CoVax ON Resources | Thunder Bay District Health Unit

COVaxON is the electronic documentation system that must be used for documenting all COVID-19 vaccinations in Ontario. Users must be created and “on-boarded” to the system. TBDHU is an authorizing organization or “AO” for creating new user accounts or reactivating previous accounts.

If you previously had an account created, and it has not been used in the last 30 days, it will need to be reactivated.

Do you need an account created or an account reactivation/password reset? Please direct these questions to Michelle Zappitelli at michelle.zappitelli@tbdhu.com.

Please direct any Inventory and Metrics Forms inquiries to vaccineinventory@tbdhu.com.

For NEW USERS : Once your account request is submitted and processed:

·You will receive an email from “Salesforce” inviting you to activate your COVaxON account (this email is usually sent within 12-24 hours). Please watch for this initial email as it contains an activation link for your COVaxON account that is only valid for 24 hours. Check your junk/spam mailboxes as well. If 24 hours have passed and the account hasn’t been activated, contact the COVaxON support desk at 1-888-333-0640 for further assistance.

·Follow the instructions provided in the email. It is imperative your account is active and working prior to clinic use.

·There is a 2 Factor Authentication process required each time users log in to COVaxON.

·To set this up, each user must download the SALESFORCE AUTHENTICATOR app from the app store on your phone and complete the steps to link it to your COVaxON account (open the app, allow notifications in order to authenticate your login, skip the tour and follow the prompts from there). You will need to be close to your computer to complete this setup.

·When you initially log in to COVaxON, it will ask you for a 2-word phrase, which you will find in the authenticator app. All logins after that should ask you to “Approve Log In to Salesforce”, and you select “Approve” or “Deny.”

·Please refer to the job aid titled “Intro to COVaxON and User Setup” to help you.

·You can find previously recorded sessions posted on OntarioMD portal.

·Order vaccine using the Covid-19 vaccine order form.

·Ensure you have a vaccination event set up for the clinic by the Health Unit. If you are unsure of the process for this, please contact vaccineinventory@tbdhu.com.

·Ensure all vaccinators have active COVaxON accounts (accessed within 30 days prior to your clinic date).

·If you’re a new user, please watch the End-to End COVaxON Training Session video provided by Ontario MD. This is a very thorough and useful video.

·Review General COVID-19: Vaccine Storage and Handling Guidance provided by the Ministry.

·Review vaccine product monographs for which you have placed an order:

·COMIRNATY (the Pfizer-BioNTech COVID-19 vaccine)

·SPIKEVAX (Moderna COVID-19 vaccine)

·Have your metrics forms printed for your clinic.

·Pick up vaccines in a preconditioned hard-sided cooler between 2-8 degrees.

Complete the metrics form and submit it within 48 hours to vaccineinventory@tbdhu.com.

·What is the importance of a metrics form? – To ensure all doses are accounted for in COVaxON. Doses allocated to your vaccination event should equal the number of doses administered and/or wasted on your metrics form. The Thunder Bay District Health Unit is responsible to report this information back to the Ministry of Health on your behalf.

·All paper consents received from your clinic must be recorded in COVaxON within 48 hours following your clinic as per Ministry of Health guidelines.

·Once the thaw dates have been exceeded (10 weeks for Pfizer products & 30 days for Moderna products), please complete the wastage section on a metrics form, and return the product along with the metrics form.

Please see below for COVaxON relevant documents

Overview of Clinical Flow Modernization Functionality Changes – June 7, 2022

·Clinical Flow Modernization Training Presentation – TBDHU

Introduction to COVaxON and User Setup

· Search Create and Maintain Client

· New Immunization Record Administered

· Generate Receipt

Training videos on the clinical flow modernization changes will be posted at OntarioMD – check back frequently for updated materials.

Frequently Asked Questions