Terms-and-conditions

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Terms and Conditions

2023 Flu Vaccination Proposal

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Onsite Flu Vaccinations

Payment Terms: Upon confirmation of this booking, the Company must pay AVS either 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 AVS 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% P.A. late fee per month.

Nurse Time onsite: Nurses will attend The Client’s premises for time required to deliver the agreed estimated vaccinations. Based on AVS, nurses traditionally completing 8 vaccinations per 15 minutes (32 in an hour). Additional charges for nurse time-on-site are applicable and charged at $150 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 to attend their site for 3 hours to administer 30 vaccines. As the average of 20 vaccinations per hour is not met, a charge of $150 x 3 will be applicable (the normal amount of time we would allocate would 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), an additional charge of $150 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 allocate the nurse time onsite based on the estimated number of vaccinations as provided by the client. We schedule 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 $100 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 from the centre of the CBD, as calculated by Google Maps. The amount charged will be calculated as a round trip. For example; if your office is 50km away from the CBD, 50km x 2 – 50km free = 50km x $1.50 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. CBD’s that are counted include:

ACT: Canberra
NSW: Sydney, Gosford, Newcastle, Penrith, Wollongong
QLD: Gold Coast, Brisbane, Sunshine Coast, Cairns
SA: Adelaide
TAS: Hobart, Launceston
VIC: Melbourne, Geelong, Mornington, Dandenong
WA: Perth

Pharmacy Flu Vouchers

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

No setup fees are charged for AVS to set up a pharmacy voucher portal.
Vouchers are charged at the pharmacy chain rate quoted previously in the proposal for each voucher ordered via the AVS voucher portal.
AVS do not charge for estimated vaccination, only 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 your company.
AVS will issue an invoice 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
Vouchers not redeemed cannot be refunded.

Reimbursement

The following terms and conditions relate to our Reimbursement Program:

No setup fees are charged for AVS 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 approved claims and pay to the BSB, and Account number provided by the person 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 (AVS are charged a bank fee for rejected payments). The person making the claim must make a 2nd claim with the correct banking information.
AVS will invoice for all approved claims for the total amount reimbursed to your employees + the admin fee per approved claim.

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