial activities to support the clinic.
  • Implement infection prevention and control measures.
  • Greet patients to ensure they are at the correct place and guide them as appropriate.
  • Communicate with non-English-speaking patients.
  • Assist people with disabilities.
  • Register patients, including collecting any insurance information or fees, as appropriate.
  • Screen for vaccine eligibility and contraindications and precautions.
  • Direct clinic flow.
  • Educate patients about the vaccine and provide vaccine information statements or emergency use authorization (EUA) fact sheets.
  • Manage vaccines, including storage, handling, and transport to clinic if necessary.
  • Monitor vaccine temperatures before, during, and after the clinic.
  • Prepare and administer vaccine.
  • Observe patients post-vaccination for syncope or allergic reaction, if applicable.
  • Provide emergency medical services (e.g., CPR and management of allergic reactions).
  • Report vaccines administered to the jurisdiction IIS (during or after the clinic).

An organizational chart can help establish roles and responsibilities.

Clinic security

  • Consider using a uniformed security guard to assist in managing crowds.
  • Designate a space or system to secure vaccine and protect clinic staff and their valuables.

Training

Staff training is critical. Ensure all staff is trained to answer common questions about the vaccine.

Ensure clinical staff is trained in:

  • Cardiopulmonary resuscitation (CPR) and basic life support (BLS)
  • Infection prevention and control practices
  • Vaccine storage, handling, preparation, and administration for the vaccine(s) being offered, using manufacturer instructions for the vaccine and CDC and Advisory Committee on Immunization Practices (ACIP) guidance found in:
  • How and where to document vaccines administered
  • Recognition and management of severe allergic reactions and syncope

Training should include an observation component. Validate staff knowledge of and skills in vaccine administration with a skills checklist.

Cross-train staff, if possible, to enable flexibility in meeting needs at various clinic stations as demand fluctuates.

A plan for medical management of an adverse event should also be in place and clinical staff should understand their roles in implementing the plan, including:

  • Recognition and management of severe allergic reactions
  • Prevention and recognition of syncope

Coordinate with government, nonprofit, and private sector partners

Government entities, including state and local immunization programs and state and local public health preparedness programs, as well as other nonprofit and private sector organizations can assist with your plans.

For example, your local or state immunization program can provide information about:

  • Underserved areas and populations
  • The Vaccines for Children (VFC) program and how it functions related to temporary vaccination clinics
  • Possible options for government-funded vaccine for adults
  • Your jurisdiction's IIS for reporting vaccination or regulations about providing information to a patient's primary care provider
  • Additional legal and regulatory requirements, including the requirement for standing orders to vaccinate

State and local preparedness programs can provide expertise on:

  • Budget support
  • Clinic flow charts
  • Coordination with the jurisdictional emergency management agency
  • Floor maps
  • Inventory management strategies
  • Job action sheets
  • Organizational and incident management structures
  • Transportation, law enforcement, and EMS coordination
  • Volunteer coordination and management strategies

Always check with your immunization program for specific requirements on how vaccines should be delivered, stored, monitored, and documented.

These programs and organizations can assist in promoting your event and may be able to assist with staffing and other resources. Depending on the support offered, you may wish to have formal agreements with partner organizations.

Standing Orders

Standing orders authorize licensed nurses and pharmacists, where allowed by state law, to administer vaccines according to an institution- or physician-approved protocol without the need for a physician's examination or direct order. If standing orders related to vaccination and emergency medical care will be used, check with your state immunization program to ensure you have met any state requirements, and obtain a signed standing orders document.
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Content Source:
National Center for Immunization and Respiratory Diseases; Immunization Services Division
  1. Extensive planning and coordination will be necessary if there are multiple clinics at multiple sites. There should be a higher-level leadership team handling the planning for all clinics, with separate leadership at each clinic site.