Immunization resources for community vaccine providers

Fraser Health is committed to achieving the highest standards in immunization practice.

Fraser Health is committed to achieving the highest standards in immunization practice. Our goal is to provide a comprehensive immunization program that meets the standards and guidelines of the Canadian Immunization Guide and the British Columbia Communicable Disease Control Immunization Manual. This website was developed with key resources necessary for the immunization program including vaccine management.

Vaccine providers that administer publicly funded vaccines have a responsibility to make sure all of their staff is familiar with this information. Please share this information with staff who will be immunizing or involved in vaccine management.

  • Vaccine ordering
    • All vaccine ordering (including COVID-19)
      Use this form to order all vaccines from Public Health.
      • Primary Care Providers and COVID-19 Vaccine
        • The Province requires COVID-19 vaccine to be documented in the provincial immunization registry
        • If you have completed the onboarding process:
          • When you order COVID-19 vaccine, click the above link “All vaccine ordering” choose “SPRI” for the first drop down (Vaccine request type)
        • If you have NOT completed the onboarding process and want to provide COVID-19 vaccines:
      • Fax orders are no longer accepted
        • Vaccine ordering is done via the online vaccine order form and is automatically submitted directly to your local public health unit
      • Ensure you submit the number of doses needed
      • The amount of doses requested is not guaranteed. Public Health will try to accommodate as much as possible, however there are times when the available stock may be limited
      • If Public Health is not able to fill your order by the date you have requested for pick up, they will call your office to notify and arrange an alternate pick up date
    • Frequency of ordering
      • Your local public health unit will fill orders for a duration of up to four weeks
      • Please ensure you provide a minimum of two business days when ordering vaccine, as it may take some time for the local public health unit to procure and prepare your vaccine
    • Urgent orders
      • Place your order via the online vaccine order form and follow up with a call to the local public health unit
      • The team will do their best to accommodate any last minute requests if we have available resources and supply
    • Picking up and transporting vaccine
      To ensure vaccine stability is maintained, the appropriate equipment is necessary when transporting vaccine. Ensure you arrive with the appropriate cooler and materials for vaccine pick up as public health is unable to provide these to our immunizing partners.
      • Insulated containers:
        • Large enough to store vaccines, ice/gel packs, and insulating materials during transport
        • External surface material is strong and durable
        • Lid is tight fitting
      • Insulating materials:
        • Used as a barrier to prevent direct contact between vaccines and frozen ice packs
        • Flexible insulating blankets and gel packs at refrigerator temperature (+2°C to +8°C)
        • Bubble wrap
        • Crumpled packing paper
          • Note: A layer of paper towel is not sufficient as a barrier to protect vaccines from contact with frozen material.

        Vaccine refridgerator

  • Vaccine storage and monitoring

    Vaccines may be inactivated by exposure to excess light, heat or freezing, depending on the nature of the product, the temperature reached and the duration of exposure. Any loss of vaccine potency is permanent and irreversible which would result in lower level of protection against disease. By maintaining optimal temperatures while transporting, storing and handling vaccines you:

    • Ensure the best quality vaccine for your clients
    • Assist in preventing vaccine wastage

    What you can do to decrease vaccine wastage?

    • Encourage all staff to:
    • Designate one staff member (and a back-up) to be responsible for vaccine management
    • Monitor vaccine refrigerators with maximum-minimum thermometers
    • Check and record refrigerator temperatures (current, minimum, and maximum temperatures) twice daily. Refer to BCCDCs Refrigerator temperature form for instructions
    • Store vaccines with the shortest expiry date at the front of the fridge so they are used first (first to expire, first out)
    • Never store vaccine on fridge door shelves due to temperature fluctuations
    • If the vaccine is involved in a cold chain incident/break (e.g. power failure) quarantine the vaccine in the refrigerator, complete the BCCDC Cold Chain Incident Form, and send the form to your local health unit.

    BCCDC Resources

    Refrigerators (section 3.1)

    • Do's and don'ts
      • Refrigerators should be vaccine only: No food or beverages allowed
      • “First to expire, first out.” Rotate vaccine stock so that the vaccine expiring is always at the front
      • Clearly label biological products that have had a cold chain incident, but are subsequently deemed to be usable. Use these vaccines as soon as possible
      • Refrigerator should be in a well-ventilated area - away from walls or other structures
      • Ensure area around the refrigerator is clean and free of dust
      • Keep refrigerator out of direct sunlight
      • Connect the refrigerator to a dedicated electrical circuit
      • DO NOT store vaccine on the door shelves

      • Please review National Vaccine storage and handling guidelines to ensure your facilities refrigerator meets necessary criteria.

  • Vaccine reporting form

    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.

    Influenza vaccine ordered from Fraser Health

    Community vaccine providers (physician offices, NPs, etc.)

    • Although it is not provincially mandated for community vaccine providers (CVPs) to report a client’s seasonal influenza records, we strongly encourage it.
    • To have this recorded in the provincial immunization registry:
      • Fill out the influenza immunization entry form for each client and fax the completed form to Fraser Health at 604-528-5459. Please ensure all areas of the form are completed.

    Fraser Health facilities (Such as acute care sites or UPCC's)

    • Follow your FHA internal guidance documents regarding reporting requirements.

    COVID-19 vaccine ordered from Fraser Health

    The province requires all COVID-19 vaccine to be documented in the provincial immunization registry.

    Primary care providers

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

    Fraser Health facilities (such as acute care or UPCC)

    Pharmacists

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

    All other vaccines ordered from Fraser Health

    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, our teams will ensure these records are uploaded into the Provincial Immunization Registry

  • Vaccine return

    • Vaccine return form
      To assist in managing the vaccine supply more efficiently and to monitor vaccine wastage, Public Health is requesting vaccine that was ordered through Public Health and can not be used for any reason, be returned to the health unit. The reasons may include:
      • Surplus / over-ordered
      • Cold chain incident. Before returning any vaccine in the event of a cold chain incident, call your local health unit to assess if the vaccine can or cannot be used. In some circumstances vaccine may still be used
      • Recall
      • Expired product
        • Remove vaccine from the fridge immediately to avoid accidental use

      In the event that you need to return publicly funded vaccine, please complete the Vaccine Return Form and return it to the health unit with the vaccine. Do not discard unused or expired vaccine.

      • If you ordered vaccine from BCCDC follow your usual return process directly with BCCDC
  • Questions about immunizations?
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