Immunization resources for community vaccine providers

Please ensure you provide a minimum of two business days when ordering vaccine.  Your local public health unit will fill vaccine orders that will last your office for a duration of up to four weeks and client information/identifiers are NOT required.

All vaccine ordering

Use this Checkbox order form link to order all vaccines from your local Public Health Unit

Picking up and transporting vaccine

To ensure cold chain temperatures are maintained, you MUST arrive at the health unit with the appropriate materials when transporting vaccine. Public health is unable to provide these to our immunizing partners

You MUST have:

1. A hard sided cooler large enough to carry the volume of vaccine ordered
2. Frozen ice pack(s)
3. Enough insulation material to prevent the ice from directly touching the vaccine
4. For pictures and further explanation click here for the BCCDC vaccine storage and handling guide

COVID-19 vaccine and primary care providers (PCPs)

The Province requires primary care providers to document COVID-19 vaccine directly into the provincial immunization registry (PIR). PCPs must register and follow an onboarding process to document in PIR.

If you have completed the onboarding process for PIR:

• Click the above link “Checkbox order form link”
• In the FIRST drop down box (vaccine request type) choose “SPRI”

If you have NOT completed the onboarding process and want to provide COVID-19 vaccines:

• Email Immunizationlogistics@fraserhealth.ca

Urgent vaccine orders

Place your order via the checkbox order form and call the local public health unit to advise of the urgent order. The team will do their best to accommodate any last minute requests if we have available resources and supply.

Vaccines may be inactivated by exposure to excess light, heat or freezing. Any loss of vaccine potency is permanent and irreversible which would result in lower level of protection against disease.

Vaccine management - Setup and support

• Vaccine management clinical checklist for community vaccine providers (All CVPs should review/complete each year)

Vaccine monitoring documents

• Fraser Health temperature monitoring form
• Fraser Health temperature monitoring form instructions and example 
• Vaccine storage and handling – Quick reference guide for those that handle vaccines     

Additional resources

• BCCDC Immunization Manual - Appendix E
• Vaccine Storage and Handling – Quick reference guide for those that handle vaccines
• Checklist for safeguarding the storage and handling of your vaccine supply
• Equipment malfunction or power failure
• Handle Vaccines with Care

The vaccine management support nurse (VMSN) team is part of the FHA Public Health Immunization Logistics program, offering eligible FHA community vaccine providers (CVPs) onsite one-on-one individualized support with a focus on vaccine management, temperature monitoring and providing supporting clinical resources to ensure your office is set up for vaccine management success!  

Why proper vaccine management is so important

Biological products can be inactivated by exposure to temperatures outside of +2.0°C to +8.0°C (after factoring in the accuracy range of the thermometer) making them less effective against disease prevention.

What happens at an office visit

A typical visit will take approximately 15 to 20 mins and the nurse will review and answer questions related to vaccine management clinical checklist for community vaccine providers focusing on your office vaccine management, temperature monitoring and providing you with related supporting clinical resources.

How to book

• Set your office up for vaccine management success by simply emailing Immunizationlogistics@fraserhealth.ca and request an office visit from the VMSNs
• Please provide 3 possible dates/times that would be best for your office 

As per the BCCDC Immunization Manual –  Appendix E Management of Biologicals maintaining the quality of biological products is the shared task of manufacturers, vaccine handlers, and all health care professionals responsible for immunization delivery. All staff must be aware of:

1. The importance of the cold chain and the implications of cold chain incidents
2. Standard vaccine storage and handling practices
3. The immediate and appropriate action to be taken in the event of a vaccine exposure to temperatures outside the standard storage conditions

Fraser Health maintains an up to date immunization registry for all immunizations provided to children <18 years of age as well as adults. This immunization information is then updated in the provincial immunization registry.

1. Vaccines ordered from Fraser Health (except COVID-19 and Influenza)

Complete the Immunization report form on all clients immunized

• Please ensure all fields are completed
• Fax the Report of Immunization to your local Public Health Unit on a weekly basis

2. COVID-19 vaccine ordered from Fraser Health

The province requires that all COVID-19 vaccine is documented in Provincial E-Forms.

Primary care providers

• Follow the documentation guidelines and standards provided to you by the province for Provincial E-Forms.
• If you have not yet registered to provide and document COVID-19 vaccine in Provincial E-Forms and would like more information please email immunizationlogistics@fraserhealth.ca.

Pharmacists

• Continue to follow your reporting guidelines as per the BC Pharmacy association.

Fraser Health facilities (such as acute care or Urgent and Primary Care Centres/UPCCs)

• Follow your Fraser Health internal guidance documents regarding reporting requirements.
• COVID-19 and influenza reporting record.

3. Influenza vaccine ordered from Fraser Health

Primary Care Providers

• If you are signed up and have access to Provincial E-Forms – Follow the documentation guidelines and standards provided to you by the province for Provincial E-Forms
• If you DO NOT have access to Provincial E-Forms – The province does not require influenza vaccine reporting to Fraser Health

Fraser Health facilities (such as acute care sites, primary care or UPCCs)

• Follow your Fraser Health internal guidance documents regarding reporting requirements.

To assist in managing the vaccine supply more efficiently and to monitor vaccine wastage, vaccine that was ordered through public health that can no longer be used, should be returned back to public health.

Reasons for returning vaccine may include:

• Cold chain incident. (Before returning any vaccine, call your local health unit to assess if the vaccine can or cannot be used)
• Vaccine recall
• Expired vaccine product. (Remove vaccine from the fridge immediately to avoid accidental use)
• Other (Must call the health unit to discuss with the Health Unit Aide prior to returning vaccine)

How to return vaccine:

In the event that you need to return vaccine ordered from public health, please complete the vaccine return form (link below) and physically return the products to the health unit with the vaccine.

Vaccine return form

• BCCDC vaccine management
  These resources will help you control the temperature of your vaccines during storage and distribution.
  
• Quick reference guide – BCCDC vaccine storage and handling
• Cold chain incident form (PDF; Excel) | Instructions
• Equipment malfunction or power failure (emergency plan checklist)
• Storage and handling vaccine supply (checklist)

Find health unit locations and contact information.

Public Health immunization logistics team contact information

• The newly formed Public Health Regional Immunization Logistics team is available to support our Community Vaccine Provider partners with any questions or clarification required. Please feel free to reach out at any time
• General Email inbox: Immunizationlogistics@fraserhealth.ca
• If you have any questions regarding your vaccine order contact your local Public Health Unit directly

• Immunizer education videos – BCCDC Immunization clinical resources page
• A better immunization experience
• Adverse events following immunization
• Rotavirus parental survey presentation
• Talking about vaccines
• BCCDC Immunization Course homepage
• Full Immunization competency course – For those providing vaccines other than just COVID-19 and/or influenza
• COVID-19 Immunization competency course – for those who will be providing COVID-19 vaccines only
• Influenza Immunization competency course – for new immunizers who will be providing influenza vaccines only
• Pearls for Immunization Practice
• Online self learning course provides practical immunization information to assist immunizers in the practice setting as well as highlights important immunization resources
• Immunization Communication Course
• Highlights the importance of effective immunization communication and helps immunizers skillfully address different client types and complex immunization questions
• Vaccine Storage and Handling Course
• Provides information regarding how to appropriately handle and store vaccines based on the provincial guidelines
• Foundations of Influenza Disease and Vaccines
• Provides information regarding influenza disease, influenza vaccines and practice considerations
• Seasonal Influenza Update
• Reviews the previous influenza season and provides the latest updates on influenza disease, vaccine product and practice considerations

• Your local public health unit will fill orders for a duration of up to four weeks for routine requests as outlined in the “Criteria for Pharmacist Access to Publicly Funded Vaccines” document on the Vaccine resources for pharmacists - Province of British Columbia (gov.bc.ca) website
• Orders for vaccines under the “case-by-case requests” section of the “Criteria for Pharmacist Access to Publicly Funded Vaccines” document will be provide as outlined in this criteria

Visit BCCDCs immunization clinical resources page

• Routine schedule infographic for infants and children, school age children and adults 18+ who were not immunized in childhood
• MSP billing codes and record card and many more resources

BCCDC immunization manual provides best practice guidelines for immunization services and publicly funded eligibility guidelines.

• COVID-19
  • General eligibility page
  • BCCDC specific product pages
    
  • BCCDC schedule infographic
• Part one - Immunization schedules includes:
• Schedule A: Basic immunization for children starting series at two months of age
• Schedule B: Children one to six years of age (inclusive) when starting or resuming immunization
• Schedule C: Children and adolescents seven to 17 years of age (inclusive) when starting or resuming immunization
• Schedule D: Adults age 18 and older when starting or resuming immunization
• Schedule E: Routine immunizations for adults who have completed a primary series of childhood vaccines
• Minimum intervals between vaccine doses
• Part two - Special populations includes:
  • Immunization of individuals at high risk, immunocompromised individuals, chronic medical conditions, occupation, lifestyle and other high-risk conditions
• Part four - Biological products includes:
  • Product-specific information on vaccines and immune globulins including eligibility, dosing and scheduling

Have questions about immunization products you are providing?

1. Click on the “Vaccine schedules and eligibility guidelines” drop down for BCCDC Immunization Manual resources and links
2. If you are unable to find the answer in the resources above, call your local public health unit to speak to the public health intake nurse.
   • If there is no answer, leave a voicemail with as many details as possible and the intake nurse will get back to you within three business days.
   • If you have an URGENT question (client coming within three business days), please state this is an urgent request when leaving your voicemail.

You have an important role in monitoring vaccine safety in B.C. In fact, the Public Health Act requires a health care professional who is aware of an adverse event following immunization (AEFI) to report the event to the medical health officer.

Criteria for reporting and managing adverse events are found in the B.C. Communicable Disease Control (BCCDC) Manual, Chapter two: Immunization, Part 5 - Adverse events following immunization.

To report an AEFI follow these steps:

1. Download the Report of adverse event following immunization case report form
2. Refer to the AEFI user guide and the video how to complete the two page AEFI form - YouTube for instructions on how to complete the form
3. Fax the completed form to 604-528-5469, ATTN: AEFI Admin

For additional information and resources, please go to the Adverse events following immunization (AEFI) section on the BCCDC website.

Medical health officer (MHO) updates

• MHO updates
• Subscribe to MHO updates

Fraser Health resources

• Vaccination Status Reporting Regulation
• How clients can request their immunization records
• How to book an immunization appointment
• Immunization coverage

BCCDC Immunization clinical resources

• Schedules
• Records
• MSP billing codes
• Injection sites/routs
• Reducing immunization pain
• Forms and letters
• Education videos

Additional vaccines that are not publicly funded

• Additional vaccines that are not included in the BC routine immunization schedules
  • Extra Protection: Childhood vaccines available for purchase
  • Extra Protection: Information for health care providers
  • Vaccines Recommended for Adults in B.C. – Online Quick Reference Guide for Health Care Providers

BCCDC Immunization updates

• BCCDC Immunization updates main website
• BCCDC offers a free subscription service to receive automatic notification by email whenever the immunization and communicable disease control manuals are updated.
  • To subscribe to the service, go to the BCCDC’s website and enter your email address in the section that states “Get email updates.” The next time the page is updated, you will receive an email alerting you to the latest update