Health Care Provider COVID-19 & Influenza Immunization Tool Kit

Ottawa Public Health has created this virtual tool kit to support community partners in implementation and/or continuation of respiratory immunizations. 

Key contacts to support organizations through onboarding: 

ONE ID 
For question related to ONE ID onboarding, active ONE ID agreements, or any other ONE ID-related issues, please call the Ontario Health Digital Services Support Line: 1-866-250-1554, available 24/7  

For information on vaccine storage, ordering or administering: email Vaccine Distribution Centre 

General eligibility to administer COVID-19 and Influenza vaccines:

  • Must have a designated vaccine fridge that meets the Ministry of Health vaccine storage and handling guidelines and have passed fridge inspections by Ottawa Public Health within the past 12 months
  • For COVID-19 Only: Must commit to document COVID-19 vaccine administration in Ministry of Health Provincial Immunization System Panorama, used by local public health units, through Panorama Guided Workflow (PGW)

Steps to accessing COVID-19 and Influenza vaccines: 

Step 1: Assess eligibility to administer vaccines
  • Any clinics that receive immunization supply from the publicly-funded program (beside COVID-19 and Influenza) are eligible to receive COVID-19 and Influenza vaccines.
  • For healthcare agencies and/or pharmacies, application is required to the Ministry of Health’s Universal Influenza Immunization Program (UIIP). Please visit the Ontario Ministry of Health Website for more information on this process; general applications for the 2025-2026 season with some exceptions. If you need support with the process, please email UIIP.MOH@ontario.ca. The application process opens in the Spring.
  • To administer publicly funded vaccines, a designated vaccine fridge must meet the MOH Vaccine Storage and Handling Guide and have passed a fridge inspection with Ottawa Public Health; with a fridge in good standing (monthly temperature log submission required).
  • If your facility received a pass on the current year’s vaccine fridge inspection, please continue with the onboarding process in step 2. If your facility has not yet completed an inspection, please contact Ottawa Public Health’s Vaccine Distribution Centres at vaccine@ottawa.ca to request a vaccine fridge inspection.
Step 2: For COVID-19 administration only; if you are only administering influenza vaccines, please proceed to step 3

Complete ONE ID and Panorama Guided Workflow (PGW) Onboarding, Training and Support, completed through the Ministry of Health

COVID-19 Immunization Provider Support Line (CIPSL) 

  • Launches April 7 as a temporary support line for healthcare providers (HCP) during the Spring COVID-19 immunization campaign, including guidance on minimum dose intervals when prior dates are unknown
  • Available Monday–Friday, 8:00 AM–5:00 PM at 416-849-9998 or toll-free at 1-888-333-0640
  • The CIPSL is for HCPs ONLY and not for the general public. HCP will be required to provide their professional registration number

Step 3: Please confirm authorizing mechanism is available for Epinephrine, Influenza vaccine and/ or COVID-19 vaccine administration for nursing staff if they are to administer on behalf of a nurse practitioner or physician.

Directives and direct orders allow nursing staff to perform the controlled act of immunization.

Medical Directive Templates: If an authorizing health professional would like a template to assist them in the creation of their own medical directive, please email your request to immunization@ottawa.ca.
 Step 4: Information on vaccine administration, vaccine products and their preparation 
Health care professionals who are interested in receiving copies of Ottawa Public Health’s immunization competency modules can email immunization@ottawa.ca to request the following modules:
  • Module 1 Consent and Documentation
  • Module 2 Vaccine Storage, Handling and Giving
  • Module 3 Vaccination Emergencies

Learning Resources 

Management of Adverse Events:

Vaccine Administration Practices:Canadian Immunization Guide 

The Education Program for Immunization Competencies (EPIC): Canadian Paediatric Society 

COVID-19 vaccine products:

Ontario Ministry of Health’s COVID-19 Vaccine Health Care Provider Factsheet includes useful guidance for health care professionals on the administration of COVID-19 vaccines, including information on eligibility and summaries of vaccine product formulations.

Additional Information Sources:

Influenza vaccine products:

Influenza vaccine information for health professionals - Ottawa Public Health

Step 5: Immunization Clinic Print Resources

Creating clinic posters and directional signage may be helpful for patients, caregivers and families to access your clinic. Ottawa Public Health has compiled the following documents to assist you in hosting a clinic. Please feel free to utilize these documents to support the organization of immunization services.

  • Ottawa Public Health’s Hand Hygiene poster
  • COVID-19 Vaccine: Utilize your established consent processes for vaccine administration
Step 6: Order vaccine and supplies

COVID-19 vaccines: complete the Covid-Related Vaccine Order Form; at least 48 hours before immunization date

 

Influenza vaccines:  Influenza vaccine information for health professionals - Ottawa Public Health

For detailed information on influenza vaccine distribution from Ottawa Public Health, please see the following Public Health Alert: Information for the 2025/2026 COVID-19 Vaccine Program and Universal Influenza Immunization Program - Ottawa Public Health

Vaccine Distribution Centre Contact Information

Should you require support with vaccine supply:

Email: vaccine@ottawa.ca

Phone: 613-580-6744
Step 7: Immunization clinic day reminders

COVID-19 Vaccination Reporting: All COVID-19 vaccine providers in Ontario must continue recording patient and vaccine product information for COVID-19 vaccines as required by the COVID-19 Vaccination Reporting Act, 2021. 

Complete timely recording of doses given in Panorama Guided Workflow once organization onboarded.

Frequently asked questions

Which vaccine products are available for COVID-19 vaccination?

The list of approved vaccines can be found in the Ministry of Health’s COVID-19 Vaccine website, and Ottawa Public Health will fulfill vaccine orders based on current availability of vaccines. We will reach out if changes need to be made to your order. 
What are the current recommendations for COVID-19 doses?

Refer to Ontario’s website on COVID-19 vaccines for the latest guidelines.

Can Ottawa Public Health (OPH) visit my practice for this training support and/or to help administer vaccines?

OPH is shifting back to pre-pandemic operations and staffing capacity based on provincial direction and does not have the capacity to provide in-person immunization support. Many organizations were onboarded over the last few years with OPH support, and we hope your organization continues to build on this experience and knowledge transfer. 

OPH will continue to ensure access to vaccine supply and up-to-date COVID-19 & influenza immunization information to health care providers. Our goal is to help you to build and maintain capacity to deliver immunizations directly or in collaboration with community partners.

Can we transport vaccines between our multiple sites?

You are encouraged to create an internal policy for vaccine transport to comply with requirements in the following guidance:

Where can I find information on the appropriate billing codes for COVID-19 immunization and influenza vaccine administration reimbursement? 

The Ministry of Health and Long-Term Care also publishes OHIP bulletins to update on billing concerns, which include COVID-19. Questions regarding submission of billing codes can be directed to the Ministry of Health and Long-Term Care’s Service Support Contact Centre at SSContactCentre.MOH@ontario.ca

What is vaccine availability currently like?

All available influenza vaccines under the publicly funded program are available this year. LP.8.1 COVID-19 vaccines are available; OPH will provide vaccine based on supply received from the province. 

How often can I order vaccines? 

Vaccines are available for order at your convenience. Please visit our ordering page for information: Immunization related forms for health professionals - Ottawa Public Health

How long before delivery does my vaccine order need to be placed? 
Please see current processing times on our website to plan accordingly. 

What storage is needed for the various vaccines? 
Please see the Ontario Ministry of Health’s COVID-19: General COVID-19: Vaccine Storage and Handling Guidance for information related to the COVID-19 vaccines.
Please see the Ontario Ministry of Health’s Influenza: Vaccine Storage and Handling Guidelines for information related to Influenza vaccines.

Where can I access COVID-19 vaccine medical exemption information?
If an individual’s personal circumstances (e.g., health conditions, travel, employment requirements, participation in a clinical trial) warrants the need for medical documentation indicating vaccination exemption, the individual should follow-up with their healthcare provider, occupational health department or clinical trial principal investigator to request the necessary documentation.

Additional Resources

Patient Resources

 

To receive information about local health issues and direction during health emergencies, please subscribe to receive Ottawa Public Health Alerts for health care professionals. You may also select to receive the Physicians’ Update electronic newsletter.

Contact Us