Turnkey workplace flu vaccination programs in all 50 states. W-2 clinical staff, direct or insurance billing, and pharmacy vouchers for every remote or missed-event employee — with HIPAA-compliant aggregate reporting through the MyPicMed portal.
Request a flu clinic quote See how a clinic works
What onsite flu clinics deliver for your workforce
Seasonal influenza costs U.S. employers an estimated $16 billion in lost productivity and roughly 111 million missed workdays each year, according to the CDC. A single onsite flu clinic replaces the friction of asking employees to book a pharmacy appointment on personal time — the intervention with the largest documented lift in vaccination rates within a workforce.
PicMed runs onsite influenza vaccination clinics for corporate, healthcare, manufacturing, distribution, education, long-term care, and public-sector employers. Every clinic is delivered by W-2 registered nurses and licensed practical nurses in our national network, backed by a single project manager who owns your program end to end.
Who we serve
- Multi-site employers (2–500+ locations)
- Manufacturing and distribution operations
- Healthcare systems and long-term care organizations
- Corporate and professional services
- K–12 districts, colleges, and universities
- Municipalities, public agencies, and transit operators
- Benefits brokers and TPAs administering white-label programs
How a PicMed onsite flu clinic works
We follow a 6- to 8-week standard planning timeline. Programs that come to us later in the season can be compressed to 2–3 weeks by leaning on our existing regional nurse network.
Week 1–2: Program design
- Location list, headcount per site, and clinic dates
- Vaccine mix (standard quadrivalent, high-dose, preservative-free, egg-free)
- Payment model (direct employer invoice, insurance filing, hybrid)
- Communications plan and promotional assets
Week 3–5: Coordination
- Nurse assignment and background checks
- Vaccine ordering and cold-chain logistics
- Space walkthrough (in person or virtual) at each site
- Consent, HIPAA acknowledgment, and intake forms staged in MyPicMed
- Employee registration links distributed with your branding
Week 6–7: Delivery
- Clinicians arrive with all supplies, PPE, sharps containers, and emergency kits
- Check-in, screening, vaccination, and observation window per CDC ACIP guidance
- Live participation reporting to the program contact
Week 8: Wrap-up
- Aggregate participation dashboard published in MyPicMed
- Insurance filings and direct-bill invoices reconciled
- Pharmacy vouchers issued for anyone who missed the event
- Program debrief with recommendations for the following year
Minimum onsite clinic size: 25 participants per site for a dedicated onsite event. Below that headcount, we recommend our national pharmacy voucher program or a blended model — priced the same per shot regardless of format.
Vaccine options we administer
Every vaccine we carry is sourced from CDC-registered distributors and stored under continuous cold-chain monitoring.
| Vaccine | Recommended for | Notes |
|---|---|---|
| Standard quadrivalent (IIV4) | Adults 18–64 and family members | Broad protection across four influenza strains |
| High-dose quadrivalent (Fluzone High-Dose or Flublok) | Adults 65+ | CDC ACIP preferential recommendation for older adults |
| Preservative-free | Pregnant employees and thimerosal-sensitive individuals | Single-dose syringes |
| Cell-based (Flucelvax) | Employees with egg allergies | Egg-free manufacturing |
| Pediatric | Family-inclusive events at select employers | Age 6 months and up |
Vaccine mix is finalized in the program design phase based on your demographics.
Coverage for remote and hybrid employees
Onsite clinics alone leave 20–40% of a modern workforce uncovered. Our national pharmacy voucher program closes the gap.
- Nationwide network of retail pharmacies accepting PicMed vouchers
- Single per-shot rate whether the employee vaccinates onsite or via voucher — no surprises on reconciliation
- Voucher-only programs available for fully distributed teams
- Blended programs (onsite + voucher) are the most common design for hybrid workforces
- Make-up coverage for anyone who missed the onsite event, is on PTO, or is on the road that week
Vouchers are trackable in MyPicMed and roll into the same aggregate participation dashboard as your onsite events.
Billing models
You choose the model that fits your benefits design; we support all three.
Direct employer invoice. PicMed bills your organization a flat per-vaccination rate. Simplest reconciliation, no PHI in the AR path, works for any employer regardless of health plan structure. Best fit for self-funded plans and organizations that want vaccination to be a fully paid employee benefit.
Health plan insurance billing. PicMed files claims to eligible employees’ health plans. No cost to the employer for insured participants; employees without coverage or with non-participating carriers are covered under your invoice or a copay model of your choosing.
Hybrid. Insurance billing where possible, direct invoice for the remainder. Ideal for employers who want to minimize spend while guaranteeing 100% employee coverage.
Pricing available on request — volume, geography, and vaccine mix drive the final quote.
Reporting and compliance
MyPicMed portal. HIPAA-compliant reporting hub for your program. Benefits and wellness teams see aggregate participation by site, by department, by shift — never individual PHI.
Individual participant access. Employees log in to download their vaccination record for personal files, school forms, or clinical follow-up.
Compliance framework we operate under:
- HIPAA — all PHI encrypted in transit and at rest; access is role-based
- ADA — screening and observation processes accommodate documented disabilities
- OSHA — sharps handling, PPE, and post-exposure protocols on every event
- CDC ACIP — vaccine recommendations, storage, and administration standards
- State pharmacy board rules — nurse practice-act compliance in every state we serve
W-2 clinical staff (not 1099 contractors) means consistent training, consistent liability coverage, and consistent quality across every clinic day.
Why employers switch to PicMed
One project manager owns your program. No pass-offs between sales, ops, and clinical teams. The person who scoped your clinic is the person who signs off on your wrap-up report.
W-2 clinical staff. Every RN and LPN on your event is a PicMed employee with background checks, ongoing training, and PicMed’s professional liability coverage — not a marketplace contractor.
Compressed timelines available. Our regional nurse density means we can deliver in 2–3 weeks when a program was delayed or a competing vendor fell through.
Blended coverage as standard. Onsite plus voucher is our default proposal shape — because it is what a modern workforce actually needs.
Aggregate reporting benefits teams can hand to their broker. Not a PDF export. A live dashboard.
Frequently asked questions
What is the minimum headcount for an onsite flu clinic?
PicMed has no participant minimum. Every RFP gets a competitive proposal — regardless of size, scope, or timing. Small sites can also use our national voucher program for the same per-shot rate.
How far in advance do we need to book?
Our recommended planning window is 6–8 weeks. We routinely deliver in 2–3 weeks for late requests, and we hold nurse capacity through November for compressed programs.
Can you cover multiple sites in the same week?
Yes. We regularly run 50-plus-site programs concurrently. Our nurse network is organized regionally, so a nationwide employer sees the same clinical standards in Tulsa as in Trenton.
What happens if an employee misses the clinic?
Every eligible employee who misses the onsite event is issued a pharmacy voucher redeemable at our national retail network. Vouchers roll into the same MyPicMed participation dashboard.
How do you handle consent and HIPAA?
Consent and HIPAA acknowledgment are captured digitally through MyPicMed before the event, or on paper at check-in as a backup. Records are encrypted, role-access controlled, and retained per state pharmacy board and HIPAA requirements.
Can you bill our health plan directly?
Yes. We file claims to eligible employees’ health plans for participating carriers and cover the remainder under your direct invoice. Most clients run a hybrid model.
Do you offer pediatric flu shots for employee family members?
Yes, on request. Family-inclusive clinics are common at healthcare, education, and municipal employers.
Are your clinical staff employees or contractors?
Every clinician on a PicMed event is a W-2 employee covered by PicMed’s professional liability policy and trained to PicMed’s clinical SOPs.
Request an onsite flu clinic quote
Or call (844) 474-2633 to speak with a program manager today.
Related PicMed programs
- Onsite biometric screening — combine with your flu event for a single wellness week
- Health risk assessment for employers
- MyPicMed portal
- Nationwide onsite wellness coverage