Vaccine Ordering and Storage

Southwestern Public Health (SWPH) distributes publicly funded vaccines to healthcare providers, long-term care facilities, retirement homes, hospitals, agencies, and participating workplaces across Oxford County, Elgin County, and the City of St. Thomas. SWPH also conducts fridge inspections and investigates cold chain incidents to maintain vaccine integrity.

Vaccine ordering

Maintain appropriate stock levels

• Keep no more than a one-month supply of vaccine in your fridge

• Overstocking can lead to high vaccine wastage

How to order vaccines

• Flu Vaccine Order Form (PDF) (for healthcare providers)

• Publicly Funded Routine Vaccine Order Form (PDF) (for healthcare providers and long-term care facilities)

• Note: Tubersol is only for clients eligible for OHIP-covered TSTs. For privately paid TSTs, order Tubersol from a third-party provider.

• High Risk and School Program Vaccine Order Form (PDF)

• RSV Order Form (PDF) – Supplies of Beyfortus are limited. Order based on patient demand to minimize wastage and support equitable distribution.

1. Complete the appropriate vaccine order form.

2. Fax the form to the correct number based on your location:

• Elgin-St. Thomas: 519-633-0468

• Oxford County: 519-539-6206

Vaccine returns

How to return vaccines

1. Complete the Vaccine Return Form (PDF).

2. Bring the form and expired/non-usable vaccines in a sealed bag to SWPH

1. St Thomas site: 1230 Talbot Street, St. Thomas, ON N5P 1G9

2. Woodstock site: 410 Buller Street, Woodstock, ON N4S 4N2

Exceptions:

• COVID-19 vaccines should not be returned to the public health unit

• Refer to Appendix C in the General COVID-19 Vaccine Storage and Handling Guidance for disposal instructions (PDF)

• Punctured vials should not be returned. Discard them in biohazard waste and record wastage on the Vaccine Return Form.

Vaccine storage guidelines

Cold chain compliance

To meet Ministry of Health requirements, ensure the following:

• Store vaccines in SWPH-inspected fridges between +2°C and +8°C

• Use a minimum/maximum thermometer for temperature monitoring

• Document the min/max/current temperatures twice daily in a logbook

Planning for extended absences

If your facility will be closed for an extended period, SWPH may store your vaccines. Contact us at 1-800-922-0096 (select your site and press 4).

Responding to cold chain incidents

What is a cold chain incident?

A cold chain incident occurs when vaccines are exposed to temperatures outside the +2°C to +8°C range. This can happen in your fridge or during transport.

Steps to respond

1. Report immediately: Call SWPH at 1-800-922-0096. For after-hours, follow prompts to speak with on-call staff.

2. Check your contingency plan: If temperatures are still out of range, move vaccines to another SWPH-inspected fridge.

3. Do not use exposed vaccines until instructed by Public Health.

4. Complete the Adverse Storage Conditions Form (PDF) and fax it with fridge temperature logs to SWPH.

5. Follow Public Health instructions for next steps.

Post-incident actions

• Red-dot vaccines: Vaccines that can still be used will be marked with a red dot. Use these first.

• Temperature logs: Submit logs within 5-7 days to demonstrate fridge stability before reordering.

• Discard unusable vaccines: Place them in a bag labeled “DO NOT USE” and return with a Vaccine Return Form.

In serious cases, a SWPH nurse may perform an on-site inspection or place a data logger in your fridge to track temperatures.

Tips for effective vaccine storage and handling

• Order smaller quantities to reduce potential wastage

• Use a dedicated vaccine fridge with sufficient capacity

• Middle shelves are best for storing vaccines

• Avoid door shelves, bottom drawers, or areas near the freezer

• Stabilize temperatures with water bottles in the door and bottom shelf

• Ensure the fridge is plugged in securely and level to prevent door issues

• Defrost regularly if ice buildup exceeds 1 cm

• Train all staff on proper storage and handling practices

• Check expiry dates regularly and use vaccines with shorter expiries first

Using digital min/max thermometers

• Keep the thermometer’s IN/OUT switch in the OUT position

• Place the probe in an empty vaccine box on the middle shelf

• Change batteries twice a year

• Reset the thermometer after each reading

For more details, refer to the Ministry of Health’s Vaccine Storage and Handling Guidelines (PDF).