Terms and Conditions Onsite Flu Vaccinations

Integrity Health & Safety / AVS believe in total transparency when it comes to our pricing and what our clients will be charged. In most cases, our clients are charged for the total number of completed vaccinations at the rate we have stated earlier in this proposal. However, additional fees may be charged, such as parking charges for the nurse.

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

Through our account management, we will work closely with you to avoid as many additional charges as possible, with the intention of not having any additional charges. It is the client’s responsibility to promote the flu program to ensure that the number of vaccinations requested vs. completed is achieved.

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 client.

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

Services Cancellation and Postponement Policy: Cancellation or postponement of the services will require a minimum of 10 working days notice in writing, otherwise a cancellation or postponement charge of $200 per clinic will apply. Any cancellation or postponement within 5 working days of the confirmed clinic will attract a charge of $300 per clinic.

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.

Invoicing: Integrity Health & Safety will generate an invoice for 50% of the estimated onsite vaccinations and vouchers upon booking confirmation. Onsite booking for sites of less than 20 vaccinations will have the full flat fee invoiced.

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). Vouchers that have been ordered via the AVS system will be invoiced at the start of each month for the previous month.

Manual Consent Forms: Additional Fees Apply: To ensure fast, accurate AIR reporting and real-time coverage insights, we strongly recommend using our digital consent portal (included at no extra cost). If paper consent forms are used on the day: There will be delays in AIR uploads and Reporting limitations (no live dashboards)

Fee Structure: $50 flat clinic fee per site visit (data entry setup)+$2 per manual entry of each consent form processed

This covers additional admin, scanning, and manual AIR submission.

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 Integrity Health & Safety is payable within 14 days of the issue date. Payments made later than 45 days from the date of the invoice will incur a 12% pa late fee per month.

Nurse Time Onsite: Nurses will attend client’s premises for the time required to deliver the agreed estimated vaccinations. Based on experience, nurses traditionally complete 8 vaccinations per 15 minutes (32 in an hour). Additional charges for nurse time-on-site are applicable and charged at $165 per hour (pro-rata) when a minimum of 20 vaccinations per hour are not completed by the nurse.

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

• A client requests that a nurse attends their site for 3 hours to administer 30 vaccines. As the average of 20 vaccinations per hour is not met, a charge of $165 x 3 will be applicable (the normal amount of time we would allocate for 30 vaccinations would be 1 hour).
• On the day that the vaccinations take place, the uptake is lower than expected/booked in, and less than an average of 20 vaccinations per hour completed (minimum 1 hour booking), therefore, an additional charge of $165 per hour is charged for each hour the nurse is onsite.
• Where possible, AVS will assist with adjusting the session to avoid any charges for low uptake. Requests to reduce clinic lengths can be made up to 5 working dates from the date of the scheduled clinic. After this point, the amount of time booked in is locked in and any potential charges are based on the time allocated.
• AVS allocates the nurse time onsite based on the estimated number of vaccinations as provided by the client. AVS schedules based on 8 vaccinations per 15 minutes.

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 $115 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 (round trip) from the centre of the CBD as calculated by Google maps. For example, if your office is 80km (round trip) from the CBD: 80km – 50km = 30Km x $1.50 = $45 which will be charged as nurse travel time. Where possible, we use local nurses. If we have a nurse in the area the clinics take place, we waive the travel time cost. CBDs include:

• ACT: Canberra
• NSW: Sydney, Penrith, Gosford, Newcastle
• QLD: Gold Coast, Brisbane, Sunshine Coast
• SA: Adelaide
• TAS: Hobart, Launceston
• VIC: Melbourne
• WA: Perth

The following terms and conditions relate to the Pharmacy Flu Voucher Program:

• • No setup fees are charged for a pharmacy voucher portal (if more than 50 vouchers are ordered).
  • Vouchers are charged at the pharmacy chain rate quoted in the proposal for each voucher ordered via the AVS voucher portal.
  • Integrity Health & Safety does not charge for estimated vaccinations, only for 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 the client.
  • Integrity Health & Safety will issue an invoice for all vouchers ordered the previous month at the start of each subsequent month. For example, the April invoice will be for all invoices ordered in March.
  • Vouchers not redeemed cannot be refunded.

If 50 or less vouchers are ordered, a $50 per month charge will be added to your final invoice. with 2-month minimum to a maximum of 6-months charged (subject to when pharmacies close their vaccinations for the season).

You get to select how long you’d like the voucher system to be active. Part months are charged in full. A request must be received by the last day of the month to avoid another month’s billing.

The following terms and conditions relate to the Pharmacy Flu Voucher Program:

• No setup fees are charged for a pharmacy voucher portal (if more than 50 vouchers are ordered).
• Vouchers are charged at the pharmacy chain rate quoted in the proposal for each voucher ordered via the AVS voucher portal.
• Integrity Health & Safety does not charge for estimated vaccinations, only for 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 the client.
• Integrity Health & Safety will issue an invoice for all vouchers ordered the previous month at the start of each subsequent month. For example, the April invoice will be for all invoices ordered in March.
• Vouchers not redeemed cannot be refunded.
• If 50 or less vouchers are ordered, a $50 per month charge will be added to your final invoice. with 2-month minimum to a maximum of 6-months charged (subject to when pharmacies close their vaccinations for the season).
• You get to select how long you’d like the voucher system to be active. Part months are charged in full. A request must be received by the last day of the month to avoid another month’s billing.

Terms and Conditions Reimbursement PROGRAM

The following terms and conditions relate to the Reimbursement Program:

• No setup fees are charged to set up a Reimbursement Portal.
• Reimbursements must be approved by the client after verifying:

Employee credentials

Vaccination receipt

Proof of vaccine

• AVS will reimburse claims approved by the client and paid to the BSB and Account number provided by the employee making the claim.
• If an employee provides incorrect banking information that leads to a payment ‘going missing’, the full cost of the reimbursement and administration fee is charged to the client.
• If an employee provides incorrect banking information that leads to a payment being returned to AVS by the bank, the client will be charged the administration fee for processing the payment. The person making the claim must make a second claim with the correct banking information.
• Integrity Health & Safety will invoice for all approved claims for the total amount reimbursed to client’s employees plus the admin fee per approved claim.

Terms and Conditions for Onsite and Voucher Skin Checks

Health & Safety, the client’s prime contracting party.  Integrity Health & Safety subcontracts AVS to deliver the clinical services.

AVS believes in total transparency when it comes to pricing.  In most cases, clients are charged for the total number of completed skin checks as per the rates provided.

However, additional fees may be charged (such as parking for the practitioner) with client’s pre-agreed written consent.

The client is responsible for promoting the skin check program to ensure that the number of skin checks requested vs. completed is achieved.

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

Services: Upon confirmation of mutually beneficial dates for skin check clinics to be carried out, 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 client.  The client may request amendments to the delivery schedule subject to the Services Cancellation and Postponement Policy described in the Terms and Conditions, below:

Services Cancellation Policy: Services Cancellation and Postponement Policy: Any cancellation or postponement within 20 working days of the confirmed clinic will attract the below charges:

• Cancellation within 11 to 20 Business Days = 50% of total service fee charges
• Cancellation within 10 business days + 100% of the total service fee charges

In addition, any travel costs incurred by our team for regional/rural clinics (eg. flights, accommodation, travel time, fuel charges) that cannot be credited or refunded, will be charged at full cost.

Services Changes and Rescheduling Policy: Missed and unbooked appointments are charged as a standard appointment. Additional daily appointments charged at relative per person rate.

Invoicing: Integrity Health & Safety will generate an invoice for 50% of the estimated onsite skin checks and vouchers upon booking confirmation.

A final invoice will be issued on the completion of the services based on (a) the final number of completed checks/vouchers, plus (b) any additional costs (such as parking associated with the delivery, travel time).

Payment Terms: Upon confirmation of this booking, the client must pay Integrity Health & Safety either by credit card or electronic transfer, 50% of the total amount of the estimated number of skin checks required by way of deposit.  Each invoice generated by Integrity Health & Safety is payable within 30 days of the issue date.  Late payments will incur a 12% P.A. late fee per month.

Standard Hours of Operation for Nurses: Skin checks required outside of the standard hours of 8.00 am – 5.00 pm will incur a surcharge of $115 per hour and will apply for each hour or part thereof.  For example, if a nurse is required to commence onsite at 6.30 am, 2 out of hours surcharge will apply.

Parking and Nurse Travel Time: Integrity Health & Safety will invoice the cost of parking if the client cannot provide free onsite parking for the nurse.  Nurse travel time will be charged at $1.65 per kilometer 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 client’s office is 80 km away from the CBD, 80km x 2 = 160Kms MINUS 100km free = 60km x $1.65 = $99 will be charged as nurse travel time. Where possible, local nurses are used.  CBD’s  include Canberra, Sydney, Brisbane, Adelaide, Melbourne and Perth.

The following terms and conditions relate to our Skin Check Voucher Program:

• All vouchers ordered by our client’s employees via the AVS booking portal will attract a non-refundable admin fee of $15 per voucher.
• If a voucher is used/redeemed, the full voucher rate quoted previously in this proposal will be charged LESS the admin fee.

Integrity Health & Safety will issue an invoice for the admin fee 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.

Once the vouchers are redeemed, Integrity Health & Safety will issue an invoice for the balance of what is owing.