Flu Shot

August 1 through October 24

Get the Flu Shot

You can get the flu shot anywhere it is available on or after August 1. Flu shots received before August 1 must be submitted for approval. GME recommends getting the flu shot after August 1 in the event your flu shot is not accepted.

Affiliate Sites: If you are at a site that provides flu shot clinics, check internal communications sent from the affiliate. The following are links to flu clinic schedules provided to the GME office by affiliates (please note that affiliate site flu schedules may not be updated for 2025 until mid/late-September):
- HealthPartners Intranet (login required) - includes schedules for HealthPartners and Park Nicollet sites, flu shot dates updated early September
- Regions Hospital 2025 Flu Clinic Schedule
- Methodist Hospital 2025 Flu Clinic Schedule
- M Health Fairview 2025 Flu Clinic Schedule
- Minneapolis VA
- Children's Minnesota Flu Vaccine Clinics
- Hennepin Healthcare Flu Vaccine Schedule
Boynton Health (see Boynton's vaccination page for the most updated Boynton flu shot options in the event dates/times are changed):
- Flu shot clinic, 10:00 AM - 3:00 PM on Tuesday, September 9 (HSEC 7-162)
- Mass vaccination clinics, 10:00 AM - 3:00 PM
  - Wednesday, October 1 (Coffman Union Great Hall)
  - Thursday, October 2 (Great Hall)
  - Tuesday, October 28 (Great Hall)
  - Wednesday, October 29 (Great Hall)
  - Thursday, October 30 (Great Hall)
  - Thursday, November 6 (St. Paul Student Center - Northstar Ballroom)
  - Tuesday, November 11 (Humphrey School of Public Affairs - The Forum)
- Register for an appointment at the mass clinics: https://z.umn.edu/HomelandHealth. (Appointments are not required, but they are recommended as it will speed up the process by having required compliance and insurance forms completed electronically before arrival to the clinic.)

ALL residents and fellows are annually required to provide documentation to GME of their flu shot or provide medical exemption documentation from a health provider by October 24. Residents/fellows at affiliates site that have a later deadline posted for their employees to receive and report a flu shot must still report their flu shot status and documentation to GME by October 24.

Any resident/fellow whose documentation has NOT been reviewed/approved by GME by October 31 will be removed from clinical service beginning November 1.

Get Documentation

Always retain a copy of documentation that you received your flu vaccination, even if you receive a flu shot at a University of Minnesota affiliated entity.

Despite what some clinic personnel might indicate, M Health Fairview, University of Minnesota Physicians, and Boynton Health DO NOT automatically share immunization information with the University of Minnesota offices managing this requirement.

Documentation must have the following four items:

- Your first and last name (must be printed and legible)
- The date you received the vaccination
- The location/provider name
- The vaccine information

If your flu shot provider doesn't have paper documentation available, a screenshot or a photo of the iPad, computer monitor or device that shows the information listed is sufficient. See the FAQ section below for ways to find documentation.

Acceptable Documentation v. Not Acceptable Documentation

Accepted

Pharmacy medication envelopes
Screenshot of flu tech’s tracking screen
Screenshot of vaccine data listed in your health portal
Official vaccination forms with provider name/logo
PDF or screenshot of email confirmation (verify all 4 details required are shown)

Not Accepted

Photographs of individuals receiving the shot
Photographs of name badges with colored clips
The consent page without accompanying vaccine data
Documentation that does not have your name legibly printed
Documentation missing your name, date, vaccine data or location/provider name

If you didn't get a photo of your flu shot documentation try these options to obtain proof of your immunization: Boynton Portal, MIIC and Docket, EOHS offices

Report your vaccine status with documentation

1) Verify your documentation has the following four items:

- Your first and last name (must be printed and legible)
- The date you received the vaccination
- The location/provider name
- The vaccine information

2) Provide your influenza vaccination documentation using a Qualtrics form (z.umn.edu/gmeflushot or use the QR code).

The form for each academic year opens on August 1 and closes on January 31
The form requires residents and fellows to log in with their University of Minnesota account
Click here for step-by-step instructions on how to complete the flu shot reporting form.

Medical Exceptions

Residents and fellows who have a health reason for not receiving the flu vaccine must obtain current documentation from their health provider stating a medical reason for not receiving or deferring the flu shot. Only medical declination requests will be accepted; personal or religious reasons for declining the flu shot are not accepted.

Get a confirmation from GME

A member of the GME Compliance Team will manually verify your documentation. Once your documentation has been validated, your documentation will be saved in GME's records and uploaded to RMS. You will receive an email confirmation that you have completed the flu vaccination reporting requirement.

This manual verification can take a few days to process. If you have not heard from the GME office within 3-5 days of your submission, please email gme@umn.edu and provide the approximate date of your submission as well as the internet ID (the prefix of your UMN email address) you used.

Flu Shot Reporting deadline is October 24

Trainees will have until OCTOBER 24 to report their flu shot and provide supporting documentation to the reporting form.

Trainees who have not submitted their information to the flu vaccination reporting form by October 24 will be listed on a non-compliant report provided to their Program Directors and the Associate Dean of Graduate Medical Education until the reporting form has been completed and their documentation verified.

Any trainee who does not report their flu shot documention by October 31 to the reporting form will be reported as non-compliant to their Chairs of Education and Department Chairs and will be pulled from clinical service beginning November 1 until they have reported their flu vaccination status.

Trainees who begin program training between November 1 through January 31 must submit flu shot documentation as a step on their GME onboarding checklist prior to their start date.

How to find your flu documentation in RMS

The GME Compliance Team will upload a copy of your flu documentation to your RMS profile once it has been reviewed. If you need a copy of your flu documentation in the future, use these step-by-step instructions to find your documentation:

Instructions with Screenshots: How to find Your Flu Documentation in RMS

FAQs & Troubleshooting

What if I have changed my email?

If you have recently changed your email (also called internet ID and X500), your entry to the vaccination reporting form will not be correctly associated with you in University of Minnesota reporting systems. Submit your change in email to this Trainee Name/X500 Change Form.

What file type I use?

The best files types are PDF, JPG, PNG or TIFF.

If you have us an iPhone to take a photo, be aware that the default HEIC file type is not readable by many PC computers used by the GME Compliance Team. Save a copy of your file as a JPG, TIFF, PNG or PDF to ensure compatibility.
If you are saving multiple pages as a ZIP file, be aware these can sometimes be problematic to read. If you can combine and convert your file to a JPG, TIFF, PNG or PDF, this is best. If you need assistance, the GME office can assist in converting and combining multiple files into a single PDF for you that you can then upload to the reporting form.
If you are saving documentation from a browser window, verify that you are not saving an HTML page. Most computers have an option to either "Save As PDF" or "Print As PDF."

The form only allows one file. How can I upload multiple images/pages?

You can combine the files if you have the appropriate software.
You can add the images to a Word document and upload the Microsoft Word document or you can export/print the document to a PDF and upload the PDF.
You can add the images to a Google document or other word processing application, download/export the file as either a PDF or Word file, and upload the PDF or Word file to the flu form.
If none of these options are available to you or you encounter difficulties completing this step, email gme@umn.edu and we can assist you.

Can I email GME my documentation?

No, documentation provided to the GME office by email is not considered compliant with the University of Minnesota AHC reporting requirement. Trainees must submit an entry to the reporting form (z.umn.edu/gmeflushot) using their authenticated UMN account and provide documentation to the reporting form to be verified as compliant.

I've lost my documentation or need a different copy. How can I get my immunization information?

Pharmacies, health provider online portals or the EOHS office of the affiliate site where you received the flu shot should all have records of flu vaccines they provide. Contact them to see how you can receive a copy of documentation showing you received an influenza vaccine.

If you have a MyChart account, check there to see if your immunization information has been uploaded. Your immunizations can be found under My Menu > My Record > Health Summary > Immunizations. Accessing MyChart from a computer instead of a smartphone to obtain a printout that includes your name.

You can also check the Minnesota Immunization Information Connection system. MIIC is a statewide immunization information system that stores electronic immunization records for Minnesota health service providers and for the public. MIIC combines immunizations a person has received into a single record, even if the shots were given by different health care providers in the state.

The fastest option for obtaining your immunization information is to use the Docket App. You can download the Docket app from the Apple App Store and Google Play onto your phone and search for your record in minutes.

It should return a matching record for you.
Select your name to view your immunizations.
From the list of immunizations received, select your Influenza immunization information to view the history of the flu shots you have received from a Minnesota provider. The information will include the date administered, the provider and the type of flu shot you received.
Take a screenshot of your record.
Upload it to the reporting form: z.umn.edu/gmeflushot.

M Health Fairview EOHS information:

M Health Fairview is using an electronic system to record their flu vaccinations. If you did not take a picture of the screen during your flu appointment or the image is not readable, contact the EOHS offices:

University of Minnesota Medical Center West Bank

East Building, Second Floor, Offices MB232, MB241A, MB243 & MB245

Shared Nurse Line: 612-672-4713

West Bank Fax: 612-365-0332

Hours: Monday-Friday, 7:30am-4pm

West Bank Email: dummcreohs@fairview.org

University of Minnesota Medical Center East Bank

Mayo Building, Third Floor, Office B324

Contact Numbers: 612-244-3760 or 612-273-4619

East Bank Fax: 612-365-0335

Hours: Monday-Friday, 7:30am-4pm

East Bank Email: dummcueohs@fairview.org

Flu & Fit Testing Documentation Requests if location unknown:

dept-eohs-onboarding@fairview.org

If you do not receive a response to your request, please email Le Que Heidkamp at gme@umn.edu for assistance.

How can I get my documentation from Minnesota Immunization Information Connection (MIIC)?

The Minnesota Immunization Information Connection (MIIC) combines a person's immunization information collected in Minnesota into a single record, even if they were given by different health providers in the state. You can download the Docket app from the Apple App Store and Google Play onto your phone and search for your record in minutes.

It should return a matching record for you.
Select your name to view your immunizations.
From the list of immunizations received, select your Influenza immunization information to view the history of the flu shots you have received from a Minnesota provider. The information will include the date administered, the provider and the type of flu shot you received.
Take a screenshot of your record.
Upload it to the reporting form: z.umn.edu/gmeflushot.

Can I provide a picture of the clip on my badge?

No. This is a site-specific tool used for quick vaccination verification. You must provide a copy of the paper or digital form listing information that you received a valid influenza vaccination in the appropriate time frame.

Can GME or my Program Administrator fill out the form for me?

No. Individuals must log in to their University of Minnesota account in order to complete the reporting form. Authentication protocols prevent anyone from submitting information on another person's behalf. Documentation uploaded by program staff will be tied to the staff member's internet ID, not the trainee's internet ID. The University will not record the trainee as compliant in this case.

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