Program Overview: ‘Free Flu Jabs for Every Queenslander’

On 23 May 2022, Queensland Premier Annastacia Palaszczuk together with the Minister for Health and Ambulance Services, Yvette D’Ath, announced that all Queensland residents, aged 5-64 years of age, would be offered a free flu vaccine as the state faces a severe outbreak of Influenza A.

Building on the success of Guild Corporate Health opportunities and initiatives, Queensland Health has chosen to facilitate this mass-vaccination rollout via the Guild Corporate Vaccination Program, parameters and access for which has been expanded to support this initiative.

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What is the Guild Corporate Vaccination Program?

The Guild is now entering its seventh year as the preferred supplier of vaccinations to many Queensland Government departments, agencies and corporate partners through the Guild Corporate Vaccination Program. The Program was originally designed to allow employees of organisations participating in the Program, to book their influenza vaccination appointment at their local participating pharmacy via the GuildCare booking platform and receive their vaccination in-store. Participating pharmacies are paid the next business day for completed vaccination services. The participating organisation is then billed for all completed vaccination cases associated with their organisation.

To support this new Queensland Government influenza vaccination initiative, the Guild Corporate Vaccination Program has now been expanded to allow all eligible Queensland residents to book their free flu vaccination at their local community pharmacy, with payments to pharmacies and invoicing to the Queensland Government facilitated through the Program.

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Timeframes

Eligible Queensland residents will be able to obtain a free influenza vaccination, funded by Queensland Health, in community pharmacies from Tuesday 24 May 2022 through to 30 June 2022.

If your pharmacy is a Guild member and already registered for the 2022 Guild Corporate Vaccination Program, you do not need to re-register or activate any Program modules in GuildCare NG to participate in this new Queensland Government initiative. Your pharmacy will receive influenza vaccination bookings from Queensland residents via the GuildCare Corporate Vaccination module as normal.

If you are a Guild member pharmacy but you have not yet registered for the 2022 Guild Corporate Vaccination Program or if you are a non-Guild member pharmacy, please refer to the ‘How to Participate’ section of this page for information on how to register. The estimated time from registering for the Program to being able to accept vaccination bookings is 3-5 business days. While your Corporate Vaccination Program access is being processed, you can still vaccinate eligible patients and record the administration of the vaccine via your standard processes (e.g. GuildCare or MedAdvisor) or paper-based forms and transfer the vaccination cases to the Guild Corporate Vaccination Program module at a later stage.

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How to Participate

Guild member pharmacies already registered for the Corporate Vaccination Program

You do not need to re-register or activate any Program modules in GuildCare NG to participate in this new Queensland Government initiative. Your pharmacy will receive influenza vaccination bookings from Queensland residents via the GuildCare Corporate Vaccination module as normal.

If a patient walks into your pharmacy, pharmacy staff should encourage patients to book the next available appointment using the link www.pharmacybookings.com.au/GCH/QLDFREE (or QR code) and complete the vaccination booking there and then. Please refer to the 'Patient Resources' section of this page which hosts ready-to-use posters, flyers and social media tiles that you can download and use to promote the Program to your patients.

Guild member pharmacies that have not yet registered for the Corporate Vaccination Program

  1. Complete the Guild member registration form using your pharmacy's Guild ID and agree to the Terms and Conditions and Program Rules. If you are unsure of your Guild ID, please email membership@qldguild.org.au.
  2. Read the 'Online Implementation Guide' while your registration is being processed. Share the guide with your pharmacy team and ensure all staff members understand how the Program works.
  3. Review your vaccination stock levels and place backorders with wholesalers as required.
  4. Action any payment requirements from GuildCare to ensure there are no delays to your registration. If you have already paid a GuildCare subscription, there will be no additional payment.
  5. Await confirmation from GuildCare that your pharmacy has been provided access to the GuildCare NG Corporate Vaccination module. Note: this may take between 24-48 hours to process.
  6. Once your access to the GuildCare Corporate Vaccination module is active, set up your GuildCare NG Calendar resources and appointment availability. Refer to Lesson 9 of the 'Online Implementation Guide' for instructions on how to set up your calendar.
  7. Create a LanternPay account if you do not already have one. LanternPay is the Guild's claims and payment partner. After you have registered for the Program, follow the link within the program set-up steps in your confirmation email to create a LanternPay account. Be sure to complete all steps, including bank account verification. If you already have a LanternPay account you will simply need to log in when prompted. Claims submitted through LanternPay will be paid the next business day when submitted prior to 5:00pm.
  8. Link your LanternPay account to GuildCare. Refer to Lesson 15 of the 'Online Implementation Guide' for instructions on how to link your LanternPay account. You may also wish to refer to the LanternPay FAQs page or contact LanternPay customer support by emailing support@lanternpay.com or phoning 1300 526 837.
  9. Display posters in-store to promote the service to your patients. Refer to the 'Patient Resources' section of this page which hosts ready-to-use posters, flyers and social media tiles that you can download and use to promote the Program to your patients.
  10. Regularly check for vaccination bookings via the GuildCare NG calendar (these are highlighted in orange) or your email notifications.
  11. Frequently update your calendar availability.
  12. Ensure all corporate vaccination services are completed in the GuildCare NG Corporate Vaccination Module. Paper records will not be accepted and payments for any influenza vaccination services recorded outside of the GuildCare NG module will not be paid for by the Queensland Government. Once the case is completed, you will be able to submit your claim via LanternPay Claims in GuildCare.
  13. Ensure claims for completed cases are submitted by 30 June 2022.

Non-Guild member pharmacies and Friendly Society Pharmacies

  1. Complete the non-Guild member registration form and agree to the Terms and Conditions and Program Rules.
  2. Read the 'Online Implementation Guide' while your registration is being processed. Share the guide with your pharmacy team and ensure all staff members understand how the Program works.
  3. Review your vaccination stock levels and place backorders with wholesalers as required.
  4. Action any payment requirements from GuildCare to ensure there are no delays to your registration. If you have already paid a GuildCare subscription, there will be no additional payment.
  5. Await confirmation from GuildCare that your pharmacy has been provided access to the GuildCare NG Corporate Vaccination module. Note: this may take between 24-48 hours to process.
  6. Once your access to the GuildCare Corporate Vaccination module is active, set up your GuildCare NG Calendar resources and appointment availability. Refer to Lesson 9 of the 'Online Implementation Guide' for instructions on how to set up your calendar.
  7. Create a LanternPay account if you do not already have one. LanternPay is the Guild's claims and payment partner. After you have registered for the Program, follow the link within the program set-up steps in your confirmation email to create a LanternPay account. Be sure to complete all steps, including bank account verification. If you already have a LanternPay account you will simply need to log in when prompted. Claims submitted through LanternPay will be paid the next business day when submitted prior to 5:00pm.
  8. Link your LanternPay account to GuildCare. Refer to Lesson 15 of the 'Online Implementation Guide' for instructions on how to link your LanternPay account. You may also wish to refer to the LanternPay FAQs page or contact LanternPay customer support by emailing support@lanternpay.com or phoning 1300 526 837.
  9. Display posters in-store to promote the service to your patients. Refer to the 'Patient Resources' section of this page which hosts ready-to-use posters, flyers and social media tiles that you can download and use to promote the Program to your patients.
  10. Regularly check for vaccination bookings via the GuildCare NG calendar (these are highlighted in orange) or your email notifications.
  11. Frequently update your calendar availability.
  12. Ensure all corporate vaccination services are completed in the GuildCare NG Corporate Vaccination Module. Paper records will not be accepted and payments for any influenza vaccination services recorded outside of the GuildCare NG module will not be paid for by the Queensland Government. Once the case is completed, you will be able to submit your claim via LanternPay Claims in GuildCare.
  13. Ensure claims for completed cases are submitted by 30 June 2022.

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Pharmacy Resources

Booking link for all Queensland residents

GuildCare information and resources

GuildCare has developed a range of video guides for the Corporate Vaccination Program which include instructions on how to use GuildCare NG and manage your vaccination booking calendars. Key videos that may assist you with the Program include:

Click here to view the full library of GuildCare information video guides for the Program.

Managing increased call volumes and enquiries

The Guild understands how challenging it can be at times to manage the increase in phone calls while servicing patients in-store. As primary health care providers, it is important that we remain calm and continue to serve our communities as best we can. This includes keeping the communication lines open with our patients, suppliers and health care officials, as much as possible.

We encourage you to adopt methods that can help reduce the number of queries coming through by phone e.g. updated messaging on your voicemail or hold music with influenza vaccination booking information, or directing customers to your website or Facebook page for updates.

Pharmacist vaccination service guides and procedures

Guild members can access a range of guides, procedures and resources that can help implement and maintain a pharmacist-led vaccination service in a Queensland community pharmacy (including information on uploading to the AIR). Please click here to access all Guild member-only pharmacist vaccination resources and guides.

VIEW GUILD MEMBER-ONLY RESOURCES >

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Patient Resources

A5 Flyer

Please click here to download an A5 flyer that you can provide to your patients.

Download A5 Flyer >

Social Media Tile

Please click here to download an image that you can post to your pharmacy's social media pages.

Download Social Media Tile >

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FAQs

Information is current as of 26 May 2022.

Background

How has this Program come about?

Queensland is facing a severe outbreak of Influenza A. COVID-19 measures had reduced influenza cases to almost nil since 2020 but more than 4,000 cases have already been reported in 2022. As at 23 May 2022, cases in Queensland are doubling every week increasing from 1,848 to 4,282 in the past week.

The Queensland Government has decided to protect Queenslanders by funding a free influenza vaccination for all residents of Queenslanders.

For more information on Queensland Health’s weekly influenza surveillance reporting please click here.

Why is the Guild the delivery partner?

The Guild via the Guild Corporate Vaccination Program is already a prequalified supplier to the Queensland Government under a Standing Offer Arrangement (SOA). This prequalification has enabled rapid implementation of the Program.

How was the price to pharmacies decided?

The price for pharmacies was set as part of the SOA initiated in 2018. Pharmacies are paid $19.95 plus GST per vaccination ($21.95 incl GST) administered.

Why were pharmacies given so little notice about this Program?

Pharmacies were given as much notice as possible once some very preliminary work was done on confirming that the Program would be possible. The decision was made and announced by the Queensland Government on Monday 23 May 2022.

Do all pharmacies have to participate?

Participation in the Program is optional but we strongly encourage all pharmacies to consider participating as it will assist in delivering the broader public health initiative. If you choose to not participate in the Program, you are unable to be reimbursed by the Queensland Government for vaccines, reimbursement can only be sought via participation.

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Program Set-Up

We are not signed up for GuildCare, how can I run the Program and be paid during this interim period while registering for GuildCare?

If you have a paid subscription to GuildCare Lite to access ProjectStop, you have the starting point for participation in the program.

For Guild member pharmacies - you will have to register to be a Guild Corporate Health pharmacy. This will trigger GuildCare to contact you to organise access to the Guild Corporate Vaccination module in GuildCare. If you have not yet paid a subscription fee, you will need to pay this before gaining access to the module.

For pharmacies who are not Guild members - you will have to register using a unique link which will be sent to your pharmacy via email.

While you are waiting for access to the module, we encourage you to record influenza vaccinations for eligible patients via your normal recording processes. We will be unable to pay you until you receive access to the module, as this is integrated with LanternPay and once connected, you will receive payment the next business day.

Once you do have access to the module, you will need to transfer your patient data to the GuildCare platform by re-booking your patients using www.pharmacybookings.com.au/GCH/QLDFREE. You are unable to add appointments manually from the pharmacy, all appointments must be made via the booking link.

Do I have to use GuildCare?

Yes.To participate in this Program you must use GuildCareto receive bookings, complete vaccinations and claim payments.

Will using MedAdvisor to record influenza vaccinations in the interim create a ‘double-up’ record on the patient’s AIR?

No. AIR will recognise that a duplicate is about to be uploaded and ask you to confirm that you want to upload the record. You are able to select no, but still record the service and claim the payment.

In the event you are booked out via available booking slots in GuildCare, how can you manage walk-in patients?

When setting up your calendar, the appointments are centrally set up at 15-minute intervals which cannot be changed.  However, you can set up multiple resources in GuildCare NG to get 5-minute appointment intervals which increases the availability for walk-in patients.

For example, you would set up 3 resources:

  • Resource 1 – start availability from 9.00am
  • Resource 2 – start availability from 9.05am
  • Resource 3 – start availability from 9.10am

Please refer to the User Guide to learn how to set up resources.

How can eligible patients make a booking at my pharmacy? 

Patients can use this link to book an appointment or enter data for a walk-in appointment: www.pharmacybookings.com.au/GCH/QLDFREE

Where can I get stock of influenza vaccines? 

Stock should be purchased through the pharmacy’s regular influenza vaccine wholesaler. We understand that there are challenges in sourcing stock at this stage, we will keep you informed of any developments we are aware of, and if you can update the Guild on stock issues that will be helpful to communicate to Queensland Health on your behalf.

Can I charge an administration fee to the patient? 

Under this Program, pharmacies are not permitted to charge an additional administration fee to the patient.  Pharmacies will receive payment from Queensland Health via the Guild Corporate Vaccination Program. A fee of $19.95 plus GST ($21.95 incl GST) will be paid per vaccination administered.

How will the pharmacy be paid under this Program? 

Payments are made next business day via our claims payment partner LanternPay. If you don’t have a LanternPay account, you will need to create one and then integrate this with GuildCare. Please follow the steps in this resource to complete this process.

LanternPay is integrated with the Guild Corporate Vaccination module in GuildCare. This is the only mechanism by which pharmacies can be paid for vaccinations given under this Program.

Do I need to be QCPP accredited to participate in this Program? 

Under the SOA with the Queensland Government, it requires pharmacies to be accredited under QCPP to participate.  If you are currently in the process of getting accredited and want to participate, please contact business.support@qldguild.org.au to discuss further.

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Administration of the influenza vaccine

Who can administer the influenza vaccine? 

Pharmacists who have completed an approved vaccination course and satisfy the conditions listed in the Extended Practice Authority ‘Pharmacists’.

Pharmacy students (second, third and fourth year) and interns who have completed an approved vaccination course can vaccinate under supervision.  Please refer to  Emergency Order COVID-19 Vaccination Service Providers. At the time of writing, the Emergency Order has an expiration date of 7 June 2022.

Can pharmacists vaccinate children? 

All vaccination-trained pharmacists working in Queensland can administer influenza vaccines to persons aged 10 and above.

Vaccination-trained pharmacists employed by a COVID-19 vaccination program pharmacy can administer the influenza vaccine to persons from 5 to 9 years of age.

Do pharmacists need to do extra training to vaccinate children younger than 10 years of age? 

Pharmacists working in COVID-19 vaccination program pharmacies who are permitted to vaccinate children between the ages of 5 and 9 must have completed the Commonwealth mandatory COVID-19 vaccine training program. There are modules specific to administering vaccines to children, and these must be completed prior to vaccinating children.

There is no other training that must be completed by pharmacists to vaccinate this age group as the vaccination technique is the same for all patients aged ≥12 months. Vaccinations should only be administered into the deltoid muscle in community pharmacy.

Can vaccinations be given outside of the pharmacy? 

Vaccinations must be administered according to Appendix 3 of the Extended Practice Authority ‘Pharmacists’. The vaccination area must be a screened or private consulting area in a community pharmacy. Vaccinations cannot be administered offsite.

What vaccines are covered under this program? 

Egg-based influenza vaccines indicated for use in patients between the ages of 5 and 64 are covered under this program.

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Patient Eligibility

Who is eligible? 

Queensland residents, aged 5 to 64, regardless of Medicare status. Vaccinations must be administered in the state of Queensland.

Can patients over 65 years and older be vaccinated for free at my pharmacy?

Only patients aged 5 to 64 can be vaccinated under this Program in community pharmacies. Patients aged 65 years and over will need to access the National Immunisation Program funded vaccine through their usual vaccination provider.

If patients are eligible under the National Immunisation Program and this Program, which Program should they be vaccinated under? 

Other than patients aged 65 years and over who are recommended to receive the adjuvanted flu vaccine, patients can be vaccinated under whichever Program is more convenient for them. This applies to patients:

  • All Aboriginal and Torres Islander people
  • Pregnant women
  • Anyone with certain medical risk factors:
    • heart disease
    • severe asthma (requiring frequent medical consultations or use of multiple medications)
    • chronic lung conditions
    • diseases of the nervous system which affect your breathing
    • impaired immunity
    • diabetes
    • kidney disease
    • haemoglobinopathies
    • children aged six months to 10 years on long-term aspirin therapy

Can I claim retrospectively for patients who would have been eligible under this Program? 

No, this program applies only to patients who receive their influenza vaccinations from 24 May to 30 June 2022. We understand that some patients may request a refund but this is not possible, unfortunately, patients who were vaccinated before this Queensland Government initiative was announced, are not covered under the Program.

For more information, please contact:
The Business Support Team

Phone

07 3831 3788

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Page last updated on: 08 June 2022