Immunization related forms for health professionals

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• Influenza Vaccine
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• AEFI Reporting Form
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• Exemption Forms
• Health Care Provider COVID-19 & Influenza Immunization Tool Kit

Procedures

Pick up

Vaccine Distribution Room hours are Monday to Friday, 8 am to 4 pm. Note: October 14 and November 11 are statutory holidays and the Vaccine Distribution Room will be closed.

1. Use the Influenza Vaccine Order Form 2024/2025 below from Ottawa Public Health to order vaccine (not the Ministry of Health form).
2. Place your order by completing the number of doses required on the form. Orders will be filled in the order in which they are received, with priority to high-risk groups. The first auto-shipment will contain a predetermined amount of vaccine shipped to vaccinate high-risk patients. Additional influenza orders can be placed after October 21st. Please allow up to five business days for your order to be processed.
3. Always reserve some vaccine for persons age 65 years and older, and persons under 65 with medical conditions that put them at high risk for influenza-related complications.
4. Your clinic/facility will be called when your order is ready. Arrange to pick up your order within 48 hours of notification at the Ottawa Public Health Vaccine Distribution Centre, on the ground floor of 100 Constellation Drive or at 1221 Cyrville Road, based on your clinic/facility location.
5. Bring your own cooler and two ice packs per cooler.

Vaccine that is not used by your clinic/facility cannot be redistributed. To reduce vaccine wastage, please only order the quantity that you are sure to use within the next two weeks. You can order more vaccine as needed. Return unused vaccine to the Ottawa Public Health Immunization Program once you are finished immunizing for the season using Ottawa Public Health Vaccine Return Form below. 

If you or your staff have any questions regarding this procedure, please contact the Ottawa Public Health Vaccine Distribution Centre at 613-580-6744.

Storage and handling information

Exposure to light, frozen or overheated vaccines may lead to patients experiencing a reduced immune response and/or an increase in local reactions. To avoid unnecessary vaccine wastage you should:

• Ensure refrigerator temperatures are maintained between 2° to 8° C
  • In cases of power failures, refrigerator doors being left open, frequent opening of the refrigerator doors during clinic hours, or refrigerator malfunction that compromises the cold chain, call Ottawa Public Health 613-580-6744 and ask to be directed to the Vaccine Distribution Centre. A Vaccine Program Coordinator will assess the situation and provide you with further instructions
• Never administer or discard exposed vaccine. Leave it in the refrigerator, and mark it as having been potentially exposed. Do not use it until the Vaccine Program Coordinator has assessed the situation.
• Ensure your office vaccine refrigerator is not overstocked, as this may cause temperatures to fluctuate or doors to become ajar
• Defrost the freezer regularly, as excessive ice build-up can cause temperature fluctuations

Feel free to contact OPH for further information on how to maintain a safe cold chain.

Your ongoing support to maintain the vaccine cold chain will ultimately ensure that potent vaccine is administered to your patients.

• Vaccine storage and handling guidelines [ PDF 351 KB ]

Cold chain

Reporting forms

Adverse events following immunization (AEFI) reporting form