The Optimizing Care Team Toolkit is a vaccination-focused practice management resource designed to help healthcare teams improve vaccine delivery, increase immunization rates, and strengthen patient confidence in vaccination. The toolkit provides training and onboarding resources, evidence-based communication strategies, and practical guidance to support coordinated vaccine administration, patient outreach, vaccine confidence discussions, and continuous quality improvement efforts. The resources are organized into the following sections.

ACOEM Position & Guidance Statement

Position and Guidance Statements are developed as educational tools based on the opinions of the authors. They are not a product of systematic reviews. Readers are encouraged to consider the information presented and reach their own conclusions.

Workplace vaccination programs are a highly effective strategy for promoting employee health, reducing absenteeism, and improving productivity while yielding significant cost savings to employers. Offering on-site vaccination clinics can further improve vaccine uptake and increase cost efficiency by making immunization more convenient and accessible. Employers are uniquely positioned to lead these efforts, leveraging their health benefits programs and resources to ensure accessible and effective vaccination coverage. Read the publication here.
OEM clinicians require specialized electronic health records (EHRs) to address the privacy, data governance, interoperability, and medical surveillance concerns that are specific to occupational health. ACOEM presents 10 recommendations that specialized occupational EHR systems (OEHRs) should meet to serve the information needs and practice requirements of OEM clinicians. Read the publication here.
OEM physicians are responsible for developing and implementing a travelers’ health program in the workplace, ACOEM has developed this guidance to provide up-to-date information on what vaccines, and the timing thereof, are necessary for employees who travel. Read the guidance statement here.

Practice & Quality Management

Knowledge, education, clinical tools, and professional support to meet the challenges of your clinical practice. Conversation guides encourage patients to be actively involved and well-informed in their own healthcare decisions and could potentially improve overall health outcomes.

Create efficient, consistent processes with this practical toolkit. Learn how to map workflows, identify key steps and decision points, clarify roles and responsibilities, and streamline operations to improve communication, reduce errors, and increase efficiency.
- Download Steps to Develop an Improved Vaccine Administration Workflow
- Download Workflow Example
Equip your team with a customizable PowerPoint designed to educate staff on key processes, best practices, and essential procedures. Use this ready-to-adapt presentation to deliver consistent training, improve knowledge, and support effective implementation across your organization.
- Download Nurse Training Template
- Download Front Desk Staff Training Template
This e-learning course is designed to increase the learner’s competence in effectively communicating with vaccine hesitant patients utilizing a well-researched approach to having challenging conversations with these patients. The course is relevant to any disagreements between clinicians and patients. This program is designed for all patient-facing clinicians and staff. View the recordings produced by CMSS.
Physicians, nurses, physician assistants, and office staff all play a key role in establishing and maintaining a practice-wide commitment to communicating effectively about vaccines and maintaining vaccination rates. However, utilizing the communication strategies and tips below can assist you with effectively addressing questions from your patients about immunizations.
- Download the Guide

Educational Content for Patients

Help patients understand what to expect after vaccination with this easy-to-use tip sheet.
- Download Understanding Common Immunization Side Effects - 1 pager
- Download Understanding Common Immunization Side Effects - 5 × 7 postcard
This resource explains why adults need routine vaccinations, how immunizations protect both individuals and their loved ones, and the role vaccines play in preventing serious illness.
- Download resource here

Outreach Opportunities to Boost Immunization Rates

To support a successful occupational and environmental medicine immunization program, vaccines should be offered at no cost to employees and made available during regular work hours whenever possible. On-site vaccination clinics can help reduce barriers to access and improve participation rates. If on-site vaccination is not feasible, organizations should consider allowing employees to receive vaccinations off-site during paid work time rather than requiring use of personal leave. Making vaccination convenient, accessible, and integrated into workplace health and safety initiatives can improve uptake and support a healthier workforce.

Vaccine clinics and pop-up immunization events can help occupational and environmental medicine professionals improve vaccine access for workers, their families, and underserved populations.
- Download for more information
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- Provide vaccines free of charge.
- Offer vaccines at multiple times and locations (including weekends/ shift changes) so that staff on all shifts have access.
- Promote “vaccine days” where vaccines are offered to all staff.
- Use mobile carts to make vaccines convenient to all units and departments.
- Offer incentives to employees or teams who are vaccinated such as raffle prizes, buttons, pens, notepads, coupons for coffee or snacks, or gift certificates.
- Connect vaccination to a required workplace health activity, such as a pre-placement physical, annual medical surveillance exam, respirator fit testing, or other required occupational health evaluation.