Vaccine Storage and Handling, Vaccine Transportation and Cold Chain Incidents

To ensure the efficacy of vaccines, the cold chain must be maintained according to Ontario's Vaccine Storage and Handling Guidelines (PDF).

Call 625-8810 or toll-free at 1-888-294-6630, ext. 8810 with questions.

Vaccine Transport

Temperature log books must be submitted with the vaccine order. They cannot be submitted at the time of pick up.

Selecting a cooler:

Use a hard hard-sided cooler with a thermometer to pick up vaccines
Pre-condition the cooler to between 2-8°C
Consider the product packaging when selecting the transport cooler

Preparing staff to pick up vaccine:

Ensure those who are picking up vaccine have:
- reviewed and are familiar with Vaccine Storage and Handling Guidelines
- completed the Maintain the Cold Chain module (see section below for links)
- reviewed the transport process video: How to Pack an Insulated Container for Vaccine Transport

Pick up locations:

Thunder Bay: Use the TBDHU Main Entrance at 999 Balmoral Street in Thunder Bay. Let reception staff know that you are here to pick up vaccines.
District: Make arrangements with the branch office staff

Maintain The Cold Chain Learning Module

Developed for staff who transport vaccines, this learning module was developed using the Vaccine Storage and Handling Guidelines (2018) (PDF) and was adapted with permission from a resource developed by the Windsor-Essex County Health Unit.

Overview

Schedule 5-10 minutes for the first four parts.
Take the quiz outlined in part 5.
Wait to receive a certificate of completion.

Accessing the Learning Module

Click on any of the links below to access each part of the presentation.
Click back button on the left side of the web browser to return to this page.

Part 1 (PDF)

Introduction
Section 1 – Test Your Knowledge

Part 2 (PDF)

Section 2 - The Cold Chain
Section 3 - RTT: Refrigeration, Thermometer, Temperature Log

Part 3 (PDF)

Section 4 – Transporting Vaccines
Section 5 – Cold Chain Incidents

Part 4 (PDF)

Section 6 – Storing Multi-dose Vials
Section 7 – Resources

Part 5

Visit the Maintain the Cold Chain - Online Vaccine Handling Module - Final Quiz.
Include your name and the name of your organization as well as an email address so a certificate of completion can be sent to you.

Questions?

Call (807) 625-5900 or toll-free 1-888-294-6630 with any questions about the learning module.

Reporting a Cold Chain Incident

A cold chain incident is defined as:

when the temperature of a fridge goes below 2°C or higher than 8°C

If a cold chain incident occurs, please follow these steps:

Place all exposed vaccine in a bag marked “DO NOT USE”. If the fridge temperature is reading between 2-8°C, place the bag in the fridge. If the fridge temperature is out of this range, follow the established contingency plan: condition the hard-sided cooler used for transporting and place the bag in the cooler until the fridge has stabilized between 2-8°C.
Contact the Health Unit’s Vaccine Preventable Disease Program at 807-625-5900 or toll-free at 1-888-294-6630. District communities should contact their local branch office
Fax the following two documents to the Vaccine Preventable Disease Program at (807) 625-4828:
1. Ministry of Health Vaccine Cold Chain Incident Exposure/Wastage Report, which must include a list of the vaccine inventory.
2. A copy of your temperature log book.
Follow the directions provided by TBDHU staff after the form has been reviewed and assessed.

Returning Non-Reusable Vaccine

Non-reusable vaccine includes the following:

unused vaccines
exposed vaccines
expired vaccines
damaged vaccines.

Use the following process to return non-reusable vaccine:

Return once every two months when picking up new vaccine orders.
Place the non-reusable vaccine in a brown paper bag.
Complete the Non-Reusable Vaccine (Spoiled or Expired) Return Form and attach it to the brown paper bag.

Questions?

Call 807-625-5900, toll-free 1-888-294-6630 OR the nearest branch office.