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If you are a physician in Halton Region, access information about ordering, storing, and administering provincially funded vaccines here.

Vaccine Order Update

Changes to Halton Region Public Health vaccine ordering
All vaccine orders can now be placed online.

  • Ordering and delivery of routine and special vaccines will resume on Thursday, January 27.
  • Orders placed on/before January 4 will be delivered over the next two weeks. Refer to the vaccine order confirmation email for scheduled delivery date.
  • Refer to delivery schedule below (under Vaccine Distribution) to view delivery schedule for February-April 2022.
  • COVID-19 vaccine orders for on-boarded approved practices will be delivered on the usual schedule.
  • As of November 26, 2021, Halton Region Public Health will only accept scanned PDFs or photos of temperature logs. Submission must include one full month of temperatures leading up to order submission date.

Ordering Vaccines

Use the vaccine order form to request routine, school based, high-risk and COVID-19 vaccines. Thirty days of recorded temperatures must be submitted with all orders.

Manual entry of temperature logs on the online vaccine ordering page is no longer accepted. Halton Region Public Health will only accept scanned PDFs or photos (jpg format) of temperature logs. Vaccine pick-ups at Halton Regional Centre (HRC) are currently not available. More information will be provided when vaccine pick-ups resume.

Frequently asked questions on ordering vaccines

Receiving all vaccine orders online helps streamline the ordering process, improving the efficiency and accuracy of processing vaccine orders in Halton.

Temperature logs are submitted electronically through the online order form. Public Health will only accept scanned PDFs or photos (jpg format) of temperature logs. Please note that the submission must be for one full month leading up to the order date.

Vaccine orders submitted after 4 p.m. on the Wednesday prior to a scheduled delivery date will be processed and delivered for the next scheduled bi-weekly delivery date.

Please note: If you’ve missed the delivery and will need the vaccines more urgently (e.g. high risk vaccines), please call 311 or email vaccinedepot@halton.ca.

We are requesting that health care providers transition to online vaccine ordering starting immediately. Orders will not be received by fax after November 30, 2020. If you need support in transitioning to online ordering, email vaccinedepot@halton.ca.

Vaccine Distribution

North Halton Delivery

Order by Wednesday before 4 p.m. Milton
Tuesday delivery between 9 a.m. – 4 p.m.
Halton Hills
Wednesday delivery between 9 a.m. – 4 p.m.
Wednesday, February 9, 2022 Tuesday, February 15, 2022 Wednesday, February 16, 2022
Wednesday, February 23, 2022 Tuesday, March 1, 2022 Wednesday, March 2, 2022
Wednesday, March 9, 2022 Tuesday, March 15, 2022 Wednesday, March 16, 2022
Wednesday, March 23, 2022 Tuesday, March 29, 2022 Wednesday, March 30, 2022
Wednesday, April 6, 2022 Tuesday, April 12, 2022 Wednesday, April 13, 2022
Wednesday, April 20, 2022 Tuesday, April 26, 2022 Wednesday, April 27, 2022

South Halton Delivery

Order by Wednesday before 4 p.m. Burlington
Tuesday delivery between 9 a.m. – 4 p.m.
Oakville
Wednesday delivery between 9 a.m. – 4 p.m.
Wednesday, February 2, 2022 Tuesday, February 8, 2022 Wednesday, February 9, 2022
Wednesday, February 16, 2022 Tuesday, February 22, 2022 Wednesday, February 23, 2022
Wednesday, March 2, 2022 Tuesday, March 8, 2022 Wednesday, March 9, 2022
Wednesday, March 16, 2022 Tuesday, March 22, 2022 Wednesday, March 23, 2022
Wednesday, March 30, 2022 Tuesday, April 5, 2022 Wednesday, April 6, 2022
Wednesday, April 13, 2022 Tuesday, April 19, 2022 Wednesday, April 20, 2022

Next delivery schedule will be released mid – April 2022.

Frequently asked questions on vaccine delivery

Public health measures implemented in response to the COVID-19 pandemic have resulted in limited public access to services offered at the Halton Regional Centre - 1151 Bronte Road, Oakville. To ensure continued access to publicly funded vaccines, Halton Region Public Health is implementing a vaccine courier service to minimize the need for health care providers to pick up vaccines at the Halton Regional Centre.

If you have an existing arrangement with a courier service, you can continue to use it. However, if you wish to transition to Halton Region’s courier service, please contact the vaccine depot at vaccinedepot@halton.ca for more information or to be added to our courier schedule.

If you have been picking up your vaccine orders at Joseph Brant, Georgetown, or Milton District hospitals, this option will no longer be available after October 30, 2020, and your vaccine orders will be delivered directly to your office.

Each municipality will receive bi-weekly vaccine deliveries. Routine and/or special/high-risk vaccine orders must be ordered online by 4 p.m. on the Wednesday prior to scheduled delivery dates. A detailed schedule is posted at halton.ca/physicians.

  • Burlington – starting Tuesday, November 3 (and then bi-weekly)
  • Oakville – starting Wednesday, November 4 (and then bi-weekly)
  • Milton – starting Tuesday, November 10 (and then bi-weekly)
  • Halton Hills – starting Wednesday, November 11 (and then bi-weekly)

Vaccine orders submitted after 4 p.m. on the Wednesday prior to a scheduled delivery date will be processed and delivered for the next scheduled bi-weekly delivery date.

Please note: If the vaccines are required more urgently before the next scheduled delivery date (e.g. missed delivery or high risk vaccines), please call 311 or email vaccinedepot@halton.ca for options.

Vaccine Storage and Handling Guidelines (PDF file) require that health care providers storing publicly funded vaccines meet specific requirements, including appropriately monitored refrigeration and cold chain maintenance. If bi-weekly delivery of vaccine orders will cause issues related to appropriate storage and inventory practices, please contact vaccinedepot@halton.ca to discuss options.

If you are unable to receive your vaccine on the scheduled delivery date for your municipality, please email vaccinedepot@halton.ca for options.

Due to COVID-19 disruptions, Halton Region Public Health will be offering complementary vaccine deliveries until March 31, 2021 for influenza, routine and special/high-risk vaccine orders. In the future, the cost to continue to delivery vaccines will be reassessed.

Vaccines will be delivered on your scheduled delivery date listed on “Halton Region Public Health vaccine delivery schedule.” Vaccines will be delivered between 9 a.m. and 4 p.m. by Critical Path Courier. We are unable to provide a specific time for each office as the courier plans their route based on the number of deliveries in the area and what the most efficient route is.

Please ensure there is a staff member to receive the vaccines between 9 a.m. and 4 p.m. If there is no staff member present to receive the delivery, vaccines will be returned to Halton Regional Centre (HRC) and will be delivered again on your next scheduled bi-weekly delivery date. Pick-ups at HRC are not permitted at this time.

No. Couriers are not permitted to drop off vaccines to another office or house. Vaccines are only permitted to be dropped off to the office on the address label and stored in a Public Health approved and inspected fridge.

Vaccine Storage

Recent inspections of refrigerators in health care provider premises have shown that improper storage of vaccines is a significant problem in Ontario. Under the authority of the Health Protection and Promotion Act, public health units must inspect storage locations of provincially funded vaccines.

The purpose of annual inspections is to:

  • Ensure the proper management of vaccine inventories (store in temperatures of 2-8 degrees Celsius)
  • Provide education strategies to minimize vaccine wastage
  • Promote vaccine safety and effectiveness

If you are a health care provider storing provincially funded vaccines, ensure all staff familiarize themselves with proper vaccine storage and handling guidelines (external PDF)

Proper Vaccine Storage procedures

  1. Read, record and clear the min/max thermometer twice per day in the temperature log book.
  2. Post the Ministry cold chain material on the fridge door.
  3. Close and secure fridge door after each use.
  4. Place water bottles on inside of fridge door to maintain proper temperatures.
  5. Ensure no ice has built up in the freezer.
  6. Place thermometer probe in the center of the fridge in an empty vaccine box.
  7. Store vaccines on the middle shelf.
  8. Date all opened multi-dose vials.
  9. Protect all vaccine from light.
  10. Keep refrigerator plugged in at all times.

NOTE: Do not store food or specimens in the vaccine fridge.

What to Do With Spoiled or Expired Vaccines

  • Report all fridge temperatures outside the 2-8 degrees Celcius range to the Health Department immediately
  • Return all expired/exposed vaccine to the Health Department
  • Prior to moving or changing vaccine fridges, notify the Health Department

Report a vaccine storage failure by calling 311 and fill out the applicable form(s) below.

Influenza Vaccine

The Ministry of Health has released the 2021/2022 Universal Influenza Immunization Program (UIIP) implementation package (external link). This year’s implementation package contains information for providers who have pre-qualified for the UIIP, as well as additional resources for other health care providers who may be providing influenza immunization. The UIIP offers influenza vaccine free of charge each year to all individuals six months of age and older who live, work or go to school in Ontario.

Resources

Distribution and delivery

Influenza vaccine deliveries will be delivered with routine vaccines on your scheduled bi-weekly delivery date.

Health care providers must have a staff person present on site to receive the vaccine delivery between the hours of 9 a.m. – 4 p.m. This delivery window is firm. If there is no staff member present to receive the delivery, influenza vaccine will be returned to Halton Regional Centre (HRC) and will be delivered again with the next scheduled delivery. There will be no pick-ups at HRC.

Product Availability

Vaccine products available through the UIIP for the 2021-2022 influenza season Eligibility in Ontario
Standard-dose quadrivalent inactivated injectable
(QIV - FluLaval®Tetra or Fluzone Quadrivalent®)
≥ 6 months
Cell culture-based quadrivalent inactivated injectable
(QIV - Flucelvax® Quad)
≥ 2 years
High-dose quadrivalent inactivated injectable
(high-dose QIV - Fluzone® High-Dose Quadrivalent)
≥ 65 years
Adjuvanted Trivalent Inactivated Vaccine (TIV-adj - Fluad®) ≥ 65 years

Note: Fluzone® High-Dose and Fluad® will be prioritized to patients in long-term care/retirement homes but will also be available to hospitals and primary care providers and in pharmacies.

FluMist® (intranasal spray) is not available in the UIIP this year but is available for purchase.

Children 6 months to less than 9 years of age receiving seasonal influenza vaccine for the first time in their life should be given 2 doses of influenza vaccine, with a minimum interval of 4 weeks between doses.

Children 6 months to less than 9 years of age who have been properly vaccinated with one or more doses of seasonal influenza vaccine in the past should receive 1 dose of influenza vaccine per season thereafter.

Product Monographs:

Influenza Vaccine Eligibility

Vaccines received are reserved only for individuals at high-risk for flu-related complications or who are more likely to require hospitalization and health care providers. A complete list of the high risk-criteria is available here (external link).

Influenza vaccination for the general public can begin in November. Any large scale immunization clinics at your practice should be planned for after the influenza launch date in November to ensure that an adequate supply of influenza vaccine can be ordered based on available provincial supply.

Influenza immunization should be prioritized as follows:

Month Populations
End of September to early October
  • Hospitalized individuals and hospital staff
  • Long-term care home residents and staff
October
  • Individuals at high-risk for flu related complications or hospitalization (group 1 (external link)) and health care providers
November

Influenza Vaccine Re-Ordering

Influenza vaccines are only available for re-order online. Orders must be submitted by 4 p.m. on Wednesdays as stated on your North/South delivery schedule, to be delivered for the next scheduled bi-weekly delivery date.

Orders may be adjusted based on Provincial product supply and availability.

Review vaccine inventory to ensure there is adequate fridge space to accommodate supply of routine vaccines, influenza and COVID-19 vaccines (if applicable).

Vaccine Exemptions

Important information regarding vaccine education sessions

  • Halton Region Public Health has closed the school-based community immunization clinics.
  • At this time, there are no appointments available. Please check back regularly for updates on school-based vaccine clinics.

A parent or guardian may decide against vaccinating their child for medical or personal reasons. Choose the necessary exemption form for your patient from the list below.

Please remind patients that by law, parents wishing to exempt their children from vaccines because of personal choice, must attend an in-person education session on vaccines at the Health Department.

Updated Eligibility for Routine Vaccines

Children ages 4-6 years old who need both a second dose of MMR AND a second dose of chickenpox vaccine may receive this vaccine. (Children under 4 as well as those receiving either antigen for the 1st time should receive the antigens separately.)

  • Ontario has transitioned from the pentavalent rotavirus vaccine RotaTeq® (Rot-5) to the monovalent rotavirus vaccine, Rotarix® (Rot-1) in the infant rotavirus immunization program.
  • Ontario is switching products as a result of the federally coordinated vaccine purchasing program.
  • Infants born on or after June 1, 2021, should start and complete their series with 2 doses of Rotarix®.

Updates to the Ontario Rotavirus Immunization Program: Product change to Rotarix® vaccine: Questions and Answers for Health Care Providers (PDF file).

The Ministry of Health and Long-Term Care has expanded Ontario’s Human Papillomavirus (HPV4) Immunization Program. Changes include:

  • Offering HPV4 vaccine to all boys and girls in grade 7 from the 2016-17 school year and going forward.
  • Ongoing eligibility for females until the end of August after grade 12
  • Ongoing eligibility for males who were in grade 7 in the 2016-17 school year until the end of August after grade 12

Vaccines are offered at Halton regional immunization clinics by appointment. Patients should call 311 to schedule an appointment.

Immunization Clinics

Important information regarding Halton Public Health school programs

  • Halton Region Public Health have closed the school-based community immunization clinics.
  • At this time, there are no appointments available. Please check back regularly for updates on school-based vaccine clinics.
  • If a client was unable to get their vaccine at a community clinic, they are encouraged to speak with their primary care provider for more information on requesting school-based vaccines for eligible students.

COVID-19 Vaccine Onboarding Program

Working together is critical to protect our community from COVID-19. As Public Health’s capacity to vaccinate against COVID-19 lessens, primary care, specialty practices, and pharmacies will become increasingly important in providing COVID-19 vaccines.

Onboarding your practice now will ensure you are ready to receive and provide COVID-19 vaccine to prevent any unnecessary delay in COVID-19 vaccination. Once your practice has been onboarded, you can choose to start administering the vaccine at a later date.

Eligibility Criteria

*Practices that have an existing holding point code for ordering publicly funded vaccines will be prioritized

Any questions about the COVID-19 vaccine onboarding program should be directed to pharmacists@halton.ca.

Physician practices that meet the above criteria must complete the following steps to enroll in Halton Region’s COVID-19 vaccine program.

Eligible physician practices must submit a completed Readiness Checklist (PDF file) and signed Memorandum of Understanding (PDF file) to pharmacists@halton.ca to enroll in the COVID-19 vaccine program.

Note:

  • If practicing in association, in a cost sharing arrangement or as individuals, all physicians must sign the MOU.
  • If practicing through a corporation or partnership, one physician can sign the MOU on behalf of the corporation or partnership.

The Health Department will contact your practice directly to confirm eligibility and proceed with the onboarding process.

All staff who will be involved with COVID-19 vaccine at the physician practice must attend Halton Region’s COVID-19 Vaccine Online Onboarding Session.

  • 1 hour sessions will be offered over zoom on various dates and times. The first session will be held on Tuesday October 26th, 5 - 6 p.m.
  • For upcoming session dates and times, please email pharmacists@halton.ca.

Once all required clinic staff have completed the OntarioMD COVax training and Halton Online Onboarding session, the Health Department will proceed with setting up COVax accounts and provide all necessary resources.

Physician practices will be notified by the Health Department when they can begin ordering COVID-19 vaccine. Orders for COVID-19 vaccine must be submitted online using the Vaccine Order Form.

  • COVID-19 vaccines are delivered to primary care on Thursdays.
  • Orders must be submitted by 4:00pm on Friday to receive vaccine the following Thursday.
  • A minimum of one week (5 consecutive days) of vaccine fridge temps must be submitted with the vaccine order.

Note: COVID-19 vaccines cannot be ordered until Steps 1-4 have been completed.

Halton Region COVID-19 Vaccine Onboarding Resources

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Reporting an Adverse Event Following Immunization

As a health care provider, the law requires you to report an adverse event following an immunization. Do your part to monitor adverse events by following these three easy steps:

  1. Advise patients to contact you if they experience an unwanted and unexpected health effect after receiving a vaccine.
  2. Report adverse events to your local public health unit. Use the Report of Adverse Event Following Immunization Reporting Form. (external PDF)
  3. If you have questions, contact your local public health unit.

Once you have completed the reporting form, fax it to 905-465-3403.

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