Flu Vaccinations Terms & Conditions

AVS believe in total transparency when it comes to pricing and what clients will be charged. In most cases, clients are charged for the total number of completed vaccinations at the rate stated earlier in annual proposal. However, additional fees may be charged (parking charges for the nurse being the most common).

If we know in advance of the vaccinations taking place, or as part of our proposal, that there may be additional fees, we’ll inform you and can provide a full written quote to make any additional charges as clear as possible.

Through our account management, we’ll work closely with you to avoid as many additional charges as possible, with the intention of not having any additional charges.

Booking Procedure: A confirmation form is to be completed online by a dedicated link issued to the client for AVS to review. AVS will confirm with The Client, the date and time of the onsite vaccinations as well as provide supporting material required (consent forms, info packs, posters, etc).

Services: Upon confirmation of mutually beneficial dates for vaccinations to be administered, the AVS project manager will provide a link to an online booking system (if required). Services will then be provided as specified in a delivery schedule agreed between AVS and the Company.

The Client reserves the right to request amendments to the delivery schedule at their discretion, subject to the Services Cancellation and Postponement Policy described below.

Services Cancellation and Postponement Policy: An administration fee of $200 +GST per site visit is payable by The Client for all changes made within 2 working days; a cancellation or postponement charge of 50% of the total estimated cost will be charged. Any cancellation or postponement within 5 working days of the delivery day will attract a charge of 75% of the total cost estimated for the services cancelled or postponed.

An administration fee of $200 +GST per site visit is payable by The Client for all changes made within 5 working days of the delivery date for us to accommodate any request to change the date of your booking.

Invoicing: AVS will generate an invoice for 50% of the estimated numbers upon booking confirmation (for booking greater than 15/20 vaccinations).  Booking for sites of less than 15  vaccinations has the flat fee invoice generated for these locations.

A final invoice will be issued on the completion of the services based on (a) the final number of vaccinations completed, plus (b) any additional costs (such as parking associated with the delivery, nurse travel time), plus (c) any vouchers that have been redeemed. Invoicing for vouchers can/may be issued separately to any onsite program that may take place.

Payment Terms: Upon confirmation of this booking, the Company must pay AVS either by cheque, or electronic transfer, 50% of the total amount of the estimated number of vaccinations required by way of deposit (Deposit). Each invoice generated by AVS is payable within 14 days of the issue date. Confirmation of dates and services can only begin after AVS has received the deposit. Payments made later than 45 days from the date of the invoice will incur a 12% P.A. late fee per month.

Nurse Time onsite: Nurses will attend The Client’s premises for the amount of time required to deliver the agreed estimated vaccinations. Based on AVS, nurses traditionally complete 8 vaccinations per 15 minutes (32 in an hour). Therefore, additional charges for nurse time-on-site are applicable and charged at $150 per hour (pro-rata). Additional time outside of the agreed time allocated for our nurse on-site is classified as any additional time added not caused by AVS.

The following scenarios are examples of where charges would be applicable:

  • Based on an average of fewer than 20 vaccinations completed per hour (1-hour  booking minimum). If uptake is lower than expected, AVS will assist with adjusting the session to avoid any charges for low uptake. AVS allocate the time applicable to the estimated vaccines, this is based on 8 vaccinations per 15 minutes.
  • The Client’s staff running late for the agreed session, and additional time is requested on the day to accommodate delays.
  • The additional time requested prior to attending site i.e. 3 hours requested to administer 30 vaccines (the normal time would be 1 hour) as the average of 20 vaccinations per hour is not met, a charge of $150 x 3 will be applicable. This will be pre-agreed with The Client.

Standard Hours of Operation for Nurses: Vaccinations required outside of the standard hours of  8.00 am – 6.00 pm, will incur a surcharge of  $100  per hour and will apply for each hour the service is booked before/after the standard working  hours  (a  minimum of 1 full hour will be charged). Each hour outside of the standard business hours is charged for. For example, if a nurse is required onsite between 6.00 am – 7.00 am, 2 out of hours surcharge will apply.

Parking and Nurse Travel Time: AVS will invoice the cost of parking if The Client cannot provide free onsite parking for the nurse. Nurse travel time will be charged at $1.50 per kilometre for trips further than 50km from the center of the CBD as calculated by Google maps. The amount charged will be calculated as a round trip. For example; if your office is 50km away from the CBD, 50km x 2 – 50km free = 50km x $1.50 will be charged as nurse travel time. CBD’s are counted:

  • ACT: Canberra
  • NSW: Sydney, Gosford, Newcastle, Penrith, Wollongong, Wagga, Queanbeyan
  • QLD: Gold Coast, Brisbane, Sunshine Coast, Cairns
  • SA: Adelaide
  • TAS: Hobart, Launceston
  • VIC: Melbourne, Geelong, Mornington, Dandenong
  • WA: Perth

Pharmacy Flu Vouchers

  • No setup fees are charged for AVS to setup a pharmacy voucher portal.
  • Vouchers are charged at the pharmacy chain rate quoted previously in the proposal for each voucher ordered via the AVS voucher portal.
  • AVS do not charge for estimated vaccination, only vouchers ordered by our clients’ employees via the AVS system.
  • All vouchers issued with AVS are non-refundable once the unique code has been issued. An issued voucher is a voucher that an employee has ordered via the unique portal issued by AVS to your company.
  • AVS will issue an invoice for all vouchers ordered the previous month at the start of each month. For example, the April invoice will be for all invoices ordered in March

Terms and Conditions – Onsite COVID-19 Vaccinations

Services Cancellation and Postponement Policy: As per the Department of Health’s rules for VAPP panel members, COVID-19 Vaccines must be ordered by AVS a minimum of 14 days prior to a clinic taking place. AVS incurs strict wastage fees for wasted stock, so any cancellation within 14 working days of the delivery day will attract a charge of 50% of the day rate for the services cancelled or postponed.

Nurse Time onsite: For onsite COVID-19 vaccinations, 2 Nurses will attend The Client’s premises for a standard 8-hour workday. AVS nurses complete 2 vaccinations per 5 minutes, which works out to be 20 in an hour, including time required for nurses to draw up the vaccine. Two nurses can administer approx. 130 – 140 Covid-19 vaccines per day.

If there is room at your site, nurse availability, and you wish to have a 3rd nurse onsite, each additional nurse is charged at a daily rate. Please get in touch with AVS if you are interested in more than the standard two nurse service.

Administration Support by Clinic

A first-aid staff member must be available to assist the nurses in observing people who have received a vaccination for 15 minutes after their vaccination. The administration support must keep the vaccinated staff member close to the nurses and direct them when it is ok to leave the area.

In limited circumstances, coadministration of flu and Covid-19 vaccinations may be possible. Please let us know if this is something you are interested in, and AVS will phone to discuss whether it is possible based on your companies’ circumstances.

Invoicing: Due to the demand for Nurse Immunisers and as COVID-19 clinics are charged based on a day rate, AVS will generate an invoice for 50% of the daily rate based on the number of days scheduled. Therefore, 50% must be paid upfront to secure COVID-19 vaccination dates and lock in the nurses.

A final invoice will be issued on the completion of the services based on (a) any additional costs (such as parking associated with the delivery, nurse travel time, out of standard business hours).

Payment Terms: Upon confirmation of this booking, the Company must pay AVS either by online credit card payment or electronic transfer, 50%  of the total number of days requested by way of deposit (Deposit). Each invoice generated by AVS is payable within 14 days of the issue date. Confirmation of dates and services can only begin after AVS has received the deposit. Payments made later than  45  days from the date of the invoice will incur a 12% P.A. late fee per month.

Standard Hours of Operation for Nurses: Vaccinations required outside of the standard hours of  8.00 am – 6.00 pm, will incur a surcharge of $100 per hour/per nurse and will apply for each hour the service is booked before/after the standard working hours (a minimum of 1 full hour will be charged per nurse). Each hour outside of the standard business hours is charged for. For example, if a nurse is required onsite between 6.00 am – 7.00 am, 2 out of hours surcharge will apply.

Parking and Nurse Travel Time: AVS will invoice the cost of parking if The Client cannot provide free onsite parking for the nurse. Nurse travel time will be charged at $1.50 per kilometre for trips further than 50km from the centre of the CBD as calculated by Google maps. The amount charged will be calculated as a round trip. For example, if your office is 50km away from the CBD, 50km x 2 – 50km free = 50km x $1.50 will be charged as nurse travel time. CBD’s are counted:

  • ACT: Canberra
  • NSW: Sydney, Gosford, Newcastle, Penrith, Wollongong, Wagga, Queanbeyan
  • QLD: Gold Coast, Brisbane, Sunshine Coast, Cairns
  • SA: Adelaide
  • TAS: Hobart, Launceston
  • VIC: Melbourne, Geelong, Mornington, Dandenong
  • WA: Perth