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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

Bureau Flu Clinic Front Desk Duties

City Risk LogoOccupational Health & Infectious Disease

                           Risk Management, Portland, OR


  1. Assist with overall set-up. Familiarize yourself with area (restrooms, emergency exits, location of AED, and Emergency Plan)

  2. Set up workspace (supplies provided)

    • Table cloth if needed (will be provided)

    • Consent Forms – review information on them

    • Vaccine Information Sheet (called a VIS) (offered to each person)

    • Pens

    • Any information sheets

    • Hand sanitizer and tissues

  3. Your goal is crowd control. Don’t let too many into the room at once; try to have one ready for the next available nurse.  Remind (if necessary) those waiting in the hall to keep their volume low.

  4. Check that consent form (look at it upside down) is completed, and that name is legible.

    • direct client to next available nurse

  5. Answer questions as able or refer to Team Leader

    • Common questions are answered on the VIS and consent form

    • Other information sheets will be available to distribute as needed

  6. Periodically collect the consent forms from the nurses, if they have been signed off.

  7. Sort forms into Bureaus, then alphabetized by last name

  8. Any questions, ask the Team Leader

  9. Please respect co-workers privacy

    • Do not leave forms you are working with face up

    • Do not discuss or share any personal health information you may become aware of during your desk duties.

  10. Grand total of all shots given today: ________________

  11. Bureaus represented:

    • BDS      P&D        BPS         BTS             BOEC         PBEM      Auditor         Elected & staff      City Attorney      Gov. Relations      ONI            Parks       BES        Water      PBOT      FPD&R              Revenue              City Fleet    Police      BHR       OMF 

  12. Your name & phone ________________________

  13. Place this form and completed consents in the envelope provided, give to Carolyn.

  14. Most importantly, thank you for helping today!