Community pharmacies are one of the three arms of the HSE’s mixed-provider model for the LAIV Schools Programme this season, alongside GPs and HSE vaccination teams. Most pharmacies delivering the programme run somewhere between one and five school clinics, and the HSE has been explicit about what it expects from every one of them: documented consent, medical screening built into that consent process, the ability for a parent or legal guardian to withdraw consent at any point up to the day of vaccination, and real-time record keeping rather than a scramble to reconcile everything afterwards.
If you ran a school vaccination programme last season, you already know what that looks like in practice: chasing consent forms, untangling duplicate registrations, working out who’s in which class on the morning of the clinic, and reconciling paper or spreadsheets after the fact. We built the School Vaccination Hub to take all of that and turn it into a single paperless workflow — from consent through to completion.
Why We Built the School Vaccination Hub
Over the last three seasons we’ve worked with hundreds of pharmacies and supported close to 1,000 school vaccination clinics through our booking engine. What started as a paper-based process gave way to digital consent collection two seasons ago, which solved the worst of the chasing and missing forms.
But the rest of the workflow — organising clinic lists, managing changes, spotting duplicate registrations, recording outcomes on the day, and reconciling everything afterwards — was still largely manual, and it showed. Labelling systems we tried didn’t hold up in practice.
At the same time, the HSE has tightened its expectations for the 26/27 season: primary schools are the priority, information and queries need to be resolved before clinic day rather than on it, and consent — including the ability to withdraw it — has to be properly documented and auditable. The School Vaccination Hub was built directly around that feedback and those requirements.
Consent and registration, without the back-and-forth
- Add your own schools. You no longer need to ask us to set up a school for you. Add it yourself, choose the type — crèche, primary, secondary, or staff/> 18s only — and a registration link is generated instantly. Self-service also removes the risk of an incorrectly copied or pasted link, which could happen under the old manual process.
- One link, sent to the school. You send the school a ready-made message with the link embedded, which they forward to parents and guardians.
- Consent and medical intake collected up front. Parents or legal guardians register their child, complete the medical intake form, and give consent online — all before a child ever shows up at your clinic.
- Consent withdrawal, built in. Every parent receives a confirmation email containing the pharmacy’s phone number, so consent can be withdrawn right up to the day of vaccination — a phone call being faster and more reliable than email or SMS for something time-sensitive.
Getting ready for clinic day
- Registration limits and a standby list. Set a maximum number of registrations to match your vaccine stock, and close registrations when you’re full. Anyone who registers after that goes onto a standby list you control.
- Class assignment made easy. Parents are prompted to enter their child’s class and teacher’s name during registration, so you can assign children to classes in bulk before the clinic even starts.
- Automatic duplicate detection. Duplicate registrations — twins registered twice, or both parents submitting separately — are flagged automatically, matched on name and date of birth.
- Flags for anything that needs a second look. Mark a child as needing review, or as not suitable for vaccination on the day, and add an internal note the whole team can see. Flagged children stay on the roster so nothing gets missed.
On clinic day
- A printable roster, in advance. Generate a class-by-class roster — names, dates of birth, and flags — as a PDF or printout to send to the school ahead of time. Or hand to the school on clinic day
- Works on iPads, Android tablets and laptops. The clinic screen has been optimised for tough screen devices working equally well on a laptop, Android tablet or iPad. So you can administer vaccines and easily record outcomes as you go rather than writing on paper and reconciling afterwards.
- Simple recording. For each child you can record vaccinated, absent, refused, not suitable, or withdrawn — and add walk-up registrations, pause, or end the clinic, all from the same screen.
- Status Dashboard. You get a live running total as you work through the roster.
After the clinic — completion and reconciliation
Once a clinic ends, everything is recorded you can access at any time. A CSV export of every child and their vaccination status, and a full audit log — staff actions, consent, notes, and outcomes — filterable so you can find any record quickly.
The audit log and the associated data retention are built around PSI requirements, so if you’re ever audited, everything is there without printing a thing.
