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How to Implement the Testing and Vaccine Mandates

How to Implement the Testing and Vaccine Mandates

Federal agencies, state departments, and large companies are all implementing vaccine mandates. The approach has become the new standard workplace safety procedure as we continue to navigate COVID-19. President Biden has ordered OSHA to create a rule mandating businesses with more than 100 employees require workers to get vaccinated or be tested weekly. Employers are actually anxiously awaiting OSHA’s ETS. 

Developing the vaccine policy is only the first hurdle, once in effect tracking employee compliance will place a heavy burden on human resource officers. They have to maintain a secure record of all employees who are fully vaccinated as well as unvaccinated employees’ weekly test results.

See how our solution can help you comply with OSHA’s ETS!


Who is implementing the mandate? 

At least 19 states have established testing and vaccine mandates. Federal employees are required to get vaccinated or submit to masking, biweekly testing, and social distancing. Soon, companies with over 100 employees will all be required to have a vaccine tracking or testing protocol. Several leading companies – Ford, Google, and Citigroup have already announced a vaccine mandate. According to a recent survey, more than half of employers plan to implement vaccine mandates.

States with Testing or Vaccine Mandates Large Companies who already have Vaccine Mandates
California  Walmart 
Colorado TJX
Connecticut NBCUniversal 
Delaware  Walgreens 
Hawaii Citigroup 
Maine  Google
Maryland NFL
New Mexico Cisco 
New Jersey Pfizer 
New York  Anthem 
North Carolina  United Airlines 
Pennsylvania Morgan Stanely 
Rhode Island Salesforce
Virginia  Goldman Sachs 
Washington State Street Bank
Gilead Sciences 
The New York Times 
The Washington Post 
Frontier Airlines 
Union Square Hospitality Group


You’ve implemented the mandate, now what?

Your employee vaccination policy has been announced. Great! Now you need to find a way to securely manage employee health information at scale. In-house solutions place a tremendous burden on IT and HR teams. Any company with more than 100 employees will need to automate their system to keep track of who has been vaccinated and completed a COVID-19 test.

Beware of these mistakes

Storing records on Excel, Google Sheets, or other similar databases can lead to security and compliance issues

There was recently a security breach in Microsoft Power Apps that were exposed online, revealing the contact tracing information and COVID-19 vaccination status of users. Another data breach occurred at California State University, Chico revealing students who requested religious exemption from the COVID-19 vaccine. 

Using siloed solutions for vaccine tracking and test management

HR teams are overwhelmed by their responsibilities to track employee health status and manage communication workflows in the event of positive cases and exposure. Managing these workflows with separate solutions places a significant burden on teams who go back and forth between calendars, Excel, and other platforms. With our one platform, administrators can manage their COVID-19 mandates, communications, and workflows in one place. 

Cannot store vaccine information with other employee records

According to the EEOC, employee vaccination status is considered “confidential medical information” and has to be kept separate from personnel files, both print and digital.

Looking for additional tips? Gartner provides great resources for employers to review before establishing a vaccine mandate. 

Automating your COVID-19 Workflow

Our Command Center provides digital vaccine tracking and testing tools to help administrators comply with the recent guidelines. But that’s not all. What do you do if an employee reports a positive test result or symptoms? ReturnSafe’s case management, screening, and contact tracing tools help HR manage workflows to prevent outbreaks 

Vaccination Tracking & Verification

The Vaccine Tracking tab helps you track employee vaccination status, gauge employee sentiment towards vaccination, and verify employee vaccination records. 

Vaccine Verification

Test Tracking

In the Test Results tab, an organization’s testing provider can upload bulk imports of employee test results into the Command Center for administrators to review. 

Test Management

Case Management

In the Case Manager tab, administrators can create and update positive, preemptive, and cleared cases. Administrators can also override employee screening recommendations and have access to workflow management tools to ensure cases receive the appropriate follow-up communications.

Case Manager Contact Notification

If you are on a tight deadline, book a demo with our team to get up and running as soon as possible.

ReturnSafe Return to Work Newsletter – September 23, 2021

ReturnSafe Return to Work Newsletter – September 23, 2021

News and Updates

President Biden has ordered OSHA to create a new standard that requires businesses with more than 100 employees mandate vaccines or implement weekly testing for their employees. Managing this new rule at scale has now become HR’s top priority.

ReturnSafe provides administrators with all the tools they need to comply with the new requirements while securing employee health data.

Tools to Comply with Federal Requirements

With our vaccine and test tracking solution, administrators can monitor employee compliance with President Biden’s vaccine or test order.

Bidens Order Flow

Did you know?

Entry Logging is now available

What is Entry Logging?

With the ReturnSafe Reader App, employees can easily scan their Health Pass at the office entry kiosk. The new feature gives administrators a building entry time and attendance log and ensures all on-site employees meet safety criteria.
Connect with a solution expert to learn more

Entry Logging

You Can Add and Notify Contacts in Case Manager

Within Case Manager, administrators can see and add contacts of positive cases and send them notifications directly from the Command Center. Case Manager Contact Notification

About our new testing partnership

ReturnSafe has partnered with Meenta to give easy access to testing

We have partnered with Meenta, the leading testing marketplace provider to make it easy for employees to access COVID-19 testing. Employees can easily upload their test results through the ReturnSafe app.
Lucira Check IT Rapid PCR Test
QUIDEL Quickview Antigen Test
BINAXNOW Rapid Antigen Test

Customer Stories

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How Kroll keeps their global workforce safe amidst COVID-19

As Kroll began reopening offices worldwide, they needed a scalable and customizable return to work technology to protect their employees.
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Are you interested in learning more about our solution features?

Book a demo to try our tools! Learn more about vaccine tracking, weekly testing and case management

Responding to OSHA and the CDC’s New Recommendations

Responding to OSHA and the CDC’s New Recommendations

OSHA Guidance

OSHA recently updated their recommendations to help employers protect workers. In their guidance, they encourage employers to develop vaccine incentives and/or policies to require employees get vaccinated or be tested regularly.

Like the CDC, they encourage fully vaccinated individuals to wear a mask in areas of substantial or high transmission and “regardless of level of transmission, particularly if individuals are at risk or have someone in their household who is at increased risk of severe disease or not fully vaccinated.” If a vaccinated individual is exposed to someone with COVID-19 they recommend getting tested within 3-5 days and wearing a mask for 14 days or until the individual gets a negative test result.

CDC Guidance

With the rise of the Delta variant across the country the CDC now recommends that fully vaccinated individuals wear a mask indoors in public if they are in an area of substantial or high transmission. This reverses their earlier guidance permitting those fully vaccinated to bypass wearing masks.

Individuals may also want to wear a mask regardless of local transmission levels if they or someone in their household have:

  • a weakened immune system
  • an underlying medical condition
  • a higher risk of severe COVID-19 because of their age
  • not yet been vaccinated

ReturnSafe’s Guidance

We agree with OSHA and the CDC’s new guidance especially with the rise in cases and fatalities due to the Delta variant.

Vaccine tracking and testing are the new standard to ensure safety at the workplace. Federal agencies, state governments, and large businesses have already started implementing these requirements for their employees.

Although those who are unvaccinated are at higher risk, breakthrough cases are still possible. Fully vaccinated individuals should continue to wear masks and screen for COVID-19 symptoms and stay home and get tested if they are symptomatic. If they test positive they should follow isolation procedure and stay home for 10 days per the CDC guidelines.


Learn more about the upcoming OSHA vaccine mandate by visiting Vaccine Management.


Why employers need a vaccine tracking solution

Why employers need a vaccine tracking solution

The CDC’s guidance for fully vaccinated individuals was welcome news for many hoping to return to regular activities with a sense of normalcy. However, the announcement lacked clear guidance to help businesses identify vaccinated versus unvaccinated individuals. Businesses are now left to their own devices to establish vaccine tracking protocols and safety measures to accommodate the diverse needs of their mixed immunity workforce. Mixed immunity indicates there are employees with varying degrees of immunity to COVID-19. 

Why do you need a vaccine tracking system?

As there is rising controversy over Federal vaccine passports and one does not look likely, employers must establish their own internal system for identifying the vaccination status of employees and patrons. Businesses must track this information so they can identify who, at their workplace, can bypass safety precautions such as masking and social distancing. Without a vaccine tracking system in place, Human Resources must uphold all their current safety measures at full capacity. This action may instill resentment in fully vaccinated employees but without any precautions in place businesses risk endangering their unvaccinated or not yet fully vaccinated employees. 

Current states with mandates to record and confirm employee vaccination status to relieve mask mandates

How can I track employee vaccination status?

We recommend automating your vaccine tracking system to make the process easy for employees to log and update their status. A digital vaccination tracking report enables Human Resources to easily view employee immunity status to inform reopening plans and workplace safety protocols. Additionally, Employers can easily download employee vaccination information to comply with local reporting requirements. 

When inquiring on employee vaccination status, employers should consider asking the following questions:

  • What type of vaccine did you receive?
  • When did you receive the vaccination? If applicable: When did you receive the second booster vaccination?
  • Where did you receive the vaccination?
  • Can you upload a photo of your vaccination card?

Tips to help employers encourage vaccination at the workplace

Many of our customers are employing these measures to optimize their vaccine adoption rate. Find out how these tips can help you mitigate the spread of COVID-19 at the workplace. 

Employers should ensure employees have access to accurate vaccine information 

Employers aiming to increase their employee vaccination rate should keep their employees informed of their options and be open to questions. One of our customers, Redstone Highlands Communities, doubled their vaccination rate by establishing proactive measures to combat vaccine hesitancy. 

Gauge employee sentiment to inform your outreach plan

Another step employers can take is to create a voluntary survey inquiring on employee willingness to get vaccinated. Employers can utilize this information to plan their vaccine outreach campaigns, assess workplace risk, and plan their future workplace safety measures.

Establish post-vaccine incentives for employees

Many employers have already started establishing employee vaccination incentive programs such as paid time off. With the new CDC guidance employers can also relieve mask restrictions and social distancing requirements for fully vaccinated employees. 

Book a demo to learn more about our vaccine tracking tools!

ReturnSafe Enables Schools and Workplaces to Reopen At Scale with First Comprehensive Dashboard for COVID-19

ReturnSafe Enables Schools and Workplaces to Reopen At Scale with First Comprehensive Dashboard for COVID-19

ReturnSafe’s Command Center helps HR leaders to quickly visualize risk, to cost-effectively prevent and manage outbreaks and to reduce healthcare costs


AUSTIN, TEXAS  — April 6, 2021 — ReturnSafe, the holistic software solution for infectious disease management (IDM) helping businesses reopen and stay open, today announced the launch of its Command Center. This integrated, comprehensive digital platform equips employers with the data and tools they need to prevent and manage infectious disease outbreaks in the workplace while keeping their employees safe, healthy, and confident in returning to physical spaces. Features such as vaccine management, symptom screening, testing data, contact tracing data, and isolation and quarantine case management give employers a 360-degree view of risk across their workforces and physical locations. These tools also enable them to easily comply with new COVID-19 guidelines and regulations regarding safe reopening of the workplace. 

“The current reality is that experts predict COVID-19 will reach endemic status, just like the seasonal flu. It’s urgent that we create long-term solutions to address the future of infectious disease management in the workplace. Our economy and collective mental health depend on it,” said Tarun Nimmagadda, CEO and Co-Founder of ReturnSafe. “Existing methods to manage employee safety were either manual or COVID-washed band-aids of existing solutions. Employers are realizing that they will need more scalable solutions to navigate the next phases of the virus, and our COVID-19 Command Center is the only solution 100 percent guided by people living through the experience.” 

Implementing Command Center will enable employers to develop data-driven return-to-work strategies for an inevitably, mixed-immunity population. The new platform is designed to help employers efficiently manage COVID-19 case workflows and reduce the logistical burden of manual processes, which often lead to missed information and increased risk.  

“We’ve been using ReturnSafe for almost eight months. It has been a core element of our layered strategy to keep our faculty, staff, and students safe, and most recently, to track our university community’s progress toward our vaccination goals,” said John Montgomery, Chief Information Technology Officer at Madonna University. “We have tightly coordinated with the ReturnSafe team each step of the way. Command Center is directly based on feedback from our university and others managing this pandemic. Its intuitive and trustworthy digital platform will help eliminate the need to manually manage contact tracing data with a spreadsheet. I highly recommend the ReturnSafe technology and team to any workplace or organization attempting to navigate this tricky landscape.”

Businesses using ReturnSafe’s Command Center have access to:

  • Case Management: All data entries and information is compiled in one dashboard, displaying employees with potential, active, or cleared cases of COVID-19. Administrators have access to all the information needed to efficiently manage outbreaks, ensuring teams are following prescribed safety protocols. 

COVID-19 Case Management

  • Test Management: Employers’ external testing providers can now directly upload employee test results into the Command Center Dashboard. Administrators can utilize this information to take immediate action when there is a positive test, and quickly update employees’ building access abilities. 

COVID-19 Test Management

  • Vaccine Management: As employers navigate mixed-immunity workforces, this tool provides a report on important employee vaccination information, including vaccine provider, date, location and eventual booster status. This feature also includes employee sentiment surveys, where administrators can gauge attitudes toward  taking the vaccination among their workforce, providing meaningful insights for creating programs to address employee concerns.

COVID-19 vaccine management

“By implementing Command Center, HR leaders will be able to achieve dual business outcomes by avoiding losses due to closure and to reduce overall healthcare costs for their employee population. Employee confidence and morale is also significantly improved,” said Jikku Venkat, Chief Technology Officer, Vice President of Product, and Co-Founder of ReturnSafe. “After facing more than a year of unimaginable loss, the last thing workers should be concerned about is returning to an unsafe environment in order to keep food on the table.”

ReturnSafe is on a mission to prevent and reduce the spread of infectious diseases at workplaces and schools. In just six short months, ReturnSafe has amassed more than 60 customers – including Sesame Workshop, San Antonio Spurs, The Leukemia & Lymphoma Society, and several universities and schools – and protected the lives of more than 20,000 employees and stakeholders.

To learn more about ReturnSafe and implement the COVID-19 Command Center, visit

About ReturnSafe
ReturnSafe is a holistic software solution for infectious disease management (IDM) that is helping businesses, universities, healthcare facilities, sports teams and major venues businesses reopen and stay open. Its end-to-end platform provides daily health screening, exposure notification, and contact tracing and case management for COVID-19 and other contagious diseases. ReturnSafe is based in Austin, TX and backed by Fifty Years, Necessary Ventures and Active Capital. To help keep everyone in your organization safe with human-driven, technology-supported solutions, visit

Media Contact:
Tess Pawlisch

ReturnSafe Return to Work Newsletter – March 31, 2021

ReturnSafe Return to Work Newsletter – March 31, 2021

Check out our blog posts below to learn about our customers’ COVID-19 journeys and to get the latest health and safety updates. Scroll down to watch our latest webinar on best practices for reopening sports and entertainment venues and preview our new product features.

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Watch Now: NCS4 Webinar

Sports and Entertainment venues want to deliver a safe and enjoyable experience for fans. Watch the National Center for Spectator Sports Safety and Security (NCS4) webinar featuring our team and ParkHub to find out how organizations like the Spurs are utilizing technology to confidently reopen. 
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Are you looking for screening, contact tracing, testing, case management, and vaccine management tools for your organization? Book a demo to learn more about our solution!