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About the Flu Vaccine Policy for Team Members

Is the flu vaccine mandatory?

Yes, per the Occupational Health Screening and Maintenance Health System Policy either a flu vaccination or an approved exemption is required for team members who fall under the purview of the policy (this includes people working in the MR buildings, McKim Hall, Pinn Hall, Fontaine Research Park buildings and more).

What is the deadline for complying with annual flu shot requirements?

Thursday, October 31, 2024

Getting and Documenting Your Flu Shot

When will flu vaccines be available to team members at UVA Health?

September 24 – October 31, 2024
Unvaccinated new hires will continue to be offered flu vaccinations through the end of the declared flu season.

Where do I go to get my flu shot?

• To-Go Kits If your manager requested this option, you will be able to receive your flu shot in your work location. 
• Walk-In Clinics For UVA Health System employees. September 24-October 31, 2024 — see exact clinic dates and locations on the Employee Health Intranet.
• Employee Health For UVA Health System employees and volunteers.  By appointment only (434-924-2013), Monday-Friday 7:30 a.m.-4 p.m.
• Work Med For academic employees. By appointment only (434.243.0075), Wednesdays and Thursdays 8 a.m.-4:30 p.m. Academic employees may also self-schedule in Epic.
• Primary care provider or community pharmacy (including UVA pharmacy/providers). If you receive your vaccine from any provider or pharmacy (including UVA), you must present your documentation to Employee Health or email it to fluvax@uvahealth.org so we can enter it into VaxTrax.  Documentation must include two patient identifiers (ex: Name and DOB) or it will not be accepted.

My flu shot is documented on MyChart. Will Employee Health be able to access my documentation there? 

No. Employee Health does not use MyChart and cannot access your documentation for flu vaccines received at your primary care provider or community pharmacy. To generate an acceptable documentation of your flu shot from MyChart:

• Log into My Chart.  MyChart - Login Page (virginia.edu)
• Click on Menu in the upper left.
• Select Health Summary.
• Click on the Immunizations tab.
• Locate the date your flu shot was administered.
• Click on View Details below that.
• Click on the print icon and print out this information or take a screen shot of it.  This print-out will have your name and DOB at the top as well as all of the other info needed by Employee Health.
• Scan and e-mail that to fluvax@uvahealth.org. 

Do I need to bring my ID badge to get a flu shot at a UVA Health location? 

Yes, you must show your UVA Health ID badge to get your flu shot.

If I get my flu shot at an Employee Health sponsored walk-in clinic (including To-Go Kit unit-based vaccinations) must I do anything more for compliance? 

No. Your flu vaccine will be entered in VaxTrax which is our platform for monitoring compliance. You will receive an email within 24 hours acknowledging your compliance. If you do not receive this, please see your vaccinator or send an email to fluvax@uvahealth.org.

Will I have to pay for a flu vaccine?

No. The flu vaccine is free through Employee Health programs. Flu shots received elsewhere are also covered 100% for team members on the UVA Health Plan.

How can I get documentation of the vaccine I received?

VaxTrax will automatically send you an email after your flu vaccine has been documented. You may also log into VaxTrax and follow these steps to have another receipt emailed to you:

Go to your VaxTrax profile
Click on “Reports” (left menu)
Click on “2024 Flu Vaccine”
Click on “Send a receipt to my address”

If you have not received an email within 24 hours, please email fluvax@uvahealth.org.

If I am immunocompromised or at high risk for serious illness from flu, where is the safest place for me to get a flu vaccine?

We would advise you to consult with your primary care provider, and if possible, receive your flu vaccination from that provider for your safety. Proof of receiving the flu vaccine would need to be presented to Employee Health or sent to fluvax@uvahealth.org.

Should people with an egg allergy (of any severity) get a flu vaccine?

According to the CDC, everyone 6 months and older with egg allergy should receive an annual flu vaccine. Any flu vaccine (egg based or non-egg based) that is otherwise appropriate for the recipient’s age and health status can be used. The American Academy of Allergy, Asthma and Immunology concurs that individuals with confirmed egg allergy can safely receive the flu vaccine.

Egg allergy does not indicate additional safety measures for flu vaccination beyond those recommended for any recipient of any vaccine, regardless of severity of previous reaction to egg. Severe and life-threatening reactions to vaccines are rare but can occur with any vaccine and in any vaccine recipient, regardless of allergy history. All vaccines should be administered in settings in which personnel and equipment needed for rapid recognition and treatment of acute hypersensitivity reactions are available.

I am a UVA Health Medical Center and UVA Community Health employee. Where do I submit my flu shot documentation? 

UVA Health Medical Center and UVA Community Health operate as separate entities. Therefore, you will need to submit your flu documentation to both facilities.
UVA Health Medical Center — submit documentation to fluvax@uvahealth.org.
UVA Community Health — please see directions on Influenza Vaccine - UVA Community Health Intranet (uvahealth.org). 

I am a UVA School of Medicine student or School or Nursing student. Where should I get my flu shot?

UVA School of Medicine and School of Nursing students will be vaccinated through their respective schools.

I am a Morrison’s and Crothall employee. Where should I get my flu shot?

Morrison’s and Crothall team members will be vaccinated in the same way as all Medical Center team members.

I am a volunteer. Do I need to provide Employee Health with proof of my flu vaccination?

Volunteers must provide proof of flu vaccination and should turn in their documentation to the Volunteer Office.
Dual-role employees who are also volunteers must submit their proof of flu vaccination to both FLUVAX@uvahealth.org and the Volunteer Office.

Do Medical Center vendors need to provide documentation of their flu vaccination?

Yes. Medical Center vendors will be required to submit documentation via Reptrax (the vendor tracking system) that they have received this year’s seasonal flu vaccine.

Do non-UVA students working within the Medical Center need to provide documentation of their flu vaccination?

Yes. Non-UVA students working within the Medical Center will be required to provide vaccination documentation to their preceptor.

Policy Exceptions

Are there any exceptions for the flu vaccine requirement?

All UVA Health System team members must either: (1) get a flu vaccination; (2) receive an approved medical or religious exemption; or, (3) work 100% offsite and receive a waiver for this requirement from your supervisor or manager. Anyone who received an exemption last year has had their exemption automatically approved for this year. Team members can check their exemption status in VaxTrax. If you are seeking a new exemption this year, click the “Exemption” button to the right of the 2024 Flu Vaccine task in VaxTrax.

If I am working 100% remotely and do not go into the Medical Center, am I required to get vaccinated?

No. Per the Occupational Health Screening and Maintenance Health System Policy, the vaccination requirement applies to all team members who work in-person at any time at any UVA Health location — not just the hospital. Employee Health will waive your flu vaccination requirement if your supervisor or manager:

• Can attest that you that your job-related activities do not require you to be present in health system facilities at any time in a given calendar year
• Confirms that you work 100% off-site

Supervisors and managers must indicate team members meet this criteria in VaxTrax. If circumstances change and you have to be present in a UVA Health facility, you will be required to get a flu shot or seek a formal medical or religious exemption.

About the Flu Vaccine

What flu vaccine will be offered to team members this year?

This year, we are offering two trivalent flu vaccines:

• FluLaval — for those under 50 years of age
• Flublok — for those over 50 years of age, and to individuals 18-49 years of age with a solid organ transplant, immunocompromised, or with a severe egg allergy

Where can I learn more about this year’s flu vaccine?

The Centers for Disease Control have provided resources with detailed information about this year’s flu vaccine available at:

cdc.gov/flu/index.htm
ACIP Recommendations: Influenza (Flu) Vaccine | ACIP Recommendations | CDC

Find a list of ingredients in this year's vaccines at:
DailyMed - FLULAVAL 2024/2025- influenza virus vaccine suspension (nih.gov)