Vaccination Information for Healthcare Professionals

York Region Public Health is required by the Vaccine Storage and Handling Protocol, 2018 (or as current), Ontario Public Health Standards under the authority of Health Protection and Promotion Act to inspect premises, at least once annually, where publicly funded vaccines are stored. Healthcare providers must meet the minimum vaccine storage and handling standards under the Vaccine Storage and Handling Guidelines. 

York Region Public Health’s interactive e-learning module contains up-to-date information on standards and guidelines for healthcare professionals and staff who store, handle, and administer publicly funded vaccines:
 

Vaccine Storage and Handling for Health Care Providers and Staff e-learning module

Recent Notices

Older notices are posted in the Archive section.

Vaccine Storage and Handling

Vaccines are sensitive biological substances that may lose their potency and effectiveness if they are exposed to temperatures outside the required temperature range of +2.0ºC to +8.0ºC resulting in a lack of protection against vaccine preventable infectious diseases.

Contact the Vaccine Inventory program at 1-877-464-9675 Ext. 74065 to report any vaccine exposures to temperatures below +2.0ºC and/or above +8.0ºC. Post signage on the refrigerator door to alert all staff. Do not administer or discard the vaccines until York Region Public Health has completed an assessment to determine the viability of the exposed vaccines.
 

Practice Resources for Immunizers
Healthcare Provider Forms
Apply for a New Account to Order, Store, and Administer Publicly Funded Vaccines

Healthcare providers who wish to set up a new account to order, store and administer publicly funded vaccines with York Region Public Health must complete a New Healthcare Provider Application Form.

Report a Change in Ownership of a Healthcare Facility

Healthcare facilities who have undergone a change in ownership must complete a New Healthcare Provider Application Form. 

Note: The account number (or five digit holding point code) of the previous owner is not transferrable and should not be used to order publicly funded vaccines under the new ownership.

Report a Change to an Existing Holding Point Account

Healthcare providers with an existing account with York Region Public Health must complete a Request to Update Vaccine Ordering Account Profile Form for any of the following reasons:

  • Change in facility operating name
  • Change to facility contact information (including main contact person, email address, telephone number)
  • Replacement of a vaccine refrigerator
  • Acquisition of an additional vaccine refrigerator
  • Relocation of a vaccine refrigerator within the facility
  • Facility address change (relocation)
  • Permanent facility closure
Vaccine Order Forms

Publicly Funded Vaccines Order Form for use when ordering routine publicly funded vaccines.  Note: The Ministry of Health requires healthcare providers to maintain no more than a one (1) month supply of publicly funded vaccines to prevent overstocking and minimize vaccine wastage.

High-Risk Vaccines Order Form for use when ordering Hepatitis A vaccine, Human Papillomavirus (HPV) vaccine, meningococcal C-ACWY-135 vaccine, multicomponent meningococcal B vaccine, Haemophilus influenza type B (Hib) vaccine and Polio (IPV) vaccine for eligible high-risk individuals.

High-Risk Hepatitis B Vaccine Order Form for use when ordering Hepatitis B vaccine for eligible high-risk individuals.

Influenza Vaccine Order Form for use when ordering publicly funded influenza vaccines for the Universal Influenza Immunization Program (UIIP).

Respiratory Syncytial Virus (RSV) Product Order Form for use when ordering publicly funded respiratory syncytial virus (RSV) vaccines and antibodies for the Ontario RSV Prevention Program.

Special release for school-based Vaccines Order Form for use when ordering Hepatitis B, Human Papillomavirus (HPV) and Meningococcal C-ACWY-135 vaccines for eligible students who are unable to receive these vaccines at a York Region Public Health community or school immunization clinic.

Seasonal Respiratory Illness Prevention Programs
Vaccine Wastage

Expired or unviable vaccines must be immediately removed from the refrigerator clearly labeled as “Wastage – Do Not Use” to prevent the administration of expired or non-viable products to patients. 

Return vaccine wastage to York Region Public Health with a completed Non-Reusable Vaccines Wastage Form for Health Care Providers Form.

Vaccine Orders

If you have any general inquiries about the vaccine ordering process or the status of your vaccine order, please contact the Vaccine Inventory program at 1-877-464-9675 Ext. 74033.

Healthcare professionals will receive a notification by telephone or email once a vaccine order is ready for pick up.

Vaccine transport coolers must be pre-conditioned between +2.0°C to +8.0°C before vaccine pickup. York Region staff will verify the vaccine transport cooler temperature is within +2.0°C to +8.0°C before releasing a vaccine order.

Adverse Event Following Immunization (AEFI)

An Adverse Event Following Immunization (AEFI) is an unwanted or unexpected health effect that happens after someone receives a vaccine, which may or may not be caused by the vaccine.

Healthcare professionals are required to report AEFIs to York Region Public Health under the Health Promotion and Protection Act. 

To report an AEFI, complete an AEFI Reporting Form and fax it to York Region Public Health at 905-898-5213. You may also call the Nurse’s Line at 1-877-464-9675 Ext. 73452.

See the Public Health Ontario AEFI Reporting Fact Sheet for healthcare providers for more information.

Archive of Notices

Related Resources