Dodge the Flu 2008 Flu Shot Program

1. Dodge the Flu2008 Flu Shot Program Worksite Coordinator�s Information

2. A Salute to You Thank-you for agreeing to be the coordinator for your worksite. We couldn�t do this important program without your help and support.

3. Coordinator�s Duties and Responsibilities General Information Prior to the Date of the Clinic Establishing the Date Signing-up Employees If you can, obtain clerical help for the nurses for the day of clinic 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 year�s program will be open to employees, spouses, children over 18 years of age and retirees, as long as each is a member 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 and time 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 9:00 AM, unless you have made alternate arrangements directly with the Public Health Nurse Supervisor.

7. Worksite Clinics Outside of Augusta Beginning October 20, we anticipate starting the flu clinics for worksites located outside the Augusta area.

8. Worksite Clinics in Augusta Area Beginning October 20, we anticipate starting the flu clinics for worksites located in the Augusta area.

9. Steps To Setting Up A Worksite Clinic Locate space large enough to accommodate your clinic Determine the dates rooms will be available at your worksite For space, you will need: 1 Very large room or two smaller rooms If you use two smaller rooms, you need 1 room for giving the shots and a second room where employees can wait 15 minutes after receiving the shot before returning to work, to make sure there will be no adverse reaction

10. Steps To Setting Up A Worksite Clinic - 2 To establish a clinic, contact the appropriate Public Health Nurse (PHN) Supervisor designated for your area from the following list Confirm with the PHN supervisor the date(s) and time(s) for your clinic(s) Once you have the date(s) and time(s) established, send to William McPeck william.c.mcpeck@maine.gov the date, time and location of your clinic(s) Begin recruiting employees at your worksite

11. Steps To Setting Up A Worksite Clinic - 3 On the day of the clinic, the nurses find it helpful to have clerical support to help them during the clinic. If you can, please obtain clerical help for the day of the clinic. The clerical help will be checking people in and handling the paperwork related to the clinic. If you can arrange for clerical support, tell the PHN Supervisor this when you call to obtain your clinic�s date and time.

12. Public Health Nursing Contacts All of Aroostook County Towns of Northern Penobscot County which border Aroostook County Jeanette Sherman 532-5038(office) Jeanette.Sherman@maine.gov

13. Public Health Nursing Contacts Eastern Maine Area Penobscot County (except those towns that border Aroostook County) All Hancock County All Washington County All Piscataquis County Contact: Jane McQuarrie � 561-4290(office) Jane.McQuarrie@maine.gov

14. Public Health Nursing Contacts Central Maine Area All of Kennebec County All of Somerset County All of Franklin County All of Lincoln County All of Knox County All of Waldo County Steve Garascia 624-5334(office) Steve.Garascia@maine.gov

15. Public Health Nursing Contacts Southern Maine Area All of York County All of Cumberland County All of Androscoggin County All of Sagadahoc County All of Oxford County Luanne Crinion � 795-4450(office) Luanne.Crinion@maine.gov

16. Steps To Setting Up A Worksite Clinic - 4 Suggested ways of notifying employees include: E-mail � A suggested draft e-mail has been sent to you Flyers � Contact Bill McPeck for electronic copies you can print off Include information about clinics in any office or building communication tools

17. Steps To Setting Up A Worksite Clinic - 5 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

18. Steps To Setting Up A Worksite Clinic - 6 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!! No later than one week prior to your clinic, contact the PHN supervisor again and advise them as to the number of employees you have signed up. Take no more registrations after you have given your number to the PHN Supervisor.

19. Steps To Setting Up A Worksite Clinic - 7 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

20. 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 building�s layout

21. 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

22. 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

23. 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@maine.gov