Deadline is Nov. 15 for mandatory flu vaccine

USA Health has extended the employee compliance deadline for influenza vaccination from Oct. 31 to Nov. 15.

By Nov. 15, every USA Health team member must submit one of the following forms of documentation:

• Flu vaccine administration record: Documentation of influenza vaccination, whether administered through USA Health Occupational Health or received through an outside provider, such as a physician's office or local pharmacy.
• Flu declination form: A completed declination form. Available declination options include:
  • Medical exemption (supporting documentation required)
  • Religious accommodation request (subject to review)
  • Personal choice

Important documentation reminder: All employees must submit documentation, regardless of whether they receive their influenza vaccine through USA Health or an outside provider. Employees vaccinated outside USA Health must upload their vaccine administration record to PureOHS. Employees who are not receiving the vaccine must submit the completed declination form.

The flu declination form and instructions for uploading vaccination records and supporting documentation to PureOHS, your employee portal, can be found online. Please review the instructions and ensure your documentation is submitted by the Nov. 15 deadline.

A note regarding vaccine availability

We recognize that this year's influenza vaccine shipments were delayed and that the quantities initially received were limited. Unfortunately, these supply constraints resulted in delays in vaccine administration and distribution across our facilities. We sincerely apologize for the inconvenience and appreciate everyone's patience as we have worked through these challenges.

Occupational Health is working with pharmacy and influenza vaccine manufacturers to evaluate this year's challenges and establish a more reliable distribution and delivery plan for the 2027–2028 influenza season. Our goal is to prevent similar delays next year.

Where to receive your flu vaccine

Occupational Health will continue offering influenza vaccinations during open office hours at all three hospital locations while vaccine inventory remains available through Nov. 15. Times will be shared daily by each facility's occupational health RN.  

For USA Health Physician Enterprise, our occupational health RN is available to coordinate vaccine delivery and administration upon request. Please reach out to Occupational Health at 251-471-7515 to arrange assistance.

Why influenza vaccination matters

Annual influenza vaccination is strongly recommended for all healthcare personnel. As healthcare professionals, we have an important responsibility to protect ourselves, our colleagues, our patients, and the communities we serve.

Influenza vaccination:

• Reduces the risk of influenza illness and severe complications.
• Helps decrease the likelihood of healthcare personnel transmitting influenza to vulnerable patients, including infants, older adults, and immunocompromised individuals.
• Reduces workforce illness, absenteeism, and staffing disruptions during peak respiratory virus season.
• Supports a safer healthcare environment and reinforces our commitment to patient safety and infection prevention.

CDC and ACIP recommend annual influenza vaccination for healthcare personnel as an essential component of infection prevention and occupational health practices.

Compliance monitoring and follow-up

Occupational Health will utilize PureOHS to monitor employee influenza vaccination documentation and declination submissions. Systemwide compliance rates will be communicated to leadership to provide visibility into completion rates, identify outstanding documentation, and support follow-up efforts across our facilities and departments.