COVID-19 Vaccine Information for Community Vaccine Providers

Information on this page is intended for all Community Vaccine Providers (CVPs) including Long-Term Care Facilities (LTC), Community Health Services (CHS) and Indigenous Health Services.

For information about COVID-19 vaccine eligibility and information on vaccine products and intended use, see Vaccination Clinical Guidance and the BCCDC Immunization Manual.

Ordering Vaccine

**Only providers that have been pre-approved by Public Health can order COVID-19 vaccine** 

At this time, community availability is limited to long-term care (LTC) Facilities, CHS, Indigenous Health Services and select CVPs. Check back in the future for more information.

• Community Pharmacists: Order vaccine directly from BCCDC/Distributor
• All Other Community Vaccine Providers including LTC, CHS and Indigenous Health Services: Complete the appropriate COVID-19 Vaccine Order Form (attached below) including all fields in vaccine provider section and e-mail completed form to: covidvaccineinventory@islandhealth.ca.
  • COVID-19 Vaccine Order Form for CHS
  • COVID-19 Vaccine Order Form for CVPs (including LTC, AL and Indigenous Health Services)
  • See COVID-19 Vaccine Ordering and Pick-Up Process for LTC or CHS for additional ordering information 
    • COVID-19 Vaccine Ordering and Pick-Up Process for LTC
    • COVID-19 Vaccine Ordering and Pick-Up Process for CHS
  • Allow at least 5 working days (Monday to Friday) to fill your order. Vaccine will be distributed based on available products and supply.
  • COVID-19 Vaccine Cooler Packing Requirements
    • Pack cooler according to BCCDC standards
    • Cooler must be able to maintain temperature between +2°C to +8°C
    • Pack cooler tightly to minimize vial movement (e.g. crumpled up paper bags, packing paper, bubble wrap etc.
    • Secure cooler in vehicle during transport and keep away from heater
  • Bring hard-sided cooler with frozen ice packs, gel/water blankets when picking up vaccine. Temperature monitoring device (e.g. datalogger or min/max thermometer) should be used during transport. By exception, when a temperature monitoring device is unavailable, vaccine can be stored/transported without being monitored for a maximum of 1 hour as long as the COVID-19 cooler packing requirements listed above are met.

Vaccine Storage and Management

Vaccines are sensitive biological products that must be carefully managed in order to protect their potency and stability.

• Refer to BCCDC Immunization Manual Biological Pages and Immunize BC Operations Centre Standard Operating Procedures (SOP) for cold chain storage information specific to each product
  • Store frozen vaccine according to BCCDC and Immunize BC SOP guidelines above
  • Store thawed vaccine in refrigerator between +2°C and +8°C, in the original packaging to protect from light 
• Vaccine fridge/freezer temperature must be monitored and recorded twice each workday. Record the current, minimum and maximum temperatures at the start and end of each day. If using a min/max thermometer, reset device after recording temperatures.
  • Fridge Temperature Form
  • Freezer Temperature Form
  • Temperature Form Instructions
• It is important to closely monitor vaccine supply to prevent wastage
• Rotate stock so vaccine expiring first is used first
• In the event of a cold chain incident, follow Reporting Process below:
  • Community Pharmacists
  • All Other Community Vaccine Providers (including LTC, CHS and Indigenous Health Services)
• Additional Resources:
  • BCCDC Vaccine Management

Documentation and Inventory

• Visit Public Health Clinical Informatics SharePoint to access guidance documents related to Panorama, Cambian & ImmsBC

• Community Pharmacists

  • Document inventory and vaccine administration through ImmsBC

• Indigenous Health Care Providers

  • Document vaccine administration through eForm

  • Island Health will document inventory in ImmsBC for vaccine ordered by indigenous providers

    • Follow local processes for documenting inventory on site

• Acute Care Providers

  • Document vaccine administration using Vaccine Recording Form and submit to Public Health as outlined on the form

• All Other Island Health Community Vaccine Providers including LTC and CHS

  • Document vaccine administration through ImmsBC

  • Complete Online Clinic Tally Form at the end of each clinic day (see Instructions for more information) 

• Non-Island Health sites including LTC affiliates
  • Document vaccine administration through ImmsBC
  • Complete Paper Clinic Tally Form and email to COVIDVaccineInventory@islandhealth.ca or fax to 250-544-2403.
  • For Access to ImmsBC, complete the following ImmsBC education requirements:
    1. Documenting COVID-19 or Flu Without Appointment by Island Health-Quick Steps-5pp PDF
    2. Documenting COVID-19 Or Flu Without Appointment by Island Health - Presentation
       • Video 1: Logon -Knowledge Tab
       • Video 2: Client Search-Registration-Eligibility
       • Video 3: Consent-Imms-After Care
    3. Complete LearningHub (course #29569) ImmsBC Education Declaration for Immunizers (Island Health)

Education and Guidelines

Each vaccine provider must complete educational requirements specific to their designation prior to administering COVID-19 vaccine:

• Community Pharmacists and Indigenous Health Care Providers
  • Education recommendations for COVID-19 Immunizers as per respective regulatory college scope of practices and Provincial Health Officer Orders 
• LTC
  • BCCDC COVID-19 Immunization competency course for Nurses (RNs, RPNs, LPNs) 
  • ImmsBC Learning Hub Module
  • "LTC ImmsBC Education" Zoom Education Session hosted by Public Health Informatics Team
  • COVID-19 Immunization Skills Self Assessment
• CHS
  • Island Health Intranet: CHS Immunization - Influenza/COVID-19 Immunization 

Resources

CHS

• Island Health Intranet: CHS Immunization - Influenza/COVID-19 Immunization – workflows and resources

LTC

• Safety Huddle – to be used by clinic lead to ensure safe practice during immunization clinics
• Supply Ordering
  • Low dead-space (LDS) syringes and needles for the 2nd dose booster campaign will be ordered by Island Health and direct-delivered to your site from PHSA. The shipment from PHSA will contain extra supply to ensure sites have adequate supply on hand for future maintenance doses.  Please retain these supplies at your site for future use and ensure supplies are readily accessible once delivered.
  • Ensure your site has other required immunization supplies on-hand such as: anaphylaxis kits, alcohol swabs, band-aids, cleaning supplies, cotton balls, fainting supplies (cot or mat and juice boxes), garbage bags, hand sanitizer, Kleenex, pens, PPE for staff/masks for residents, sharps containers, coolers, ice and gel packs.

Questions and Consults

For questions regarding vaccine management or cold chain incidents refer to "Vaccine Storage & Management" section above.
For all other questions refer to the COVID-19 Resources for Vaccine Providers:
1) Review resource(s)
2) Consult with a colleague or supervisor
3) Follow appropriate consultation pathway (ie – phone or email)