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Vaccine and STI Medication Orders and Reporting

Ordering vaccines

Please complete the appropriate vaccine order form. A copy of your office's refrigerator temperatures from the previous month, or since your last order must be included. Refrigerator temperature logs can be uploaded to the order form by scanning, taking a picture or using the Word file.

	Scan the Vaccine Temperature Log Book page and e-mail it to your computer. Save the document, attach and upload.
	Take a picture of the Vaccine Temperature Log Book page and e-mail it to your computer. Save the document, attach and upload.
	Use the Word document of the Vaccine Temperature Log to document your dates and temperatures. Attach and upload.

Health Care Provider COVID-19 Vaccine orders

These order and reporting forms are for pre-approved clinics at this time. When general vaccine availability is known, further communication will follow.

Vaccine and STI medication order forms

Influenza vaccine

Influenza Vaccine Order Form
Influenza Vaccine Order Form (PDF)
Long-Term Care and Correctional Facilities Influenza Vaccine Order Form
Long-Term Care and Correctional Facilities Influenza Vaccine Order Form (PDF)
- If you have any excess or expired influenza vaccine please return to KFL&A Public Health with the Non-Reuseable Vaccine (Spoiled or Expired) Return Form (PDF) listed below under Vaccine Returns.

KFL&A Public Health site specific regular vaccines

KFL&A Public Health special order vaccines and STI medications

Pick up and delivery

Orders will be ready 3 business days (72 hours) after the order is placed. Please limit ordering to no more than one order per week for volume purposes. To aid in your orders being processed in a timely manner and avoid further vaccine shipping delays, please ensuring that order forms are filled out completely and that current stock on hand is a mandatory field. Reporting current stock is a Ministry of Health and Long-term Care requirement to ensure accurate monitoring of vaccine wastage. If it is not provided vaccine orders will not be filled.

Orders will be available for pick up from KFL&A Public Health:

Kingston office: Monday to Friday 8:30 a.m. to 4:30 p.m.
Napanee office: Monday 1 to 4:30 p.m. and Tuesday to Friday 8:30 a.m. to 12 p.m. and 1 to 4:30 p.m.

Note: Napanee orders need to be in by Wednesdays at noon to meet a Monday delivery date. If a Napanee area provider wishes to receive an order prior to this delivery, they must arrange for pick up or courier from the Kingston office.

Vaccine orders not claimed by 4:30 p.m. on Fridays will be re-shelved and a new order will need to be submitted.

Returning vaccines

Non-reuseable vaccine (spoiled or expired) returns

If you need to return vaccine, you must complete our Non-Reuseable Vaccine (Spoiled or Expired) Return Form (PDF).
Returns will not be accepted unless accompanied by this form.
Please contact us if you require a copy of this form.

Reporting

Adverse event following immunization (AEFI)

Report of Adverse Event Following Immunization (PDF) - If one of your patients experiences an adverse event following immunization, please complete this form from Public Health Ontario, and fax to KFL&A Public Health at 613-549-0985. Public Health Ontario provides an AEFI reporting fact sheet (July 2016) for more information.

Cold chain incidents

Vaccines must be kept between 2°C to 8°C to ensure the vaccines stay as potent and effective as possible.

When the vaccine storage refrigerator varies above or below these temperatures, this is known as a cold chain incident and must be immediately reported to KFL&A Public Health. This includes minor excursions between +1.5 to 2.0°C, and +8.0 to 8.5°C.

Should a cold chain incident occur:

Separate the exposed vaccines in the refrigerator by placing these vaccines in a labelled container or bag. Mark DO NOT USE. If the refrigerator is not currently stable, move the vaccines to a stable monitored refrigerator or cooler as per your contingency plans.
Call KFL&A Public Health at 613-549-1232 or 1-800-267-7875 and ask to speak to the immunization nurse. A manager is on call after-hours.
Check to ensure your temperature monitoring device is working correctly. Is it in the correct place? Does the battery need to be changed?
After checking the temperature monitoring device and the refrigerator, record the date, time, and current maximum and minimum temperatures and record them in your log book.
Fax to 613-549-0985:
- The most up-to-date temperature log book, including the previous 2 weeks’ worth of temperatures.
- Completed Cold Chain Exposure Form (PDF).
Do not discard any of the exposed vaccines until KFL&A Public Health has assessed whether any of the vaccines may still be used.

Failure to report temperature excursions will result in suspension from ordering additional doses of publicly funded vaccine.

High-risk and school immunizations

High Risk and School Publicly Funded Immunization Program Reporting Form (PDF) - After administering vaccines to eligible high-risk patients and school-aged children please complete and fax to KFL&A Public Health at 613-549-0985.

Routine immunizations

Childhood Vaccines Given By Physicians (PDF) - By reporting immunizations for childen from birth to 17 years of age, health care providers can ensure that KFL&A Public Health has up-to-date immunization records for each child in the KFL&A area.