MDPH 2013 – 2014 Seasonal Influenza Vaccination of Employees at Massachusetts Ambulatory Surgical Centers, Clinics, Dialysis Centers, Long Term Care Facilities and Non-Acute Hospitals.

Please note all licensed acute care hospitals are required to report influenza healthcare personnel (HCP) vaccination data to the Centers for Disease Control and Prevention’s National Healthcare Safety Network (NHSN).


Healthcare personnel are an important source of transmission of the influenza virus in the healthcare setting and annual influenza vaccination is an effective method of preventing influenza virus infection and its potentially serious complications.

As a condition of licensure, Massachusetts Department of Public Health (MDPH) regulations mandate all licensed healthcare facilities to offer, free of charge, annual influenza vaccine to all personnel (regular employees, contracted employees, volunteers, house staff and students); document all personnel’s receipt of influenza vaccine administered within and outside the facility; or document the declination of immunization.[1]

MDPH has established an overall minimum performance goal for all licensed healthcare facilities.

Statewide, the MDPH expects that a 90% influenza vaccination coverage rate will be reached for all licensed healthcare facilities.

Reporting Instructions

While all personnel, including non-employee personnel, must be offered influenza vaccine, the reportable measure of effectiveness is based on employees, as defined by the payroll.

For the purposes of the vaccination program, employee is defined as:

  • Individuals, both full-time and part-time, who are on the health facility payroll as of December 31, 2013.
  • This includes, but is not limited to: physicians; nurses; interns/residents; fellows; physician assistants; physical, occupational, respiratory and speech therapists; laboratory and operating room technicians; central supply staff; pharmacists; maintenance/environmental services staff; dietary staff; attendants/orderlies, secretarial and administrative staff; contract staff, whether or not such individuals provide direct patient care.
  • Employees, such as contractors performing administrative functions, who do not work at or come to the licensed healthcare facility are not required to be vaccinated.

Please review the Detailed Directions for Data Reporting pdf format of Guidelines and Reporting Instructions doc format of Guidelines and Reporting Instructions and the 2013 - 2014 Flu Data Reporting Form xls format of Data Reporting Form before beginning the submission process.

Completed forms must be sent by email to  by 5:00 pm, April 15, 2014.  MDPH will not accept any submissions after the April 15 deadline.

Please do not alter the structure of the 2013 - 2014 Flu Data Reporting Form in any way.

Please review data for accuracy and completeness as changes will not be possible following submission.  Each healthcare facility will receive an email notification confirming MDPH receipt of data.

Healthcare facilities must retain copies of all data submitted in a secure file for a minimum of three years.  These data are subject to validation by MDPH through April 15, 2017.

Healthcare facility specific information will be publicly reported.  Annual vaccination for all healthcare personnel is a matter of patient safety and is necessary to significantly reduce healthcare associated influenza infections.

Requests for assistance with data submission and related questions may be directed to

Influenza Data Submission Deadline: April 15, 2014

Related Links 

MDPH Flu resources About Influenza

Vaccine Information

CDC Flu Information

[1] 105 CMR 130.325, 105 CMR 140.150, 105 CMR 150.002(D)(8) available at