Planning your vaccination clinic

The NSW Ministry of Health has created an Influenza Vaccination Provider Toolkit. Below is a checklist to help your practice prepare. The complete toolkit can be found on the NSW Ministry of Health website.

By Mid-March

Discard the previous year's flu vaccine, note* some vaccines expire before March. Identify at-risk eligible patients for NIP (6 months to < 5 years) vaccination programs - calculate how many vaccines are required for each cohort for your first order.

Check your fridge capacity to store the number of vaccines you will need.

Place your first funded vaccine order - note* order enough for the first 4 weeks provided you have adequate fridge space.

Contact wholesalers to provide the private market vaccine.

1 April

Send communications to all patients reminding them of the importance of flu vaccination and commencement of the program on 1 May.



Check that all staff are trained in vaccine cold chain management (including receipt of vaccine deliveries).

The NSW Health Vaccine Storage and Cold Chain Management online training module should be used to facilitate staff education and equip staff to effectively manage the cold chain.

Late April (onwards)

Commence flu campaign posters in your clinic.

Report all vaccinations to the Australian Immunisation Register (AIR).

Report adverse events following immunisation to your local public health unit.


Review patient vaccine uptake - send reminders to patients who have not attended for vaccination and reorder according to stock on hand and residual demand.


As all practices have had to adapt rapidly to the increase in demand from patients for support with COVID-19, it’s great when we can share experiences between local practices that may assist others. A number of practices have agreed to share some of their current workflows to support others also experiencing similar challenges: