Employee vaccination reminders

Purpose

1. Automate the process of reminding employees about upcoming, due, or overdue vaccination appointments and boosters required for occupational medical compliance and safety.

2. Automated delivery of reminders via email, SMS, mobile push notification, phone call, or team chat to maximize coverage and employee engagement.

3. Automator system keeps records, tracks responses, and follows up, significantly reducing manual tracking for occupational medical practitioners.

4. Ensures regulatory compliance and reduces risk of workplace outbreaks through automating vaccination scheduling and communication workflows.

5. Facilitates automated escalation to management or HR if employees do not act on notifications, with comprehensive auditing and reporting.

Trigger Conditions

1. Employee vaccination date approaching (configurable lead times, e.g., 30 days/7 days/1 day prior).

2. Vaccination missed as per occupational medical calendar.

3. Receipt of new employee onboarding information with medical requirements.

4. Manual trigger from HR or occupational physician dashboard.

5. API webhook from EHR/HRIS system updating vaccination status.

6. Recurring time-based triggers for periodic booster campaigns or annual compliance checks.

Platform Variants

1. Twilio SMS

• Feature/Setting: Configure programmable SMS API; set Recipient, Message Body with dynamic date placeholders, Automated Send Schedule.
  

2. SendGrid

• Feature/Setting: Use Transactional Email API; set Sender, Recipient, Subject, Personalize Template fields for automated vaccine date reminders.
  

3. Microsoft Outlook 365

• Feature/Setting: Automate Scheduled Email via Graph API; configure Recipient from HR database, Mail Subject, Custom Body with due dates.
  

4. Slack

• Feature/Setting: Use Incoming Webhooks or Bot Token to send DM/reminder to employee Slack ID; customize message based on vaccine type.
  

5. Google Calendar

• Feature/Setting: Insert automated vaccination event; set attendee, descriptive reminder, and automated notifications to employee email.
  

6. Zoom Phone

• Feature/Setting: Use Programmable Voice API to automate outbound call reminders with text-to-speech message to employee phone.
  

7. WhatsApp Business API

• Feature/Setting: Configure templated automated reminders via WhatsApp to employee numbers, with reply tracking for confirmation.
  

8. HubSpot

• Feature/Setting: Use Workflow Automations to send email/SMS reminders using employee contact properties and customizable triggers.
  

9. Zapier

• Feature/Setting: Automate multi-platform reminders ("Zap") with trigger on vaccination data update and action via integrated email, SMS, app notification.
  

10. Salesforce

• Feature/Setting: Use Process Builder/Flow Automation to trigger email/SMS task or push notification based on Employee Object vaccination date field.
  

11. BambooHR

• Feature/Setting: Automation using webhook triggers or action policies to notify employees via preferred communication method.
  

12. Mailgun

• Feature/Setting: Configure automated batch sends with time-based triggers and dynamic tags for personalized vaccine notifications.
  

13. Google Sheets

• Feature/Setting: Automate daily script to check due dates in employee data and send reminders via integrated email/sms senders.
  

14. ActiveCampaign

• Feature/Setting: Create Conditional Automated Campaign; trigger based on custom vaccination fields and launch multi-channel reminders.
  

15. Freshdesk

• Feature/Setting: Automate ticket creation/contact outreach on missed or upcoming vaccinations, send reminders via configured templates.
  

16. Pipedrive

• Feature/Setting: Set up workflow automation to email, SMS, or call employees with vaccination follow-ups through built-in automator tools.
  

17. Intercom

• Feature/Setting: Automated messaging using event-based triggers to send reminders and collect confirmations or questions.
  

18. Zoho CRM

• Feature/Setting: Workflow rules to send mail merge emails or text messages with dynamic vaccine status data.
  

19. Microsoft Teams

• Feature/Setting: Automate personal chats or team notifications using Graph API or webhooks, configured by employee vaccination due date.
  

20. Trello

• Feature/Setting: Automator with custom fields for vaccination tracking, and rule-based notifications to employees and managers.
  

21. Telegram Bots

• Feature/Setting: Configure automated bot reminders triggered by vaccination schedules; delivery confirmation via interactive buttons.
  

22. PagerDuty

• Feature/Setting: Automate escalation policy so overdue vaccination reminders create incidents for HR/management intervention.
  

23. Asana

• Feature/Setting: Automator to assign tasks and notify employees or supervisors for uncompleted vaccination requirements.
  

Benefits

1. Automates and scales the end-to-end vaccination reminder process, freeing medical staff from repetitive manual follow-ups.

2. Increases employee vaccination rates by automatedly delivering timely, multi-channel reminders.

3. Improves compliance by automating escalation on non-responsiveness, keeping organizations audit-ready.

4. Reduces errors inherent in manual communication, ensures all staff are notified accurately and on time.

5. Empowers occupational medical practices to automate engagement, reporting, and documentation workflows for vaccination compliance.