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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.

  • Deliveries for routine and special order vaccines will be reduced to once per month in late September/early October to accommodate the influenza vaccines. See below (under Vaccine Distribution) for updated delivery dates.
  • During this time, special orders for high-risk vaccines will be approved on a case-by-case basis.
  • COVID-19 vaccine orders will not be affected and will be delivered on the usual schedule. Please review your vaccine inventory to ensure you have enough supply and fridge space for routine, special orders, influenza and COVID-19 vaccines (if applicable).

Ordering Vaccines

Use the vaccine order form to request routine, school-based, high-risk and COVID-19 vaccines. Four weeks of recorded temperatures up until order submission date 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.
June 29, 2022 July 5, 2022 July 6, 2022
July 13, 2022 July 19, 2022 July 20, 2022
July 27, 2022 August 2, 2022 August 3, 2022
August 10, 2022 August 16, 2022 August 17, 2022
August 24, 2022 August 30, 2022 August 31,2022
September 7, 2022 September 13, 2022 September 14, 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.
July 6, 2022 July 12, 2022 July 13, 2022
July 20, 2022 July 26, 2022 July 27, 2022
August 3, 2022 August 9, 2022 August 10, 2022
August 17, 2022 August 23, 2022 August 24, 2022
August 31, 2022 September 6, 2022 September 7, 2022
September 14, 2022 September 20, 2022 September 21, 2022

Next delivery schedule will be released mid – September 2022

Adjusted Delivery Schedule for Routine and Special Vaccines in Late September/ Early October

  • Ordering for routine and special vaccines will resume for:
    • Milton and Halton Hills on September 28
    • Burlington and Oakville on October 5
  • Orders placed before “online ordering opens” date or after the “order by date” will not be processed.
  • Refer to the following table for adjusted delivery schedule, when online ordering opens for your municipality, and cut off dates.

Adjusted Routine and Special Vaccine Schedule

Municipality No routine deliveries Online ordering opens Order by date Delivery Date
Milton September 27 September 28 October 5 October 11
Halton Hills September 28 September 28 October 5 October 12
Burlington October 4 October 5 October 12 October 18
Oakville October 5 October 5 October 12 October 19

Vaccine delivery schedule will resume on normal bi-weekly delivery schedule.

Note: COVID-19 vaccine orders will not be affected and will be delivered on the usual schedule. Please review your vaccine inventory to ensure you have enough supply and fridge space for routine, special orders, influenza and COVID-19 vaccines (if applicable).

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.

School Based Vaccines

Halton Region Public Health provides school-based vaccines for Grade 7 students at public, private, Catholic and French school boards. School based vaccines include Hepatitis B (ENGERIX®-B/Recombivax HB®), HPV-9 (GARDASIL®9), and Meningococcal ACYW-135 (NIMENRIX®).

School-based immunization clinics are resuming in October 2022. Visit Halton’s Grade 7 School-Based Immunization webpage for more information.

Halton physicians will continue to be able to order school based vaccines for eligible students through the online Vaccine Order Form (Special Vaccine Order).

Remember to report all vaccinations done by with the primary care provider to Halton Region Public Health using the online immunization reporting system (external link).

Planning is currently underway for community-based clinics. Appointments will be available for all eligible students who may have missed receiving school-based vaccines due to COVID-19. Please check back regularly for updates.

Frequently asked questions on School Based Vaccines

Eligibility criteria has been extended for select age groups that may have missed an opportunity to receive school-based vaccines due to the COVID-19 pandemic.

Learn who is currently eligible for school-based vaccines.

At this time, Public Health is unable to release school-based vaccines to physicians in bulk. All school-based vaccines released from Public Health are required to be associated with an eligible student. This information needs to be reported back to the Ministry of Health. In addition, Public Health must complete an immunization record assessment on the Provincial Immunization Database (Panorama) for each student prior to release of vaccines.

Released school-based vaccines are assigned to be administered only to the student it was approved for. There are situations where a student is no longer eligible, has received the vaccine elsewhere or has refused the vaccine. This school-based vaccine will have to be re-allocated within your practice.

If you have a student in your practice, whom you believe is eligible to receive a re-allocated school-based vaccine; Public Health (311) must be contacted first. Public Health will ensure a complete record and eligibility assessment is done and prior to re-allocating the vaccine.

This step must be done for all possible re-allocations as all school-based vaccines are required to be associated with an eligible student—this information is reported back to the Ministry of Health.

Similarly, when placing a new special order for school-based vaccines, please review your inventory first to determine if there is a dose available to be re-allocated. Public Health (311) must be contacted prior to administering dose.

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)

Resources

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 2022/2023 Universal Influenza Immunization Program (UIIP) Implementation Package (external PDF). This year’s implementation package contains information for providers on influenza product availability, distribution and vaccine supply. 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

Primary care providers will be receiving two auto-shipments of influenza vaccine. The first auto-shipment will be delivered between September 30 and October 5.

Hospitals, long-term care homes and retirement homes will be receiving all of their initial influenza allotment in the first auto-shipment to prioritize vaccinating high-risk residents and those at risk of severe health outcomes.

For more information, please refer to the Influenza Vaccine Delivery Schedule below.

If you require additional flu vaccines after your two auto-shipments, orders can be placed through the online vaccine ordering system starting on October 17. Orders placed before October 17 will not be processed.

Influenza Vaccine Delivery Schedule

Municipality First Influenza Auto-shipment
Milton September 30, 9 a.m. – 4 p.m.
Halton Hills September 30, 9 a.m. – 4 p.m.
Burlington October 3, 9 a.m. – 4 p.m.
Oakville *October 4 or October 5, 9 a.m. – 4 p.m.

*Oakville orders that have not been received on October 4 will be delivered on October 5 Please ensure you have staff available to receive vaccines on both days.

Premises must have a staff member present on site to receive the vaccine delivery between the hours of 9 a.m. – 4 p.m. Requests for a specific time for a delivery cannot be accommodated.

If there is no staff member present to receive the delivery, influenza vaccine will be returned to Halton Regional Centre and we will attempt to deliver the vaccine the following week.

Product Availability

Primary care providers will not receive all doses received last season in their first order as the Ministry of Health only receives a proportion of the total provincial supply in October.

Product Availability Vaccine Product Age Indication
Quadrivalent Inactivated Vaccine (QIV)
  • FluLaval® Tetra
  • Fluzone® Quadrivalent
≥6 months
  • Afluria® Tetra (supplied to Pharmacies Only)
≥5 years
High-Dose Quadrivalent Inactivated Vaccine (QIV-HD)
  • Fluzone® High-Dose Quadrivalent
≥65 years
Adjuvanted Trivalent Inactivated Vaccine (TIV-adj)
  • Fluad®
≥65 years

Note: Fluzone® High-Dose 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®, Flucelvax® and Supemtek™ will NOT be publicly funded for the 2022/2023 influenza season; however, it may be purchased privately at a pharmacy.

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 vaccinated with one or more doses of seasonal influenza vaccine in the past, should receive 1 dose of influenza vaccine per season thereafter.

Influenza Vaccine Eligibility

Early doses of influenza vaccine received in September and October are reserved only for individuals at high risk of influenza-related complications (external link) or who are more likely to require hospitalization, healthcare providers, hospitalized individuals, hospital staff, long-term care and rest and retirement Home residents and staff.

Influenza vaccination for the general public can begin November 1. Large-scale influenza clinics should be planned for late November to ensure that an adequate supply can be ordered based on available provincial supply.

Influenza immunization should be prioritized as follows:

Month Populations
End of September
  • Hospitalized individuals and hospital staff
  • Long-term care home residents and staff
October
November

COVID-19 and Influenza Vaccinations

All available influenza vaccines (i.e., QIV-HD, TIV-adj, and QIV) may be given with other vaccines, or at any time before or after, other vaccines, including COVID-19 vaccine for individuals 5 years of age and older.

We ask that you please consider, as appropriate, co-administration of COVID-19 vaccine and flu vaccine whenever possible.

Co-administration with COVID-19 vaccine is not currently recommended for individuals 6 months to under 5 years of age. In this population, NACI recommends to wait 14 days before and after COVID-19 vaccine and other vaccines, to assist with attributing any subsequent adverse events. However, this is a precautionary measure and clinicians may use their discretion to offer immunization at a shorter interval.

Vaccine Exemptions

Important information regarding vaccine education sessions

Due to the unforeseen circumstances brought on by COVID-19 over the last two years, school suspensions under the Immunization of School Pupils Act (ISPA) will not be enforced during the 2022/2023 school year. Vaccine education sessions are not available at this time, and therefore Halton Region Public Health is not currently accepting submissions for non-medical exemptions. Please check regularly for updates.

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

As of April 1, Tdap (tetanus, diphtheria, and pertussis) is now publicly funded and may be routinely offered to pregnant people.

The National Advisory Committee on Immunization strongly recommends Tdap vaccination during every pregnancy (external link), regardless of previous Tdap vaccination history to protect the infant from pertussis.

Infants less than 2 months of age are at the greatest risk of severe pertussis infection and hospitalization. Vaccination in pregnancy is safe and effective at preventing neonatal infection.

Immunization should ideally be offered at 27-32 weeks of gestation, which is supported by the strongest safety and effectiveness data. Immunization between 13 and 26 weeks of gestation may also be considered in some situations (for example, pregnancies with an increased risk of pre-term delivery).

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.

It is recommended that Rotarix® (Rot-1) be administered between 2 months to 15 weeks of age. If the first dose is administered after 15 weeks of age, the series should be completed with a minimum of four weeks between doses. All doses should be completed on or before 25 weeks of age.

If the second dose of Rotarix® (Rot-1) is unable to be completed on or before 25 weeks of age, the second dose can be administered up to 32 weeks of age. This extended eligibility interval will still be publicly funded, however this interval is not routinely recommended.

Timing of vaccine administration: Canadian Immunization Guide (external link).

As of September 2022, all students in grades 7 to end of grade 12 will be eligible for the publicly funded Hepatitis B vaccine.

*Individuals aged 16 years to less than 19 years require a 3-dose Hep B 0.5 mL (pediatric) immunization schedule as per the Canadian Immunization Guide (external link).

Individuals who have not completed the HB series prior to age 16 must follow Table 7: Publicly Funded Immunization Schedule (external PDF) recommended intervals for remaining doses using the HB pediatric (0.5 mL) formulation.

For those impacted by the COVID-19 pandemic, refer to the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF) for information on extended eligibility.

HPV-9 vaccine eligibility starts in grade 7 and extends to the end of grade 12 for all students, regardless of gender, as per the updated Publicly Funded Immunization Schedule.

For those impacted by the COVID-19 pandemic, refer to the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF) for information on extended eligibility.

*Individuals aged 15 years and older require a 3-dose HPV-9 immunization schedule as per the Canadian Immunization Guide (external link).

Currently, 65-70 year olds are able to receive publicly funded Shingrix®. Seniors born in 1949, 1950, 1951, and 1952 now remain eligible to complete the 2-dose series by December 31, 2023, as per the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF).

Updated Eligibility for High-Risk Vaccines

Currently, males 9 to 26 years of age who meet the high-risk criteria (Table 3: Publicly Funded Immunization Schedule (external PDF)) are eligible for 2-3 doses of Gardasil 9®.

Males born in 1993, 1994, 1995, or 1996 now remain eligible to complete the 3-dose series by December 31, 2023, as per the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF). Age of the impacted cohorts falls within the Health Canada product monograph age indications for product use.

Currently 2 months to 17 year olds who meet the high-risk criteria (Table 3: Publicly Funded Immunization Schedule (external PDF)) are eligible for 2-4 doses of Bexsero®.

Individuals born in 2002, 2003, 2004, or 2005 now remain eligible to complete the 2-dose series by December 31, 2023, as per the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF). Age of the impacted cohorts falls within the Health Canada product monograph age indications for product use.

Currently, 9 months to 55 year olds who meet the high-risk criteria (Table 3: Publicly Funded Immunization Schedule (external PDF)) are eligible for 2-4 doses.

Individuals born in 1964, 1965, 1966, and 1967 now remain eligible to complete the 2-4 dose series by December 31, 2023, as per the Guidance for Routine & Catch-up Immunization Services, Ministry of Health (external PDF).

The province publicly funds a single lifetime dose of Men-C-ACYW135 for individual’s ≥56 years of age who meet high-risk eligibility criteria listed in Table 3: Publicly Funded Immunization Schedule (external PDF). These individuals may not be included in the age indication listed on the product monograph for the particular publicly funded vaccine. Therefore, administration of these vaccines is off-label and clinical judgment is advised.

Immunization Clinics

Important information regarding Halton Public Health school programs

School-based immunization clinics are resuming in October 2022. Public Health Nurses will be visiting Halton schools to offer three school-based vaccines to eligible students in grade 7 and 8. Please direct families with grade 7 and 8 students to visit Halton’s Grade 7 School-Based Immunization webpage for more information.

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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