COVID-19 Vaccine Distribution Program

The COVID-19 Vaccine Distribution Program allows for the administration of COVID-19 vaccines in primary care, hospital, long-term care and retirement home settings. Expanding the type and number of healthcare settings administering COVID-19 vaccines provides residents of Middlesex-London with convenient options to ask questions and receive the vaccine from a healthcare professional.   

FAQs

Are you a healthcare provider or work with at a healthcare setting and have questions about the COVID-19 Vaccine Distribution Program? Read through the Frequently Asked Questions and email any additional questions to COVIDVaccine.Informatics@mlhu.on.ca.

How to Join

Healthcare settings interested in joining the COVID-19 Vaccine Distribution Program can do so by clicking on the appropriate link below. Expressions of interest should come from a manager or delegated individual. The Middlesex-London Health Unit (MLHU) will follow-up using the contact information provided with next steps. 

• Primary Care
• Long-Term Care Home, Retirement Home, and Hospital

Training

NOTE: A Memorandum of Understanding (MOU) between your organization and the Middlesex-London Health Unit (MLHU) must be signed before your organization can begin the necessary training. If your organization does not have a signed MOU, a manager or delegated individual should submit an expression of interest using the appropriate How to Join link.

The manager or delegated individual will be required to:

• Provide the MLHU with a list of their staff who will support COVID-19 vaccine programming at their organization.
• Assign each of these staff members to a COVax User Roles.
• COVax is the Provincial software for documentation of all COVID-19 vaccinations.
• There are three COVax User Roles - COVax Site Staff, COVax Vaccinator, and COVax Super User. The table below outlines the tasks and responsibilities of each role.

*Other staff can support Vaccine Ordering if appropriate for your organization.

The MLHU will email each of the staff identified by the organization's manager or delegated individual. The email will include details regarding training. Staff will be required to complete the following training components below. Staff will not be granted access to COVax until the training has been completed. 

1. Review the Training Overview (PDF) document
2. Review the COVax Acceptable Use Policy (PDF) document
3. Review the Countering Cyber Threats (PDF) document

Once completed the required training, staff must notify the MLHU and attest to the completion by clicking on the appropriate link below. During the attestation, staff will be asked to indicate their assigned COVax role. The MLHU will then proceed with registering staff for a COVax user account. 

• Primary Care
• Long-Term Care Home, Retirement Home, Hospital

COVax User Guide

The COVax User Guide is a resource intended to guide COVax Users through the program functions related to their user role. The guide outlines details and step-by-step instructions on the following:

• What are Authorized Organiztions and Vaccination Events?
• How to search for, create and update a Client Profile
• How to review a client's COVID-19 vaccine history
• How to active/inactivate COVID-19 Vaccine Event Inventory
• How to document a COVID-19 vaccine dose as administered
• How to generate a receipt for a COVID-19 vaccine dose
• How to correct a dose documented incorrectly
• How to record sociodemographic data
• How to reconcile the Vaccine Event Inventory 
• Ensuring all vaccine doses are administered and entered correctly
• Recording vaccine wastage and extra doses
• Ensuring the onsite physical inventory count matches the COVax Vaccine Event Inventory  

COVID-19 Vaccine Information

Below is a collection of resources specific to storing, handling, and administering COVID-19 vaccines in primary care, hospital, and long-term care/retirement home settings. Additional information is also available on the Middlesex-London Health Unit's COVID-19 Vaccine webpage. 

Who to Contact for Support