Long Term Care Homes & Retirement Homes Immunization Tool Kit


Ottawa Public Health has created this virtual toolkit to support community partners in implementation and/or continuation of seasonal 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 

Long-term care homes and retirement homes are critical partners in the management of seasonal respiratory illness. Residents of these institutions are vulnerable to severe complications from COVID-19, Influenza & RSV. 

Infection control practices and vaccinations in these institutions are important to protect residents, staff and their caregivers.

General eligibility to administer COVID-19, Influenza & RSV vaccines: 

  • Must be a Long-Term Care Home or Registered Retirement Home in Ottawa

  • Must have a designated vaccine fridge that meets the Ministry of Health vaccine storage and handling guidelines and has 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 the 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: Ensure home is eligible to administer vaccines

Retirement Homes:

If an organization already receives publicly funded vaccine(s) other than publicly funded influenza vaccine (excluding COVID-19 vaccine) they do not need to apply to the Universal Influenza Immunization Program (UIIP). 

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). 

After receiving a pass on the current year’s vaccine fridge inspection, continue with the onboarding process in step 2. If you have not yet completed an inspection, contact Ottawa Public Health’s Vaccine Distribution Centre at vaccine@ottawa.ca requesting a vaccine fridge inspection. 

Long-Term Care Homes:

Long-Term Care Homes do not need to apply to participate in the Universal Influenza Immunization Program (UIIP). 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). 

After receiving a pass on the current year’s vaccine fridge inspection, continue with the onboarding process, step 2. If you have not yet completed an inspection, contact Ottawa Public Health’s Vaccine Distribution Centre at vaccine@ottawa.ca requesting 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 

  • Organizations wanting to begin administration of COVID-19 vaccines should contact PanoramaGuidedWorkflow@ontario.ca for onboarding information and support. 

1. Fill out the online ONE ID Intake Form

Once your designated vaccine fridge is inspected and in order, please visit Health Ontario to complete the online intake form and start the ONE ID onboarding.  

PHUs are neither responsible for, nor authorized to complete ONE ID onboarding or PGW user enrollment on behalf of organizations.  

Organizations can complete the ONE ID onboarding with Health Ontario by completing the online intake form at: Onboarding.accessonehealth.ca/panorama.

(https://onboarding.accessonehealth.ca/panorama/welcome) 

  • The form only needs to be completed once. After submission, Health Ontario will contact you for next steps and finalize the onboarding process, including signing the required agreements.  

2. Training & support:

The Ministry of Health will be offering training and supporting materials related to PGW. Updates regarding training will be provided to the organization’s primary contact by the Ministry of Health.
Step 3: Ensure authorizing mechanism is available for Epinephrine, Influenza vaccine and/ or COVID-19 vaccine administration for nursing staff.

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

Medical Directive Templates: 

If your organization has an authorizing health professional who would like a template to assist them in the creation of their own medical directive, please email immunization@ottawa.ca. 
Step 4: Immunizer training on vaccine administration, vaccine products and their preparation

If your organization is interested in copies of Ottawa Public Health’s immunization competency modules for external providers please 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 

Other 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: 

Prior to administration ensure familiarity with the Ontario Ministry of Health’s COVID-19 Vaccine Health Care Provider Factsheet which provides important guidance for health care providers administering COVID-19 vaccine including eligibility and summaries of vaccine product formulations. 

Additional Information Sources 

Canadian Immunization Guide: COVID-19 vaccines

 

Vaccine Product Monographs for currently available COVID-19 vaccines:  

These monographs include information on:  

  • Storage, handling and preparation of vaccine 

  • Administration guidelines including dosing, routes etc. 

  • Contraindication, side effects and warnings 

 Influenza vaccine products:

Vaccine

Age indication

Influenza Vaccine Formulation

Dosage and Route of Administration

Format

Fluviral

six months of age and older

Trivalent Inactivated Vaccine (TIV or IIV3-SD)

0.5mL IM
  • Multi-dose vial (MDV)

Fluzone® 

six months of age and older

Trivalent Inactivated Vaccine (TIV or IIV3-SD)

0.5mL IM
  • Multi-dose vial (MDV)
  • Pre-filled Syringes (PFS)

Flucelvax® 

six months of age and older

Trivalent Inactivated Vaccine (TIV or IV3-cc)

0.5mL IM

 

  • Pre-filled Syringes (PFS)

Fluzone® High-Dose 

65 years of age and older

High-Dose Trivalent Inactivated Vaccine (TIV-HD or IIV3-HD)

0.5mL IM
  • Pre-filled Syringes (PFS)

Fluad®

65 years of age and older

Adjuvanted Trivalent Inactivated Vaccine (TIV-adj or IIV3-Adj)

0.5mL IM
  • Pre-filled Syringes (PFS)

* Egg allergy is not a contraindication to receiving the influenza vaccine

**Thimerosal-free TIVs in pre-filled syringe format are available for those with a thimerosal allergy. 

 

For more information on high-dose QIV, TIV-adj and QIV, see the Canadian Immunization Guide Influenza Chapter and Statement on Seasonal Influenza Vaccine for 2025-2026.

For more information on vaccination for individuals aged 65 and over, see the FAQ for health care providers: Information for individuals aged 65 and over.
Step 5: Organize and set clinic dates

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. 
Step 6: Order vaccine and supplies

Following the launch of the 2025-2026 UIIP campaign: Vaccine ordering forms will be available on ottawapublichealth.ca/hcp. 

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
  • Have consent forms (if using) available and completed by resident or (power of attorney, if applicable) prior to administration.  

  • Influenza can be recorded and documented as per your facilities policy. 

Steps to accessing RSV vaccines:

Step 1: Ensure your home is eligible for the High-Risk Older Adults RSV Vaccine Program

The publicly funded vaccine program for individuals 60 years and older is open to residents living in long-term care homes (LTCHs), including Elder Care Lodges and residents of retirement homes (RHs). 

Retirement Homes:

To administer publicly funded RSV 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). 

After receiving a pass on the current year’s vaccine fridge inspection, continue with step 2. If you have not yet completed an inspection, contact Ottawa Public Health’s Vaccine Distribution Centre at vaccine@ottawa.ca requesting a vaccine fridge inspection.

Long-Term Care Homes:

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). 

After receiving a pass on the current year’s vaccine fridge inspection, continue with step 2. If you have not yet completed an inspection, contact Ottawa Public Health’s Vaccine Distribution Centre at vaccine@ottawa.ca requesting a vaccine fridge inspection. 
Step 2: Ensure authorizing mechanism is available for Epinephrine, and RSV vaccine administration for nursing staff.

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

Medical Directive Templates: 

If your organization has an authorizing health professional who would like a sample directive to assist them in the creation of their own medical directive, please email immunization@ottawa.ca. 
Step 3: Immunizer training on vaccine administration, vaccine products and their preparation

If your organization is interested in copies of Ottawa Public Health’s immunization competency modules for external providers please 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 
  • High Risk Older Adults RSV Vaccine Program Module

RSV vaccine products: 

Other Learning Resources: 
 
Management of Adverse Events 

Vaccine Administration Practices: Canadian Immunization Guide

The Education Program for Immunization Competencies (EPIC): Canadian Paediatric Society
Step 4: Organize and set clinic dates

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. 

Hand Hygiene poster

Creating clinic posters and directional signage may be helpful for patients, caregivers and families to access your clinic

Utilize your established consent processes for vaccine administration
Step 5: Order vaccine

RSV vaccine through the High-Risk Older Adult RSV Vaccine Program can be ordered by LTCHs & RHs by completing the RSV Vaccine Order Form 

Should you require support with vaccine supply:

Email:

vaccine@ottawa.ca

Phone:

613-580-6744 (choose options 1, 8 then 3)
Step 6: Immunization clinic documentation
RSV vaccine can be recorded and documented as per your facilities policy.

RSV Vaccine Consent Form Sample


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?

Please visit Ontario’s website on COVID-19 vaccines for the latest guidelines.
Our residence does not have registered staff to administer COVID-19 or Influenza immunizations, what are our options?
  • Seek immunization from residents’ regular health care provider.
  • Contact local pharmacies to inquire if they can provide immunizations to your residents, whether in the pharmacy or they may offer the option of hosting a clinic in your residence. 

Some known options for pharmacies are:

  • Valley Health Pharmacy
  • Shoppers Drugmart on Dalhousie
  • Half Moon Bay Pharmacy

Visit https://www.ontario.ca/vaccine-locations for a full list of pharmacies offering COVID-19.

  • Posters to direct residents to local pharmacies
  • Consider organizing a clinic with available nursing agencies
    • GEM Health Care Services
    • Lifemark Workplace Health and Wellness
    • ParaMed Inc.
    • Access Healthcare Services Inc.
Can Ottawa Public Health (OPH) visit my organization for this training support and/or to help administer vaccines?
  • By providing this online resource you can continue to access needed information to offer seasonal immunizations in your organization. OPH will provide external support to organizations to ensure vaccine supply and access to up-to-date COVID-19 & Influenza immunization information to support your organization to build and maintain capacity to deliver immunizations directly or in collaboration with community partners.
  • Clients requiring RSV vaccine can refer to ottawapublichealth.ca/rsv for information on accessing the vaccine

Can pharmacy professionals administer the RSV vaccine under the publicly funded program? 

At this time, pharmacy professionals (pharmacists, registered pharmacy students, interns, and pharmacy technicians) are not authorized to administer the publicly-funded RSV vaccine.
Can we transport vaccines between our multiple sites?

More Information

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