Vaccine Orders

Seasonal Vaccines (Covid-19, Influenza, RSV)

Seasonal Vaccine Order Form

Routine Vaccinations:

Routine vaccine orders must be placed according to the Vaccine Order Schedule to allow for timely processing. Vaccine order forms must be completed in full and returned via:

• email: vaccineorders@rcdhu.com (preferred)
• fax: 613-735-3067 (Attn: Vaccine Orders)

• Routine Vaccine Order Form
• School-Based Vaccine Order Form

High-risk vaccine orders must be placed separately. The High Risk Vaccine Order form must be completed in full and returned via email to vaccineorders@rcdhu.com (preferred), or faxed to 613-735-3067 (Attn: Vaccine Orders).  Note: For urgent high-risk vaccine orders, please call the Inventory cell phone at 343-544-6970.

• High-Risk Vaccine Order Form

Vaccine Order Pick-Up/Delivery Schedule

• 2024 Vaccine Order Pick-Up/Delivery Schedule
• 2025 Vaccine Order Pick-up/Delivery Schedule

Please note: The Renfrew Service Hub is located at 120 Plaunt Street South, Renfrew.

Vaccine Returns

When returning unusable vaccines to RCDHU, please complete in full the Vaccine Return Form and place a copy with the vaccines.

• Vaccine Return Form

Vaccines should be stored and transported in an insulated container (a solid walled container with a tight lid) with the appropriate packaging material and packing configuration to ensure that vaccines are maintained within the +2 °C to +8 °C temperature range.

Before conditioning your cooler, you will need to gather the following materials:

• Insulated container/cooler (solid walled container with a tight lid)
• Digital maximum-minimum thermometer
• Gel packs/ice packs
• Conditioned ice blankets
• Barrier (e.g., bubble wrap, cardboard, refrigerated ice blankets, packing paper)

For detailed instructions on how to properly condition an insulated container, please follow the steps below:

1. Pre-chill the insulated container by placing icepacks inside the insulated container for at least 30 minutes.
2. While the cooler is conditioning, leave two additional ice blankets at room temperature for 20-30 mins.  An ice blanket is adequately conditioned as soon as beads of water cover its surface.
3. Place the conditioned ice blankets inside container.
4. Insert packing material (bubble wrap or other).
5. Prepare your digital max-min thermometer by placing the probe inside the container ensuring it is not directly in contact with any ice packs/ice blankets.
6. Close the lid of the insulated container.

Note: Vaccines should not be transported in the trunk of a car or be left unattended.

For further instructions on how to pack an insulated container, please see: Detailed instructions on how to pack an insulated container.

For detailed instructions on vaccine storage and handling, visit Ontario’s: Vaccine Storage and Handling Guidelines.

Cold Chain Incident Reporting

Cold chain incident occurs when vaccine is exposed to a temperature outside the required temperature range of +2 °C to +8 °C for any period of time. Cold chain incident must be reported to RCDHU immediately by following the steps below:

1. Complete the Vaccine Cold Chain Incident Exposure/Wastage Report.
2. Email the complete form to vaccineorders@rcdhu.com.
3. Inform RCDHU by calling the Inventory cellphone at 343-544-6970.
4. Quarantine exposed vaccines between +2°C to +8°C with a label that says “DO NOT USE” and wait for further instructions from RCDHU Inventory team.

For information on COVID-19 vaccine-relevant information and planning resources, please visit Ontario’s: COVID-19 Vaccine-Relevant Information and Planning Resources.

COVID-19 Vaccine Product Monographs

COVID-19 vaccine product monographs can be found on the Government of Canada’s website: Drug and vaccine authorizations for COVID-19: list of authorized drugs, vaccines and expanded indications.

COVID-19 Vaccine Clinic Tools

RCDHU Reporting Forms

• Report of Adverse Event Following Immunization (AEFI) (Oct 2021)
• Adverse Event Following Immunization Reporting with RCDHU Contact Info (Jan 2023)
• COVID-19 Vaccine Clinic Summary (Sept 2024)

RCDHU Vaccine Inventory, Storage & Handling Resources

• COVID-19 Vaccine Delivery Transportation Log (Aug 2023)
• COVID-19 Vaccine Temperature Monitoring Log (Dec 2022)
• COVID-19 Vaccine – Cooler Conditioning and Packing (Jul 2022)

COVax Resources

COVax Salesforce is a vaccination management system. See below for some helpful resources to assist health care workers with the use of the COVax application.

Click here to view the COVax resources.

Vaccination against influenza will be important this fall given the potential for the co-circulation of other respiratory diseases, such as COVID-19. Preventing the flu will be important, not only to protect individual health and the health of families and communities, but also to protect and mitigate impacts on our health care system.

For more information regarding the 2024-2025 influenza season, please visit the Ministry of Ontario website

This fall, Ontario will be offering a High Risk Older Adults RSV Vaccine Program and an Infant and High Risk Children RSV Vaccine Program for Ontario residents only.

For more information on Ontario’s RSV vaccine programs, please visit the Ministry of Health’s website

Exemption from Immunization Requirements for Attending School or a Licensed Daycare

To obtain an exemption, either a statement of conscience or religious belief affidavit must be completed by a parent/guardian, or a statement of medical exemption must be completed by a doctor/nurse practitioner.

• Statement of Medical Exemption – Immunization of School Pupil Act (for school attending)
• Statement of Medical Exemption (for daycare attending)
• Statement of Conscience or Religious Belief

Note: Statement of Conscience or Religious Belief affidavit must be signed by a qualified commissioner.

Mandatory Education Session for Conscience or Religious Belief

Parents/guardians who are choosing to proceed with a Statement of Conscience or Religious Belief affidavit must complete a mandatory education session provided by RCDHU. For more information, please call our Immunization Intake Line at 613-732-9436 or 1-833-773-0004.

To report an Adverse Event Following Immunization (AEFI), please complete the Report of an Adverse Event Following Immunization and fax to RCDHU 613-735-3067.

Additional Resources: 

• Fact Sheet: Adverse Event Following Immunization Reporting for Health Care Providers in Ontario
•  Anaphylaxis and other acute reactions following vaccination: Canadian Immunization Guide (Government of Canada)

• National Advisory Committee on Immunization (NACI): Statements and publications
• Immunize Canada
• Vaccine resources for professionals
• Ontario’s routine immunization schedule