School Vaccination Hub

Successful school vaccination clinics don't begin on clinic day—they begin with good preparation.

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School Vaccination HUB

FROM CONSENT TO COMPLETION.

  • Consent – collect paperless parent consent.
  • Preparation – organise schools, classes and reviews.
  • Clinic Day – record every outcome with confidence.
  • Completion – finish with accurate records and minimal reconciliation.
Register for our Webinar

PAPERLESS CONSENT

Start every clinic with complete, organised information.

PREPARE BEFORE CLINIC DAY

The biggest time savings happen before the first child arrives.

CLINIC DAY, MADE SIMPLE

When clinic day arrives, everything is already organised.

SPEND LESS TIME ON ADMINISTRATION

your clinic records are already organised and ready for reporting.

Planned Better. Run Faster. Finished Sooner

school vaccination Hub

Everything you need to manage a school vaccination programme—from paperless parent consent and clinic preparation to clinic-day recording and post-clinic reconciliation.

Every vaccination season teaches you something. A process that seems straightforward on paper may create unnecessary work in practice. A small administrative task, repeated across dozens of schools, can become hours of work. A problem discovered on clinic day is much harder to solve than one identified during preparation.

Over time, these lessons accumulate. We’ve taken those lessons and distilled them into the School Vaccination Hub.

The goal is simple: Move more work out of clinic day. Prepare earlier. Record accurately. Reconcile less.

supporting hundreds of Irish pharmacies across nearly 1,000 schools

The biggest challenge isn't giving the vaccine.

Every School Clinic Starts Long Before Vaccination Day.

It’s everything that comes beforehand

  • Collecting consent forms
  • Chasing missing information
  • Organising classes
  • Identifying children requiring review
  • Preparing clinic lists
  • Managing changes
  • Recording outcomes
  • Reconciling everything afterwards

Many pharmacies still rely on paper forms, spreadsheets and manual processes.

That means hours of administration before the first child is even vaccinated.

HSE raised the bar For 2026/27

Here's how you clear it — automatically

The HSE Obligations
Checklist

School Vaccination Hub has you covered.

The new Service Provider/School Arrangement isn’t paperwork you file and forget — it’s a checklist every pharmacy now has to prove, clinic after clinic:

  • Consent forms reviewed before you ever set foot in the school
  • A working line for parents to withdraw consent, right up to clinic day
  • Similar or alternate-name mismatches double-checked before a child is called
  • Vaccination records entered on the day — not backfilled weeks later

Run your clinics through Refill Assistant’s School Vaccination Hub, and none of this is a scramble. It’s just how the system works.

Consent is collected and reviewed digitally, days before you’re anywhere near the school. Every booking carries a built-in withdrawal option.

Preparation flags similar-name and alternate-name clashes before Clinic Day — not during it.

And recording happens live, at the point of vaccination, so your records are done before you leave the building.

What HSE lists as obligations, the School Vaccination Hub already runs as default.

More than 5 schools? HSE wants proof you can handle it.

School Vaccination Hub already can.

Cross the 5-school threshold and you’re in a smaller group — one the HSE now asks to show it’s actually equipped for the job: a track record in consent procedures and prompt, accurate record-keeping, before they’ll sign off on more schools.

  • Consent procedures — every consent collected and reviewed digitally before clinic day, not chased on paper across five-plus schools at once
  • Prompt, accurate records — Clinic Day outcomes entered live, school by school, same day — the exact standard HSE is now asking providers to evidence
  • No extra admin per school — normally, the more schools you take on, the more the manual chasing grows. This is the one part of scaling up that doesn’t get harder.

What we don’t do — vaccine stewardship (storage, transport, fridge contingency, SOPs) is clinical, not software, so that part is still on you. Everything else the HSE is asking you to prove, we’ve already built.

The pharmacy the HSE scrutinises most is the one the School Vaccination Hub was built for.

The Obligations
Checklist

The workflow will take care of that

 

The new Service Provider/School Arrangement isn’t just paperwork — it’s a checklist of obligations every pharmacy now has to prove:

  • Consent reviewed before clinic day, no exceptions
  • A clear route for parents to withdraw consent
  • Identity double-checked for similar or alternate names
  • Records entered on the system on the day of vaccination

Run your clinics on Refill Assistant School Vaccination Hub, and you’re not scrambling to meet these — you already work this way. Consent is collected and reviewed digitally before you ever set foot in the school. Withdrawal is built into every booking. Similar-name flags are caught at Preparation, not on the day. And Clinic Day recording happens live, not weeks later.

The agreement becomes a formality — because the process it describes is already how you run clinics.

The agreement becomes a formality — because the process it describes is already how you run clinics.

Running more than 5 schools? HSE wants proof you can handle it.

You already can!

Visiting more than 5 primary schools puts you in a smaller group — and HSE now asks you to show you’re equipped for it: a track record in consent procedures and prompt, accurate record-keeping, before they’ll sign off.

  • Consent procedures — every consent collected and reviewed digitally before clinic day, not chased on paper across five-plus schools at once
  • Prompt, accurate records — Clinic Day outcomes entered live, school by school, the same day — the exact standard HSE is now asking providers to evidence
  • No extra admin per school — the more schools you take on, the more the manual chasing usually grows. This is the one part of scaling up that doesn’t get harder.

If you’re already running 5+ schools, you’re the operator HSE is scrutinising most closely — and the one this product was built for.

HSE raised the bar for 2026/27. Here’s how you clear it — automatically.

The new Service Provider/School Arrangement isn’t just paperwork — it’s a checklist of obligations every pharmacy now has to prove:

  • Consent reviewed before clinic day, no exceptions
  • A clear route for parents to withdraw consent
  • Identity double-checked for similar or alternate names
  • Records entered on the system on the day of vaccination

Run your clinics on Refill Assistant School Vaccination Hub, and you’re not scrambling to meet these — you already work this way. Consent is collected and reviewed digitally before you ever set foot in the school. Withdrawal is built into every booking. Similar-name flags are caught at Preparation, not on the day. And Clinic Day recording happens live, not weeks later.

The agreement becomes a formality — because the process it describes is already how you run clinics.

Running more than 5 schools? HSE wants proof you can handle it. You already can.

Visiting more than 5 primary schools puts you in a smaller group — and HSE now asks you to show you’re equipped for it: a track record in consent procedures and prompt, accurate record-keeping, before they’ll sign off.

  • Consent procedures — every consent collected and reviewed digitally before clinic day, not chased on paper across five-plus schools at once
  • Prompt, accurate records — Clinic Day outcomes entered live, school by school, the same day — the exact standard HSE is now asking providers to evidence
  • No extra admin per school — the more schools you take on, the more the manual chasing usually grows. This is the one part of scaling up that doesn’t get harder.

If you’re already running 5+ schools, you’re the operator HSE is scrutinising most closely — and the one this product was built for.

School Vaccination HUB

FROM CONSENT TO COMPLETION.

Paperless Parent Consent

Start every clinic with complete, organised information.

Simply provide each school with a secure registration link for parents to complete online.

Parents can provide informed consent, complete medical information and submit everything before clinic day.

  • No paper forms.
  • No filing.
  • No chasing missing paperwork.

Just organised information, ready when you need it.

Prepare Before
Clinic Day

The biggest time savings happen before the first child arrives.

Prepare every clinic with confidence by:

  • Assigning children to classes
  • Organising school groups
  • Reviewing registrations in advance
  • Flagging children requiring pharmacist review
  • Managing withdrawals and changes before clinic day
  • Printing organised class lists

Instead of discovering problems during the clinic, resolve them beforehand.

Stay in Control
on Clinic Day

When clinic day arrives, everything is already organised.

Your team simply records each child’s outcome as they move through the clinic.

Record whether a child has been:

  • Vaccinated
  • Absent
  • Refused
  • Withdrawn

Need to pause the clinic?
Resume where you left off.
Need to register a child on the day?
Record walk-up registrations quickly and accurately.

Every vaccination is recorded digitally, helping reduce paperwork and post-clinic administration.

Finish
Faster

For many pharmacies, the work continues long after the last vaccination.

Our platform dramatically reduces the administration required after every clinic by keeping vaccination records organised throughout the day.

Spend less time reconciling paperwork and more time looking after patients.

Designed Around Real Pharmacy Workflows

This isn’t generic booking software adapted for schools.

Every workflow has been refined through three years of real-world use, supporting hundreds of Irish pharmacies delivering vaccination programmes across nearly 1,000 schools.

We’ve listened to pharmacists, identified the bottlenecks and continuously improved the platform to remove unnecessary administration at every stage.
The result is software built around the way pharmacies actually run school vaccination clinics.

Every School Clinic Starts Long Before Vaccination Day.

The biggest challenge isn't giving the vaccine.

It’s everything that comes beforehand.

  • Collecting consent forms
  • Chasing missing information
  • Organising classes
  • Identifying children requiring review
  • Preparing clinic lists
  • Managing changes
  • Recording outcomes
  • Reconciling everything afterwards

Many pharmacies still rely on paper forms, spreadsheets and manual processes.

That means hours of administration before the first child is even vaccinated.

Why Pharmacies Choose
Refill Assistant

Save Hours
Preparing
Every Clinic

Organise schools, classes and registrations before clinic day.

Reduce
Administration

Replace paperwork and spreadsheets with one integrated digital workflow.

Review
Special
Cases Earlier

Identify children requiring pharmacist review before the clinic begins.

Improve
Clinic-Day Efficiency

Quickly record vaccination outcomes while keeping the clinic moving.

Reduce
Post-Clinic Reconciliation

Keep accurate digital records throughout the clinic, reducing administration afterwards.

Scale
with
Confidence

Whether you're vaccinating one school or coordinating multiple clinics, manage everything from one platform.

Purpose-Built for Irish Pharmacies

Unlike generic appointment software, our School Vaccination Platform has been designed specifically for Irish pharmacy vaccination programmes. From digital consent through to clinic-day recording, every feature exists to help pharmacy teams deliver safer, faster and more organised school clinics.
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FLU SEASON 2021/22 – BOOKING ENGINE UPDATES

This is a webinar covering the pharmacy services booking engine with a focus on the flu season 2021/22. Also covered will be the latest updates implemented following feedback from our customers about COVID-19 vaccinations.

Thursday Sept. 23rd at 3:15pm
refill assistant full color icon logo

FLU SEASON 2021/22 – BOOKING ENGINE UPDATES

This is a webinar covering the pharmacy services booking engine with a focus on the flu season 2021/22. Also covered will be the latest updates implemented following feedback from our customers about COVID-19 vaccinations.

Thursday Sept. 23rd at 8:00pm

iNTERESTED?

Refill Assistant is delivered as a service meaning the booking engine will be constantly updated with the latest IPU guidelines and is the only secure and professional booking engine optimised for Irish Pharmacies. 

school vaccination clinics

Planned Better. Run Faster. Finished Sooner.

Everything you need to manage a school vaccination programme—from paperless parent consent and clinic preparation to clinic-day recording and post-clinic reconciliation.

Built from three years of experience, supporting hundreds of Irish pharmacies across nearly 1,000 schools, this platform transforms one of the busiest periods of the pharmacy calendar into a streamlined digital experience.

Get The Booking engine for your pharmacy

IPU Member Price: €130 setup + €50/month (paid annually). Please enter coupon code FLU to get the IPU member discount. Setup includes backup USB security key to support GDPR worth €100. 

Get Started
CONTACT ME

School Vaccination HUB

FROM CONSENT TO COMPLETION.

2026/27 Season Prices

  • 1–5 schools: €375
  • 6–10 schools: €600
  • Additional school over 10: €70/school

Data Retention & Platform Access:

Existing Customers:

Included

New Customers:

€300 pa

Get Started
Watch the Webinar

Ready for Your Smoothest School Vaccination Season Yet?

Get Started
* Upgrade My Account
** Set up a New Account
Watch the Webinar

Everything you need to manage a school vaccination programme—from paperless parent consent and clinic preparation to clinic-day recording and post-clinic reconciliation.

* For existing clients, please press the Upgrade my Account button.

** Please set up an account, if you are not yet a Refill Assistant customer. A nominal fee of €1 will be charged to your card. We will be in contact to add the School Vaccination Hub subscription.

Ready for Your Smoothest School Vaccination Season Yet?

Everything you need to manage a school vaccination programme—from paperless parent consent and clinic preparation to clinic-day recording and post-clinic reconciliation.

The School Vaccination Hub will be released shortly. To gain priority access please register below.

Get Started
GET PRIORITY ACCESS
CONTACT ME
Watch the Webinar

For any pharmacy that wants hassle-free.