FAQ for Site Coordinators

Who should I contact if I have questions?

For all questions relating to specifics of hosting your flu shot clinic, please contact our vendor:

Homeland Health Specialists, Inc.

e-mail: brenda@homelandhealth.biz

Brenda Johnson: 763-746-8060

For general questions and updates to the flu shot schedules on the Website (times, dates, locations, contact people) please contact Dawn Cvengros, 651-259-3705.
How do the registrars help participants?
What documentation do employees need to show to get a shot?
When do we start "advertising" the clinics?
Will there be more than one nurse visiting our site?
What are the features of the campaign this year?

The injectable (flu shot) vaccine, consent form, poster, and sample e-mails to help you promote clinics. Read on for more information.

All seasonal flu vaccines administered at our workplace clinics are preservative-free and quadrivalent vaccines.

The flu shot is offered at our workplace clinics.

The seasonal flu shot will be offered at no out-of-pocket costs to employees at our workplace clinics upon presentation of their Minnesota Advantage Health Plan ID card.

The consent form will be available prior to your clinic. You will find it in Campaign Resources for Site Coordinators.

Our campaign poster has been updated to promote your clinic. You will find it in Campaign Resources for Site Coordinators.

About a month before the clinics start, MMB will provide you sample e-mails that can be used to notify or advertise the clinic(s) to your employees.
What will be expected of me as site coordinator?
- Room reservation and set-up. Room should provide privacy.
- Confirm time and date of your clinic and your contact information
- Send promotional e-mails to agency staff
- Field questions of participants
- Request volunteers to help (Note: the clinics will be staffed by visiting nurses and technicians, however, depending on the estimated number of participants at your clinic, you may wish to have additional volunteers to help with set-up and directing foot traffic at the clinic.)
- Provide map and/or directions to the room to visiting nurses
- Greet visiting nurses and technicians.
- If your facility requires a parking permit or pass for the visitors, please mail them two weeks ahead of your scheduled clinic to:
Homeland Health Specialists, Inc.
1621 E Hennepin Ave, Ste. 230
Minneapolis, MN 55414
What material will I receive?
You will receive material electronically:
- An e-mail in late August from Homeland Health with packet information.
- Information from Department of Minnesota Management and Budget (MMB) (updates) on an "as needed" basis.
You will find on the MMB Website:
- A clinic locator
- Link to the Minnesota Department of Health flu information Website
- Posters and the consent form for printing as needed from the link in Campaign Resources for Site Coordinators.
What if the clinic information on the MMB website is incorrect?
Who do I report room changes to?
How do I set-up the site?
- Be sure you have the room reserved. Room should provide privacy.
- Reserve one table and 2 chairs for each visiting nurse-one for the nurse and one for the participant. (The nurses prefer swivel chairs, arms are not required.)
- Reserve a table and a chair for each technician and volunteer.
- Schedule volunteers to help with registration and to help "spell" the technicians for breaks.
- Screens for privacy are not required, however, if a participant must disrobe for access to their upper arm, be prepared to direct the nurse to a rest room or private area for administration of the vaccine.
Will a consent form be provided?
Does the form need to be completed prior to arriving at the clinic?