COVID-19 Vaccines: Health Care Providers

High Priority Groups - Early October

COVID-19 vaccination is strongly recommended for previously vaccinated and unvaccinated individuals who are at increased risk of SARS-CoV-2 infection or severe illness due to COVID-19 and should be prioritized to receive the COVID-19 vaccine as soon as vaccine becomes available this fall:

• adults 65 years of age or older
• individuals 6 months of age and older who are/have:
  • residents of long-term care homes and other congregate living settings
  • pregnant
  • in or from First Nations, Métis or Inuit communities
  • members of racialized and other equity-deserving communities
  • those who have underlying medical conditions that places them at higher risk of severe COVID-19, including children with complex health needs

To optimize co-administration with influenza vaccine, the following groups should also be prioritized to receive COVID-19 and influenza vaccines as soon as vaccine becomes available this fall.

• children 6 months to 4 years of age
• health care workers
• first responders
• individuals with significant exposure to birds and mammals (such as poultry, livestock, slaughterhouse and processing plant workers, wildlife officers/researchers, and veterinarians)

General Population - Starting October 28

Starting October 28, 2024, all other previously vaccinated and unvaccinated individuals (6 months of age and older) who are not at increased risk of SARS-CoV-2 infection or severe illness from COVID-19 (i.e., not listed above), are recommended to and may receive COVID-19 vaccine.

Of note, people who provide essential community services are particularly recommended to receive COVID-19 vaccine.

• Ontario's dedicated COVID-19 web page for health care providers includes valuable information as well as a link to the Health Care Provider Fact Sheet: COVID-19 Vaccine (French) 

• NACI recommends that only vaccines containing the latest selected strain should be used in fall 2024.
• Ontario will have two mRNA COVID-19 vaccines for the 2024/2025 season, Moderna and Pfizer, both targeting the Omicron KP.2 variant.
  • Moderna will be the vaccine available for children 6 months to 11 years of age.
• Novavax will not be available in Ontario for the 2024/2025 season. Individuals who are unable to receive an mRNA vaccine, should speak with their health care provider about treatment options, including the use of Paxlovid, to reduce the duration and severity of illness.
  • Please see Table 1 in the Appendices of the Health Care Provider Fact Sheet: COVID-19 Vaccine for more information.
• See the Health Canada COVID-19 Vaccines and Treatments Portal more links to the product monographs for each vaccine.

Storage and Handling

All providers handling, transporting and administering COVID-19 vaccines should familiarize themselves with the following documents:

• General COVID-19: Vaccine Storage and Handling Guidance
• Chapter 1: Storage and Handling of Pfizer COVID-19 Vaccines (English and French) - NEW OCTOBER 2024
• Chapter 2: Storage and Handling of Moderna COVID-19 Vaccines

Ordering Vaccines

• All providers use the same form - COVID-19 Vaccine Order Form (PDF - Updated September 2024)
• Submit a temperature log book with your order; see the Submitting Temperature Log Books section below for more details. Orders cannot be processed without a copy of the temperature log book. 
• Call with questions; (807) 625-5908 in Thunder Bay or your nearest branch office.

Reporting Vaccines 

• All providers MUST report vaccines using the modified COVID-19 Vaccination Clinic Daily Metrics Form (PDF - Updated September 2024)

Order and Pick-up Schedule

• Thunder Bay orders
  • Submit: Monday-Tuesday
  • Pick up: Thursday-Friday  from 12:00-4:00pm (email vaccineorders@tbdhu.com if an order is needed sooner than this schedule).
• District orders:
  • Make arrangements with your nearest branch office.

Picking Up and Transporting Vaccines

• When picking up COVID-19 vaccine from TBDHU, the vaccine will be frozen so it cannot be transported with other vaccines (e.g. routine vaccines, flu). Please prepare a separate cooler for COVID-19 vaccines.
  • Thunder Bay providers: Use the TBDHU Main Entrance at 999 Balmoral Street and let reception staff know that you are here to pick up COVID-19 vaccines.
    • District providers: Make arrangements with your nearest branch office.
• Use a hard sided cooler with a thermometer and enough space for your entire order. Consider the dimensions of the product. See the video How to Pack an Insulated Container for Vaccine Transport.
• Ensure coolers are pre-conditioned (2-8°C). 
• Vials must be stored in an upright position (i.e., standing up) during transport.

• Make sure temperature log books are submitted at the time of order; they cannot be submitted at the time of pick up.

Submitting Temperature Log Books

All health care providers and pharmacies MUST submit the fillable PDF temperature log to TBDHU. 

• Submit temperature log books by email to VaccineOrders@TBDHU.com or by fax to 807-625-4828. Email is preferred to reduce the risk of lost or unreadable temperature log submissions. 
• Primary Care and Clinics: Submit when placing any COVID-19 vaccine orders, showing the temperatures since your last order OR just the last two weeks, if you ordered within the last two weeks.
• Pharmacies: Submit every 2 weeks and include the details of the vaccines online which allows TBDHU to direct people looking for specific vaccines to a pharmacy that may have the product in stock.

• Summary of updates in the Canadian Immunization Guide as of June 27, 2023: Updated guidance on COVID-19 vaccines in Canada 

COVID-19 vaccines: Canadian Immunization Guide (updated September 27, 2024)

• Report AEFIs using the Ontario AEFI Reporting Form as required under the Health Protection and Promotion Act  by physicians, nurses, pharmacists or other persons authorized to administer an immunizing agent.
  • More information on reporting AEFIs to TBDHU, see Ordering and Reporting Vaccines - Including AEFIs webpage and scroll down to the Reporting AEFIs tab.
• For more information on COVID-19 vaccine AEFIs, see page 6 of the Health Care Provider Fact Sheet: COVID-19 Vaccine.