Vaccine Information for Managers

Information for managers about the Monash Health COVID-19 vaccination program.
Information about vaccination will be sent to your Monash Health email address when you are eligible to be vaccinated. Please ensure you check it regularly.

Overview

As a manager, you play a crucial role in ensuring the COVID-19 vaccination program runs smoothly.

While the vaccination is not mandated, we are encouraging vaccination as there is overwhelming scientific evidence that it is the best defence against serious infection and illness.

It is important that people have the information they need to make an informed decision about vaccination. Please encourage your team members to read and listen to the material from our experts or science-based content.

Information about the vaccination program is evolving rapidly. Please check these pages regularly, particularly the FAQs, which will be updated on an ongoing basis.

Vaccination rollout order

Working in line with the government’s designated roll out schedule, we will begin with Phase 1a: Frontline healthcare workers, aged care staff and residents, quarantine and border workers

Monash Health has over 5,000 Phase 1a employees, so we will prioritise employees within Phase 1a in order of their risk of infection.

This means you may be vaccinated at a later or earlier date than other members of your team. Everyone will have an opportunity to be vaccinated. So please be patient.

The initial priority Phase 1a employees are:

  • Priority employees in any role working in ED, Adult ICU, Paediatric ICU and COVID positive management wards (employees will be prioritised based on exposure risk).
  • Other priority employees including MET/Code teams, Aged Care Facility employees, those that care for COVID patients directly and relevant microbiologists.

The vaccination program will start at Clayton, and Eastwood Hostel with priority Phase 1a employees expected to begin vaccination at Dandenong and Casey shortly thereafter.

Please note: If employees in your team are in the Priority Phase 1A group, starting at Monash Medical Centre, Clayton or the Kingston Centre in the week commencing 22 February, you will have been briefed already.

We will contact managers directly when it is time to provide lists of your employees to be scheduled for vaccination.

Manager responsibilities

  • Engage your team in an ongoing conversation about the vaccination and help answer their questions.
  • Identify eligible employees (We will contact managers directly when it is time to provide lists of your employees to be scheduled for vaccination.)
  • Put together a schedule for your eligible employees – details of what you need to do are included in the manager guide.
  • Support your employees to attend their appointments, by providing adequate time and cover.
  • Monitor – the health and wellbeing of your team, any side effects and any concerns.

Managers guide

This guide provides managers with information to support the Monash Health COVID-19 Vaccination Program.

Communicating with your team

Managers are ideally placed to support their team members make informed decisions about participating in the COVID-19 Vaccination Program by:

  • Encouraging attendance at (or view the recordings of) Employee Forums.
  • Sharing information using team meetings, emails, and posters.
  • Echoing key messages from Employee Forums and Chief Executive emails.
  • Promoting the available support services to employees such as the Monash Health Vaccination Hotline and Infectious Diseases and Allergy clinics dedicated to managing adverse effects.
  • Personally encouraging your team members to get the vaccine.

Processes for managing employees who decline the vaccination or receive the vaccination elsewhere will be advised soon.

Frequently asked questions for Managers

The following Frequently Asked Questions are based on the most current information available. We will provide updates as information becomes available.

Refer to our About the Vaccines section for the latest information and FAQs about the Pfizer/BioNTech vaccine, benefits and safety.

Refer to our Employee Section for the latest information for Monash Health employees. 

 

What is our vaccination target?

We are aiming to vaccinate all eligible employees.

 

Is vaccination mandatory?

While COVID-19 vaccination is not mandatory, we strongly encourage you to receive the vaccine as soon as possible to help protect you, your patients, colleagues, family and friends.

There is overwhelming scientific evidence that vaccination is the best defence against serious infections and illness.

 

How do I identify who in my team is eligible?

You will be contacted to advise when your team members are eligible for vaccination. Eligibility guidance will be provided at that time.

Monash Health has over 5,000 Phase 1a employees, so we will prioritise employees within Phase 1a in order of their risk of infection.

The initial priority Phase 1a employees are:

  • Priority employees in any role working in ED, Adult ICU, Paediatric ICU and COVID positive management wards (employees will be prioritised based on exposure risk).
  • Other priority employees including MET/Code teams, Aged Care Facility employees, those that care for COVID patients directly and relevant microbiologists.

Briefing is underway for Managers in the initial cohorts. The project team will be in touch with all managers from these initial cohorts in due course.

Information about the next priority cohort will be available soon.

Do I have to book my team in for vaccination?

In the first few weeks of vaccination, commencing 22 February 2021, a manual booking system will be used. We will contact managers when it is time to provide lists of employees to be scheduled for vaccination.

Once you have been asked to provide employee lists please follow the steps in the manager guide to schedule your team for vaccination.

Once you have identified eligible employees in your team, please email the list to MH_Employee_Registration@monashhealth.org

The employees will then be contacted directly about their appointment.

 

How do I schedule my team in preparation for vaccination?

We will contact managers when it is time to provide lists of employees to be scheduled for vaccination.

You will need to create a 6-week schedule which divides eligible employees into three cohorts of equal numbers and balanced skill mix.

For more information, please refer to the Managers Guide.

 

What should I do if a team member cannot attend their vaccination appointment?

If one of your team cannot attend their scheduled vaccination appointment, they need to notify you. Once notified, you must amend your schedule accordingly and notify the employee of their new appointment week. They must then update their own booking.

 

What should I do if a pregnant team member wants to delay their vaccination?

Pregnancy is not a contraindication to receiving this vaccine. However, some may prefer to delay until after delivery. Remember, vaccination is not mandatory.

Encourage your employee to read the Australian Government’s Department of Health’s decision guide for those who are pregnant, breastfeeding or planning pregnancy and to consult their doctor.

 

What if a team member is on extended or maternity leave during their vaccination phase?

Employees on parental or extended leave will be scheduled for vaccination when they return to work.

 

What should I do if a team member experiences side effects from vaccination?

Refer to the Post Vaccination Guide for advice about post-vaccination.

 

What is the KRONOS pay code for post-vaccination sick leave?

Post-vaccination sick leave allowance will come from an employee’s regular sick leave allowance. However, it must be entered using the code ‘1918 Covid-vaccine sick’ for reporting purposes.

Resources for managers

Get the latest information about COVID-19 vaccinations from trustworthy sources. For more general manager information please visit the Manager Briefing presentations page for the latest Manager’s Forum recording and presentation. Several employee forums have also focused on the Monash Health COVID-19 vaccination program. You can find them here.

 

Manager Briefings

Manager Briefing – 10 February 2021

Presentation pack

Medical Director, Infection Prevention & Epidemiology, Professor Rhonda Stuart presenting on the vaccination program.

Other useful resources

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