Dover Vaccination Centre Marshal Duties

Thu, Jan 13th 2022 at 12:00 am- Sat, Apr 30th 2022 - 2:00 am

Update of Marshalling Duties: 10th January 2022

10.01.2022 V20 Dover Vaccination Centre Marshal Duties

All Marshals 

Read the day’s messages on the bulletin board located in the office. Eligibility criteria for patients may change across the week, dependent on government guidance. You may be asked to change or instigate new procedures that are not outlined below. You must follow the Clinical Lead’s directions, who will hold a morning briefing with the staff and marshals at 8:00, and any relevant information should be cascaded from one marshal to the next on subsequent shifts. Make a note of vaccine eligibility dates (which change daily) and place on the clinical trolley at the main entrance.

 Sign in on arrival at the Office and sign out at the end of your shift. Sanitise your hands, on entry to the building and regularly through your shift. Hand sanitisers are located at various points through the building.

 Most patients who require a wheelchair, or mobility aid, arrive with their own. However, the Health Centre has one wheelchair available for emergency use, e.g., if patient requires medical assistance post-vaccination or on arrival. Once used, the Marshal needs to ensure it is cleaned with alcohol wipes, return to the booking in area ready for next use, and sign the accompanying record form. 

However tempting and well-intentioned, please do not re-organise the procedures, patient routes or fixtures and fittings as you may create unexpected problems or hazards. For example, chairs should not be moved (unless to accommodate a wheelchair user and then should be returned to original position once space vacated), or additional seating provided in any area, in order to maintain the 2m social distancing requirement and sound infection control. Likewise, to maintain your personal distance, do not ‘administer’ hand sanitiser from the bottle onto the patients’ hands, or wipe down their own wheelchair/mobility aid handles, but direct them to the nearest location where they can do this for themselves. 

The guiding principle is.....

                  HANDS                      FACE                             SPACE

                                                                                                        .......  and please don't touch your face


  • Be aware that the Vaccination Centre organiser, Channel Health Alliance, is responsible for your safety and welfare whilst you are working on or adjacent to their premises

 • Follow the instructions of the Vaccination Centre CHA Manager if different from, or additional to, these instructions 

• Report any problems in the first instance to the CHA staff, but if unresolved, advise the volunteer administrator

 First and Last Marshal on Duty


At the start of the day, the two signs should be placed in the following positions – off Mason Dieu Road beside the grit bin as shown below and at the corner of the building, as in the photos at the beginning.

 At the end of the day, please return to the path opposite the rear exit, at the side of the wooden slope.

 Non-attendance of a Marshal 

This may be due to unforeseen circumstances. To arrange a replacement contact –

 Clinical Waste Bags 

Marshal 1 to place an orange clinical waste bag on the trolley at the front door. All wipes used to sanitise any chairs after use should be put in the clinical waste bags and not litter bins lined with black sacks.

 End of Day Routine 

An hour before the centre closes, the Clinical Lead indicates to vaccinators that they are going into the ‘end of day routine.’ This is to ensure that no vaccine is wasted. 

Patients exempt from wearing face coverings

 Marshal 1 may encounter some patients who are exempt from wearing face coverings, but accept the offer of a face shield, which are available on the clinical trolley. If a patient refuses the offer of a face shield, they are not to enter the building - ask them politely to wait in the lobby. Request Clinical Lead’s assistance via the Receptionist.

 Patients with children

 As the age group for vaccination eligibility reduces, you may find that parents are accompanied by children, a range of ages, some possibly in buggies. Children are the responsibility of parents at all times, and should remain with the parent throughout the process. Do not allow unaccompanied children to wait in the lobby, entrance or any area, or offer to mind them until the parent returns post-vaccination.

 Patients with accompanying adults

Additional adults should be with the patient to fulfil some supporting role and not there just to provide company. For example -

• patient’s carer
• parent
• translator
• support for those with needle phobia

Marshal 1 should check the need for an accompanying adult, and include that person in the screening procedure in the lobby before admittance to the building. They should be kept together and moved through the vaccination process as a complete unit, and not be separated. If not required, explain that the exit for the patient will be at the rear of the building and suggest they meet them in the car park.

Patients with additional needs

Some patients have additional needs and find the prospect of the vaccination distressing. Their arrival time and specific needs are usually known to Health Centre staff. However, they may be very vocal or not understand social distancing rules. They may need an alternative, quieter route into the vaccination rooms. Seat them in the entrance area and notify the Clinical Lead that a patient with additional needs has arrived and needs support. Follow the Clinical Lead’s advice re alterations to set procedures, in order to accommodate them. This may include, temporarily holding patients on arrival in the lobby; shutting doors to corridors, or accessing the vaccination rooms via the internal door in the entrance area.

 Patients Arriving for Other Clinics
Having asked the question, ‘Are you here for a vaccination?’, on a weekday, Marshal 1 may have to manage patients who have arrived for appointments with other services’ e.g., Podiatry; Speech Therapy; Dentistry; Dermatology; CAMHS, Castleside Clinic; Abdominal Aortic Aneurysm Screening (AAA) and prescription collection. Ask them to wait to one side in the lobby and direct them to the board with telephone contact numbers for their services and inform them that someone will come and collect them. If there are any queries, ask the Main Receptionist for help.

Some of these patients may ask to come into the building to use the lavatory. This is permissible. Go through the four screening questions and ask them to use the hand sanitiser on entry to the building. They should return to the lobby to await their appointment and not remain in the Reception Area. For some very frail or elderly patients, the wait can be long and they may require a chair in the lobby. Provide one, but once vacated, bring back into the Entrance Area and wipe down.

Please note, that a queue of these patients in the lobby may cause patients arriving for the vaccination clinic to falsely assume that they are ahead of them, resulting in them queuing outside the main entrance. This can cause delays for the vaccinators. Ask those waiting if they can see a queue forming outside. Also, even if no patients are in the lobby, go and look outside the main entrance on a regular basis.

Patients Arriving Without an Appointment for the Vaccination Clinic
Please check at the start of your shift whether walk-ins are being accepted. If not, then what information should be given to the patient.

Patients on arrival with dogs, may need a polite reminder that only assistance dogs are allowed into the Health Centre building.

Fire or other emergency in the building
Establishment and management of the evacuation plan, provision and testing of alarms, marking of exit routes etc. is the responsibility of the premise’s owner. In this regard, Marshals have no more responsibility than any member of the public, although we must expect, simply because you are wearing hi-vis, that other members of the public will look to you for guidance.

Consequently, correct actions to take either on discovering a fire, or on hearing the alarm -

• Shout: ‘This is not a test! Follow me to the car park now!’ as you leave the building without delay

• Report to the fire marshal designated by the premises owner’s evacuation plan and offer administrative assistance with head counts and name checks

 Marshals with, or with possible symptoms of, Covid

• Do not attend the Health Centre 

• Advise volunteer administrator Diane or Andreas Tatt as soon as possible, who will liaise with Health Centre staff and arrange a replacement Marshal

 • Arrange a test 

 • Follow Government Guidelines

 Regular Covid Testing 

When signing in, you are required to tick a box to confirm that you have had a negative lateral flow test result in the last two days. The link for ordering lateral flow tests is

                                                           Marshal Instructions 

 Marshal 1 

On weekdays, patients for other health care services may arrive and need to book in at the main reception, or wait in the lobby area until the health professional comes to collect them. Ask them to wait in the lobby area, but away from the patient(s) awaiting vaccination.

 During inclement weather, you may need to mop the floor in main entrance and through to the Reception desk. A blue-headed mop cand bucket can be obtained from Clinical Lead. 

Please position yourself so that you are in full view of arrivals through the main door whenever possible. It is important to remain by the automatic door, in order to keep the patient(s) in the outer lobby until the following checks and questions have been completed. After greeting them -

 • Ask them if they are here for a vaccination – remember face coverings obscure your mouth which makes it harder for hearing impaired patients to communicate

 • Ask them what time their appointment is and ask them to have their booking reference ready for the Receptionist

 • If the patient is a ‘walk-in’, check their eligibility with the dates provided daily on the bulletin board

 • Check patient’s face covering is worn correctly (over mouth and nose)

 • Provide face covering if patient does not have one from clinical trolley i.e., medical masks and face shields (available for those who are exempt for health and disability reasons.) If the patient refuses to wear a face shield, ask them to remain in the lobby and request the Clinical Lead’s assistance via the Receptionist

  Ask the patient (and any accompanying person) the following four questions - 

1. ‘Do you have any symptoms of a cough, cold or sore throat?’ 

2. ‘Do you have a temperature?’

 3. ‘Are you feeling unwell today?’

 4. ‘Any loss of the sense of smell or taste?’ 

• If the response is ‘No’, direct the patient to sanitise hands using the sanitiser positioned on the clinical trolley in the entrance area 

• Direct patient(s) to observe the 2m distancing (and observe) by means of the black stickers on the floor

 • Direct patient(s) to register at the Reception desk 

If the response is ‘Yes’, or the patient is unsure, ask them to remain in the outer lobby. Advise the Receptionist. The Clinical Lead/Medical Professional will then assume responsibility for that patient

 • Clinical Lead/Medical Professional will advise you if this patient is allowed admission

 NB – patients will usually exit from the rear of the building. However, there will be some who choose to return via the main entrance

. • Carer may need to accompany patient or wait on seat in entrance area (seating and social distancing permitting)

 • Fob for internal door to allow access to accessible toilet is located at the Reception and should be returned there after each use 

• Wipe down used chair (arms, seat and back) with alcohol wipe once vacated

 Reasons for Update to Version 20

 • new Government protocol removing post-vaccination waiting time 

 • changes in ordering lateral flow tests 

• addition of record keeping for cleaning of wheelchair 

• change of Volunteer Organiser from Robin Dodridge to Diane and Andreas Tatt and subsequent contact details 

• adjustments to role of Marshal 1 following no requirement for Marshals 2, 3 and 4

 • position of signage altered

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