Employee health and immunization records
How do we collect, check and file employee vaccination and screening records at hire and on schedule, with exemption requests routed for a decision?
Make the employee health file a checklist the employee completes on their phone and the process checks. At hire and on each schedule, Callvu prefills the employee's role and its requirements (the immunizations and titers, the tuberculosis screening, the respirator fit test, the annual influenza vaccine, the hepatitis B series or declination), chases the records through the employee's link (an immunization record, a titer result, a clinic's documentation, or a booking at employee health), reads and checks each against the requirement (the vaccine, the dates, the doses, the result, the provider), classifies a gap (a missing dose, a non-immune titer, a screening due), routes a medical or religious exemption request to employee health and HR in the Decision Desk with the required decision and the accommodation, and writes the compliant record, the next due dates and any accommodation to the HR system with the manager seeing only the status.
In scopeComplex: multi-party handoffsCallvu moves: chase and verify, decide, write back
Last updated November 7, 2026.
The problem today
The new hire's first shift was delayed a week for a titer result that had been emailed to a mailbox nobody checked.
Employee health compliance is a list per role with dates: measles, mumps and rubella immunity, varicella, hepatitis B for those with blood exposure, tuberculosis screening at hire and on schedule, the annual influenza vaccine with its declination, the respirator fit test, and whatever the state or the organization adds. New hires bring paper records; the clinic reads them one at a time; annual campaigns run on spreadsheets; exemptions are decided by email. The survey finds the gaps.
The occupational safety rules require the hepatitis B vaccine to be offered and the declination recorded; the infection control standards and the conditions of participation require the organization to screen and immunize staff per the public health guidance; the state may mandate specific vaccines for health care workers with defined exemption processes; the disability and civil rights laws govern medical and religious exemptions and reasonable accommodation. The records contain health information with their own confidentiality rules.
A checklist the employee sees and the clinic checks, with the exemption decision on a record, is a file the surveyor can read.
How it runs
From the requestto the system of record.
An employee is hired into a role with health requirements, or a schedule date arrives (an annual vaccine, a screening interval, a fit test). Callvu opens the requirement with the due date.
- Employee
- Uploads records, books clinic visits, declines or requests an exemption through their link.
- Employee health
- Reads results where clinical judgment is needed, administers vaccines and screenings, and decides medical exemptions in the Decision Desk.
- HR
- Decides religious exemptions and accommodations with employee health, and owns the record.
- Callvu
- Prefills the requirements, chases, reads and checks, classifies gaps, routes exemptions, writes and schedules.
Prefill the requirements
The employee's role, department, exposure category and location set the requirements from the organization's policy, the public health guidance and the state's mandates: the immunizations or immunity evidence, the tuberculosis screening method and interval, the hepatitis B series or the signed declination, the annual influenza vaccine, the respirator fit test and medical evaluation, and any role-specific addition; each has a due date.
Chase and verify the records
The employee is asked through their link to upload records for each requirement (an immunization record, a titer result, a clinic's documentation, a prior employer's record) or to book the vaccine, titer or screening with employee health; each record is read and checked against the requirement (the vaccine and the number of doses, the dates and intervals, the titer result and its interpretation, the provider's identity, the screening result and date); a gap is classified (a missing dose, a non-immune or indeterminate result, a screening due, a declination required) and the next step set.
Decide exemptions and clinical questions
A medical exemption request (with the treating clinician's statement) goes to employee health in the Decision Desk, a religious or other exemption request to HR with employee health, each with the required decision: grant with the accommodation and its conditions (masking, testing, reassignment), deny with the reasons, or request more information; a result needing clinical interpretation goes to employee health with the record.
Write back and schedule
The compliant record with each requirement's evidence, the dates, the next due dates, any declination and any exemption with its accommodation is written to the HR system (with the health details confidential to employee health and the compliance status visible to the manager), the clinic visits are scheduled, and a requirement not met by its date applies the organization's rule (a hold on the start date, a schedule restriction during the influenza season) by rule with the manager told.
Where it ends: Every employee's health requirements were met from records checked against the requirement or visits booked, exemptions were decided with the accommodation on the record, and the HR system holds the compliance status the manager and the surveyor need, with the health details confidential. The Decision Trace shows the requirements, each check and any decision; the Audit Trace shows the chases, the uploads, the visits and the write with time.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The employee through their link; the clinic visits are booked from it.
The back office
Employee health reads only what needs judgment and administers; HR decides accommodations with them; the manager sees status only.
The Decision Desk
- A medical exemption goes to employee health and a religious exemption to HR with employee health in the Decision Desk, each with the request and only grant with accommodation and conditions, deny with reasons, or request more information.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
23 hospitals in the Ministry of Health network run on Callvu.
Across Callvu customers
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
What does a new hire have to provide?
Records for each requirement of their role (immunizations or titers, tuberculosis screening, the hepatitis B series or declination), uploaded through their link and checked, or a booking at employee health for what is missing.
How are exemptions handled?
A medical exemption is decided by employee health and a religious one by HR with employee health, each on a record with the accommodation and its conditions, under the organization's policy and the state's rules.
Who can see the records?
The health details are confidential to employee health in the HR system; the manager sees only whether the employee is compliant and what is due.
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