Every vaccination is more than a clinical procedure—it’s an opportunity to build trust. While healthcare professionals often focus on vaccine administration, the patient’s whole experience can have a lasting impact on future vaccine confidence. This is the second in a two-part blog series focused on how use of an electronic health record system (EHR) can help standardize positive vaccination communications.
Pulse Check Points
Vaccination Communication Matters
Patients rarely remember every statistic shared during an appointment, but they do remember how they were treated and those moments can shape long-term vaccination attitudes and behavior.
- Did the provider listen?
- Did they answer questions respectfully?
- Did they acknowledge concerns without judgment?
Patients frequently take cues from the confidence and demeanor of their healthcare provider. Clear recommendations delivered calmly and consistently help reduce uncertainty. Conversely, rushed or hesitant communication can unintentionally increase anxiety.
Effective vaccine communication can be learned and improved. Consistency is important.
Whether patients visit a county public health department, community clinic, or health system, they should receive similar evidence-based messaging.
Standardized educational materials, standing orders, and EHR prompts can help organizations deliver that consistency across every provider and every location.
Evidence-Based Vaccination Communication Strategies that Work
Healthcare providers can improve vaccination communication and experiences by focusing on a few proven approaches:
- Acknowledge patient concerns without dismissing them.
- Explain what patients should expect during the visit.
- Use calm, confident communication.
- Offer age-appropriate distraction techniques.
- Encourage questions before administering vaccines.
These simple practices help patients feel respected and prepared rather than rushed.
The CARD system (Comfort, Ask, Relax, Distract) is one of the immunize.org resources highlighted in the June webinar. CARD was developed to reduce stress during vaccination. The four cards can be played to improve the vaccination experience before, during and after the shot.
Resources for Public Health from Immunize.org
One of the strongest themes from the webinar was that providers don’t have to develop these materials themselves. Immunize.org offers free educational resources, printable handouts, webinars, and videos that organizations can immediately incorporate into their workflows.
These materials support both clinical staff and patients, creating consistency throughout the vaccination process.
Our previous blog post discussed immunize.org resources in more detail.
EHR Use Can Reinforce Best Practices for Vaccination Communication
Organizations can incorporate reminders, standing orders, educational links, and documentation prompts directly into clinical workflows in their electronic health record system. This ensures that positive vaccination practices become standardized rather than depending solely on individual staff members.
EHRs, like Nightingale Notes from Champ Software, provide easy-to-use tools to incorporate these types of reminders and documentation into vaccination workflows.
Organizations can:
- Link patient handouts within their electronic health record system (EHR).
- Reference educational videos during appointments.
- Include provider guidance within vaccination protocols.
- Incorporate communication reminders into standing orders in their EHR.
Three current examples of vaccination communication work using Nightingale Notes EHR :
- Agencies are creating custom forms to easily get prior consent and screenings from parents/guardians, when providing vaccinations at schools. This allows the parent or guardian to easily complete the necessary information at their convenience and the agency has all of the information on the kids prior to showing up at the school. Less paperwork during the vaccination appointment means a smoother, less stressful process for all.
- In the midst of an outbreak of measles, an agency is using EHR reports to pull all clients due for MMR vaccines. This allows the agency to prepare communication for those clients that provide them with information about the vaccination and what to expect when they come in.
- Agencies are incorporating screenings and consents into custom forms that are included in integrated client reminders sent to the client. This speeds up intake and the likelihood that the client will show for their appointment. It also helps set client expectations for what will happen at the appointment to increase their comfort level.
The Bottom Line
Improving vaccine confidence isn’t achieved through a single conversation or campaign. It’s built through thousands of positive patient interactions. By combining evidence-based communication, accessible educational resources (immunize.org), and thoughtful clinical workflows (EHR), public health organizations can create vaccination experiences that leave patients feeling informed, respected, and confident.
In June of 2026, an Expert Webinar on immunize.org was given for Champ Software, see the 15 minute excerpt below.
Sign up for future expert webinars and to view the full June presentation video.
Resources and References
Improving the Vaccination Experience: Reducing Pain and Anxiety for Children and Adults. Feb 28, 2023. Immunize.org
Vaccine Administration Strategies, Oct. 2020, Pharmacist’s Letter.
“Call to Action: Strategies to Improve Adult Immunization in the US”, Sep 9, 2024. National Foundation for Infectious Diseases (NFID)
“Technically Speaking: Tools for Addressing Pain and Fear of Needles During Vaccinations”, Mar 22, 2023. Children’s Hospital of Philadelphia: Vaccine Update for Healthcare Professionals.