COVID-19 and Influenza Vaccine Information for Long-Term Care and Assisted Living Facilities

Information on this page is for all staff who work at long-term care or assisted living facilities located within Island Health. Including facilities that are Island Health owned and operated, affiliates and private facilities. 

The 2024-2025 Influenza season is now complete. For more information regarding Influenza vaccine please check back in the fall of 2025. In exceptional circumstances Influenza vaccine may be available at your local Public Health unit. Please contact your local Public Health unit for more information.

• Immunization Information for Healthcare Professionals
• Immunizations Courses for Health Professional

Long-Term Care Memo

Vaccine Management

• All staff who monitor, handle or administer vaccine must be familiar with the cold chain process and BCCDC Vaccine Management resources
• Vaccine must always be stored between +2°C to +8°C either in a monitored fridge or cooler packed according to page 6-8 of the BCCDC Vaccine Storage and Handling Guide
• Record the minimum, maximum and current vaccine fridge temperatures at the start and end of each day using the BCCDC Fridge Temperature Form
• Vaccine stored in a cooler for ≥4 hours must be monitored with a min/max thermometer
• If vaccine is exposed to any temperature outside +2°C to +8°C, immediately:
  • Place vaccine in a bag and label ‘QUARANTINE – DO NOT USE’
  • Store bag between +2°C to +8°C in a monitored fridge or cooler packed according to page 6-8 of the BCCDC Vaccine Storage and Handling Guide
  • Contact local health unit

Vaccine Eligibility

• COVID-19 Vaccine Eligibility 

Vaccine Products

COVID-19 Vaccines

Ordering Vaccine

COVID-19 Vaccine Order Form for Facilities 

Start placing vaccine orders as of April 1, 2025. Health Unit staff will contact you when order is ready for pick-up. Please allow 5 business days.

• First Order: request vaccine doses based on the number of long-term care, assisted living and independent living residents. Vaccine can be ordered for staff, however, staff will also be invited to book an appointment through the provincial Get Vaccinated system. If staff are new to BC, they can register through getvaccinated.gov.bc.ca or by calling 1-833-838-2323.
• Subsequent Orders: place as needed

Begin vaccinating residents as soon as vaccine is available at your facility. 

Facilities that contract pharmacists to administer vaccines: each facility should place their own vaccine order through Public Health to ensure the correct product is being administered to residents. If a pharmacist will be picking up the vaccine on behalf of the facility, indicate the name of the pharmacy on the order form.

Picking up vaccine: All facilities are responsible for vaccine pick up on the date indicated in order approval email. Bring an appropriately sized hard sided cooler with insulating materials (gel packs preconditioned in fridge at +2°C to +8°C, bubble wrap or packing paper), frozen ice packs. If the proper insulating material is not present, pick up might be refused.

Documentation

All COVID-19 doses must be recorded in the Provincial Immunization Registry (i.e. ImmsBC). Reason for Immunization must be selected when documenting for LTC Resident, LTC Staff, AL Resident & AL Staff. 

Receive Access to ImmsBC

Affiliate & Private LTC Homes and Assisted Living (Non-Island Health Staff):

1. Site staff immunizers: email BCVAX-Support@gov.bc.ca for new ImmsBC access, support, and onboarding instructions.

Please Note: Previous access & support for ImmsBC through your Island Health account will be inactivated as of March 31, 2025. 

Island Health Owned & Operated LTC Homes (Island Health Staff):

1. Supervisor: go to ISLH PPH Info Systems SharePoint Site: ImmsBC Account Request and complete the ImmsBC User Account Request Form using the ImmsBC Request Workflow.
2. ImmsBC User: go to ISLH PPH Info Systems SharePoint Site: ImmsBCEducation and complete: ImmsBC Education for ISLH LTC & CHS Vaccine Providers.
3. Support and questions: email PPH.Infosystems.Support@islandhealth.ca

Reporting & Clinic Tally

A Clinic Tally is to be completed by the immunizer (nurse, pharmacy or site manager) at the end of any clinic, no later than 48 hours post clinic.

For Affiliate & Private sites 

Site lead or designate (i.e. pharmacy provider) to complete: 

• Complete the Facility Clinic Tally form at the end of each clinic.
• Email to PublicHealthVaccineManagement@islandhealth.ca

Island Health Owned & Operated LTC Homes (Island Health Staff)

Site Lead or designate (staff member) to complete:

• Complete the Online Clinic Tally Form at the end of each clinic.
   

Consent Forms

• Consent for Vaccine for Adults Assessed as Incapable of Giving Informed Consent

Reporting Adverse Events

Learn more about Reporting Adverse Events

Outbreaks

Prepare for Outbreaks

• Review your facility’s outbreak protocols and plans
• Island Health: Toolkits for Infectious Diseases: Influenza & Influenza-like Illness Toolkit
• Island Health: Influenza-like Illness Checklist for Long Term Care

Report Outbreaks within 24 hours

• Amalgamate facilities report to their infection control practitioner
• Affiliate facilities report to Public Health Communicable Disease Program:
  • South Island: 1-866-665-6626
  • Central Island: 1-866-770-7798
  • North Island:1-877-887-8835

Manage Outbreaks 

• Implement outbreak policies
• Complete daily outbreak reporting forms: Word or PDF
• Use of Antivirals in Island Health Long Term Care Facilities

Monitor Outbreaks

• Island Health: Active Outbreak List
• BCCDC: COVID-19 Situation Report
• BCCDC: Influenza Surveillance Report
• Government of Canada: FluWatch
• Government of Canada: National Surveillance for COVID-19
• WHO: Flu Surveillance 

Resources

• AMMI Canada Guideline: Use of antiviral drugs for seasonal influenza 
• COVID-19 Vaccine Toolkit for Health Professionals
• Immunization Communication Tool for COVID-19
• Island Health COVID-19 Resources for Vaccine Providers
• Island Health Influenza Prevention Policy
• Safety Huddle
• Long-term Care Covid-19 Quick Reference Guide

Contacts

• Assisted Living & Long-Term Care Services
• Public Health Units
• Medical Health Officers