The Deadline To Get Your Annual Flu Shot Is Nov. 1.

The flu shot is the best way to protect against the flu. It is required for all employees, physicians, licensed and non-licensed independent practitioners, students, volunteers and contract staff who work in our facilities. Thank you all for taking action and for helping protect those we serve.

Information and Guidelines To Help You Plan

The Vaccine

• The Influenza Hub is where you will find all flu-related information, including all forms and flu clinic schedules. Employee Health will be rounding at various times and locations starting in September. Rounding dates can be found on the hub and the Inside Carilion calendar.
• Employees are welcome to attend any flu vaccine clinic that Employee Health hosts. Flu clinic dates can be found on the hub. 
• Flu vaccines will be available at no cost through Employee Health and any Carilion Clinic retail pharmacy. By appointment only at Pharmacy locations. Please bring your employee ID badge.
• If you receive a vaccine outside of Employee Health or a Carilion retail pharmacy, you should complete the off-site documentation form (use Google Chrome or Firefox to download) and send the information to HRServicecenter@carilionclinic.org by Nov. 1. HRSC will enter the information in Lawson and it will be reflective in Lawson and on the Leaders Lawson MSS report.
• It takes approximately two weeks after receiving the flu vaccine for immunity to develop.
• It's possible to get the flu after getting a flu shot, but the vaccine can still help protect you.
• The flu vaccine is adjusted each year to match the strains that are expected to be circulating.
• The vaccine's effectiveness can vary, and it's possible to get sick if you're exposed to a different flu virus than the ones in the vaccine. If you do get the flu after being vaccinated, it's likely to be milder and shorter than if you hadn't been vaccinated.

Exemptions

• Exemption requests for medical or religious reasons (using a medical exemption form or a religious exemption form) are due to the HRSC by Friday, Oct. 18.
• If you telecommute, you may apply for a telecommuter exemption. Telecommuting employees are those who don’t have a designated workspace, office or location at Carilion and never visit any Carilion facility as part of their regular job. Your vice president must approve your telecommuter exemption form. Telecommuter exemptions are due to the HRSC by Friday, Oct. 18.
• A submitted exemption request does not guarantee an exemption. A review committee will determine if exemptions are approved.
• If you had an approved medical, religious or telecommuter exemption last year, it may roll over to this year. If you had an approved exemption, you will hear from the HRSC by Monday, Sept. 2 for next steps.

Documentation

• The HRSC is the only place where your documentation will be accepted. When you scan documents to the HRSC, you’ll receive an email back with a case number; if you do not receive the email after scanning your document to the HRSC, your forms did not make it to the correct location.
• The flu survey in our annual inservices is no longer considered documentation of having had the flu shot.
   

Masking

• Masking is not an option in place of the flu vaccine. Employees that receive an approved religious or medical exemption should mask during flu season, Sunday, Sept. 1 to Monday, April 1, 2025. That date could be extended based on the severity of the flu season.

If you have questions, contact the HR Service Center at HRServiceCenter@carilionclinic.org or 1-800-599-2537.