COVID-19 Immunization Guide For B.C. Pharmacies: Moderna

Updated on November 12, 2021 (Originally posted on June 28, 2021)

Moderna Vaccine in Pharmacies

Updated: Nov. 12, 2021 at 12:48 p.m. PDT

This guidance is developed with the British Columbia Ministry of Health

Current State

Vaccine: COVID-19 mRNA Vaccine - Spikevax™ (Moderna)

On Aug. 27, 2021, Health Canada approved Moderna COVID-19 vaccine for individuals 12 years of age and older. See Summary of NACI statement: Recommendation on the use of mRNA COVID-19 vaccines in adolescents 12 to 17 years of age.

Priority group: Moderna is indicated in adults 12 years of age and older. 

Age is based on year of birth (i.e., the vaccine may be offered to individuals who will be turning 12 years of age within the current calendar year), per Provincial Health Officer recommendations.

BCCDC has created a Healthcare Provider Q&A document which includes general and evolving information about COVID-19 vaccines in B.C. It can be found on the COVID-19 vaccination toolkit for health professionals webpage.

ImmsBC System

ImmsBC is the provincial central booking and inventory system for COVID-19 vaccines. Pharmacies involved in the COVID-19 vaccine provincial program must be registered with the ImmsBC system. Click here to access the instructions and training content for the ImmsBC system.

Note: Information in grey boxes is for pharmacies that are not yet enrolled with ImmsBC system.

Training and Education

Community Pharmacy Standards of Practice

Moderna Vaccine Product (COVID-19 mRNA Vaccine)

For COVID-19 vaccine product details, refer to BC Immunization Manual Part-4 Biological Products Moderna (COVID-19 mRNA Vaccine mRNA-1273), which includes information on doses and schedule, administration procedures, storage and handling, contra-indications, precautions, special considerations, and adverse events.

Moderna vaccine is available in 10-dose and 14-dose vials. In order to expedite the distribution of the vaccine in Canada, U.S.-labelled vaccine supplies with English-only vial and carton labels are provided.  Healthcare professionals should be aware that there are no changes to the product. The indication, dosage, route of administration, strength, formulation, and non-medicinal ingredients in the US-labelled product are the same as the current Health Canada-authorized COVID-19 vaccine.

The U.S. labelled product yields at least 14 doses and contains a different carton and vial label. Continue to reference the Canadian Product Monograph for all product information for use in Canada. Note: to consistently extract 14 doses, a minimum ratio of 7 low-dead-volume syringes to 7 non-low-dead volume syringes is recommended. See section Extracting Doses.

The Moderna Call Centre is available from 9am to 5pm EST, Monday through Friday, and can be reached at 1-866-MODERNA (1-866-663-3762).

Doses and schedule:

  • Primary series for individuals 12 years of age and older: 2 doses given as 0.5 mL IM, 28 days apart*.
    • *This is the schedule authorized by Health Canada. In B.C., the preferred interval between dose 1 and dose 2 is 6 – 8 weeks, except in outbreak communities at the direction of the Medical Health Officer and for individuals who meet approved criteria for an expedited dose 2. As of August 9, 2021, invitations to book dose 2 are sent out at 4 weeks after the first dose as outlined on the government of B.C. website. If administration of the second dose is delayed beyond 8 weeks, the series does not need to be restarted.
    • *The minimum interval between doses is 21 days. For optimal responses, immunizers should observe the recommended intervals as much as possible, however, doses given earlier than recommended may still be considered valid and need not be repeated if minimum intervals are observed.
    • The vaccine series should be completed with the same COVID-19 vaccine product. If it is not possible to determine what product was used for the first dose, or if the same product is unavailable, the second dose may be given with an available mRNA product.
    • NACI recommends that mRNA vaccine (Pfizer BioNTech or Moderna) can be offered as a second dose to individuals who received a first dose of the AstraZeneca/COVISHIELD vaccine, unless contraindicated.

 

Third doses for individuals who are immunocompromised

  • For individuals 12 years and older who are moderately to severely immunocompromised, a 3-dose primary series is recommended.
  • The 3rd dose should be provided at least 28 days after the 2nd dose.
  • Moderna COVID-19 vaccine is preferentially recommended for all doses in the series. If Moderna is unavailable, Pfizer vaccine can be given.
  • For a full list of eligible patients for a 3rd dose, see Part 4 – Biological Products for COVID-19 vaccines or “Who is eligible for a 3rd dose” in Vaccine Registration and Eligibility.
  • Patients who are eligible for 3rd doses will receive an invitation by text, email or phone call through the Get Vaccinated system about how and when to book a third dose. People who are not eligible and who did not receive an invitation through the Get Vaccinated system will not be able to get a third dose.
     

Booster Doses

Booster doses are recommended at least 6 months after a primary COVID-19 vaccine series has been completed for the following groups:

Booster dose: Eligibility 

Dose and Schedule

Residents of long-term care (LTC) and assisted living and independent living facilities, and alternate level of care clients awaiting placement in LTC.

1 dose given as 0.5 mL IM, at least 6 months after completion of primary series.*

 

Individuals 70 years of age and older.

Individuals receiving long-term home support. †

1 dose given as 0.25 mL IM, at least 6 months after completion of the primary series.*

 

Indigenous people 18 years of age and older.

Individuals 18 years of age and older in rural and remote communities.

Health care workers who received dose 2 at an interval of less than 42 days from dose 1.

Individuals who are vulnerable or in congregate settings in outbreaks at the direction of the Medical Health Officer.

†Individuals receiving long-term home support and are 70 years of age and older, give full dose (0.5 mL IM) at least 6 months after completion of primary series

*The minimum interval between completion of the primary series and the booster dose is 8 weeks. The interval may be applied for a minority of individuals for practical reasons, with consideration of the individual benefits and risks, but is not to be used as a routine interval.

The minimum age for the booster dose is based on year of birth (i.e., the vaccine may be offered to individuals who will be turning 18 years of age within the current calendar year), per Provincial Health Officer recommendations. Health Canada approval for booster dose indications is expected for those 18 years of age and older.

See Part 4 – Biological Product Page for Moderna Vaccine.

Third dose vs a booster dose

As per BCCDC, a third dose is not the same as a booster. Third doses are recommended for people who are severely immunocompromised. They do not develop the same immune response to the first two doses of the vaccine, therefore a third dose is needed to get a similar level of protection, as others in the population. For these people, receiving a third dose to complete the initial vaccine series can help individuals create antibodies to protect them from COVID-19.

A booster dose is an additional vaccine that may be recommended later if the protection from the initial two-dose vaccine series begins to decrease over time. A booster gets immunity back up to a desirable level of protection for an extended period of time.

Vaccine Storage and Handling

  • Moderna vaccine can be stored at:
    • -20°C (-25°C to -15°C)  up to end of its expiry.
    • +2°C to +8°C for up to 30 days prior to first use.
    • Room temperature (up to +25°C) for up to 24 hours (cumulative).
  • Moderna vaccine is transported/distributed to your pharmacy from Health Authority at thawed state (2°C to 8°C) as per BCCDC Moderna Redistribution Guidelines.
    • Record date/time product thawed (check labels and transportation documentation)
    • Vaccine can be transported at refrigerated temperatures for up to 12 hours.
    • Time used to transport counts as part of the 30 day-limit.
  • After first vial puncture, vials can be stored at room temperature or refrigerated, but the vaccine must be used within 24 hours.
  • The vaccine can be pre-loaded into a syringe for up to 24 hours from first vial puncture.
  • Never refreeze thawed vaccine.

For more information on storage and handling and temperature monitoring refer to:

 

Extracting doses

If 14-dose vials are used, to consistently extract 14 doses, providers will need two things:

  1. A minimum ratio of 7 low-dead volume (LDV)/space syringes and 7 non-low-dead volume syringes
  2. Good technique that employs vial pressure optimization and vial septum rotation to reduce the chance of loss due to leakage.

Details are presented in the infographic  that was prepared by USP. USP has other resources online that can be accessed here, including videos.

Recapping of the needle

  • Recapping of the needle following preparation of the vaccine may be required for various reasons such as transport and storage.
  • When choosing to recap the needle following preparation of the vaccine, follow the Passive Needle Recapping Technique.
  • Recapping should NOT be done following vaccine administration.
  • As biological product administration requires a safety-engineered needle, it is important to engage safety mechanism on the needle immediately following administration of the biological product. Immediately discard needle and attached syringe in hard sided, labeled sharps container.
  • Any needle stick injuries should be reported as per Health Authority/Employer protocol.

 

Vaccine Expiry

Updated October 29, 2021: Health Canada has authorized a 2-month shelf life extension (from 7 months to 9 months) for certain lots of the SPIKEVAX (COVID-19 Moderna vaccine). This extension applies to lots of US-labelled vaccine supplies with English-only vial and carton labels. These lots with their extended expiry dates are identified in the “Products Affected” section in the table. One previously listed lot (015E21A) has been removed from the table because it was not distributed in Canada.

The expiry date is not printed on the Moderna US-labelled product. The expiry date for the corresponding lots can be found the “Product affected” section of the Health Canada alert. The expiration date information is also found at https://modernacovid19global.com/ca/ or by scanning the QR code printed on the carton next to the lot number, or on the vial label next to the storage information, which links to the US website.  A link is present at the top of the US website to direct Canadian users to the Canadian website (https://modernacovid19global.com/ca/).

Expiry date interpretation

As per BCCDC, the expiry date on vaccines should be interpreted as follows:

  • When specified as month/year, product expires on the last day of the month and may continue to be administered until the end of the month (e.g., expiry of January 2021 means January 31, 2021, and may be used until 11:59 pm in the local time zone)
  • When specified as a day/month/year, product expires at the end of the day of expiry i.e., may be administered up until the last minute of the labelled expiry day, within the time zone of use (e.g., product expiring on April 2, 2021, may be used until 11:59 pm on April 2, in the time zone).

What to do with expired product

  • Remove expired vaccines from the refrigerator and clearly label/mark not to be used.
  • Do a thorough inventory of the numbers of expired doses (including partial vials)
  • Record inventory wasted in the ImmsBC system.
  • Dispose of the vaccines using your regular biomedical waste disposal procedures for vaccines.

 

Pharmacies without ImmsBC: Record inventory wasted in PharmaNet. See PharmaNet data entry requirements in Inventory Management section

Ordering Instructions

  • Orders should only be made when you have used or booked appointments to use up your vaccines within 1.5 weeks.
  • Orders for additional doses are in multiples of 150 doses and will be approved based on throughput, appointments booked and inventory on hand.
  • Order deadline is Saturday 11:59pm PST each week.
  • Orders received Monday to Sunday of each week are sent to distributors by the following Thursday.
  • Distributors will send vaccines to pharmacies by Friday and no later than the following Tuesday.
  • Adjusting a previous order: If an order submission needs to be adjusted, resubmit a new order form and choose the option indicating that you are replacing the previous submission.

Click here to submit your form

Vaccine supplies e.g., safety needles and syringes will be provided along with the vaccines and are available at no cost through the Provincial Health Services Authority (PHSA) supply chain.

 

Ordering instructions for pharmacies without ImmsBC:

  • Moderna vaccine is transported/distributed to your pharmacy from Health Authority at thawed state (2°C to 8°C) as per BCCDC Moderna Redistribution Guidelines.
  • Northern Health will directly deliver Moderna vaccine to pharmacy sites on a weekly basis every Tuesday afternoon (with the exception of Fort Nelson – vaccines are delivered weekly on Thursdays)
  • Pharmacies must submit weekly orders by Wednesday end of day, for delivery the following week.
    • NHA PHARMACIES: place orders with this form
    • ImmsBC Pharmacies: place orders with this form
  • Moderna vaccine is transported/distributed to your pharmacy from Health Authority at thawed state (2°C to 8°C) as per BCCDC redistribution guidelines.
    • Record date/time product thawed (check labels and transportation documentation)
    • Vaccine can be transported at refrigerated temperatures for up to 12 hours.
    • Time used to transport counts as part of the 30 day-limit.
  • Vaccine supplies e.g., safety needles and syringes will be provided along with the vaccines and are available at no cost through the Provincial Health Services Authority (PHSA) supply chain.

Reporting Cold Chain Incidents

If a temperature excursion occurs while vaccine is in your pharmacy:

  1. Quarantine affected vaccines under refrigeration (or required storage) and label as “Do Not Use.”
  2. Cold chain consultation process initiated.
    • Report incident to local public health for determination of vaccine* (see footnote for FHA pharmacies only).
    • Cold chain incident form completed. For instructions and form, see the Vaccine Management webpage.

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For “No” the present directive is to treat unusable COVID vaccine as biological waste and dispose of it accordingly on site, not to send it back to the CDC.

3. The incident must be resolved, and a report submitted to IBCOC_Operations@phsa.ca with the following information:

  • Date of incident
  • Location of incident
  • Situation surrounding incident:
    • Excursion temperature(s) and duration
    • Lot number, expiry
    • Detailed description of event
    • Number of affected doses
    • Impact on clinic (e.g., closed early, cancelled, clients redirected to alternate side)
  • Recommendations

4. Record inventory wasted in the ImmsBC system.

See BCCDC SOP for COVID-19 Vaccine Cold Chain Incident Reporting Process

*For Pharmacies in Fraser Health Authority Only:

 

Vaccine Eligibility Screening and Verification

  • Moderna vaccine is indicated for individuals 12 years of age and older. The minimum age for vaccine receipt is based on year of birth (i.e., the vaccine may be offered to individuals who will be turning 12 years of age within the current calendar year), per Provincial Health Officer recommendations. 
  • Review ImmsBC system prior to administering a vaccine to confirm history of a COVID-19 vaccine any related adverse events following immunizations (AEFIs).
  • Review Part 4 – Biological Product Page for Moderna Vaccine and BCCDC’s COVID-19 Vaccine Screening Checklist:
    • COVID-19 mRNA vaccine should not be given to an individual if they have a history of anaphylactic reaction to a previous dose of COVID-19 mRNA vaccine or to any component of the vaccine. These individuals should be offered an adenovirus vector COVID-19 vaccine and observed for at least 30 minutes after immunization.
    • The 2nd dose of COVID-19 mRNA vaccine should be deferred in those who experienced a physician-diagnosed myocarditis or pericarditis event following the first dose with no other cause identified, until further information about the risk of recurrence is available. Deferral is not required for those with a prior history of myocarditis or pericarditis that is unrelated to COVID-19 mRNA vaccines and are no longer being followed by a medical professional for heart issues.
    • See Contraindications and Precautions in BCCDC’s Healthcare Provider Q&A.
  • A physician (M.D.) or nurse practitioner may complete a COVID-19 Vaccine Medical Deferral form for the patient.
  • Non-residents of B.C./Non-Canadians are eligible to be vaccinated at a community pharmacy:
    • Anyone living, working or studying in B.C. during the pandemic can receive the COVID-19 vaccine, even if they are not a Canadian citizen or permanent resident (with ID showing they meet the age/current eligibility requirement).
    • Pharmacies will be reimbursed for this service. As with any other patient, a PHN is to be generated for the patient if they do not currently have one. Name and date of birth of patient is required.
  • ImmsBC system:
    • Appointments that are booked through the ImmsBC system by patients directly would have been screened by the system or provincial call centre prior to the appointment being made.
    • The ImmsBC system has a built in Check Eligibility functionality built-in that confirms the patient's eligibility to receive the vaccine and is integrated with PIR and EMPI.

COVID-19 vaccinations outside B.C. and Canada

  • For COVID-19 vaccines received in another province, patients can submit proof of an official vaccination record which will be entered into the Provincial Immunization Registry. For more information, see Vaccine Registration and Eligibility.
  • To support health care providers with approaches for individuals who have received COVID-19 vaccination outside of Canada review World Health Organization (WHO) Emergency Use Authorization (EUA) Qualified COVID-19 Vaccines.
    • Individuals who have received a complete series with a vaccine that is WHO EUA qualified are considered fully vaccinated and no further doses are required. However, one additional dose of a COVID-19 mRNA vaccine may be provided for individuals upon request if they have been vaccinated with a WHO-approved vaccine series that is not authorized in Canada. The minimum interval between the preceding dose and the additional dose is 4 weeks.
    • Individuals who have received a series with a vaccine that is not WHO EUA qualified should be offered a full COVID-19 vaccine series using a vaccine available in BC. There is no minimum interval required when restarting the series following receipt of a non-WHO approved vaccine.
    • Individuals who have received a first dose of a COVID-19 vaccine overseas that is also available in BC should receive the same vaccine for their second dose if readily available, and if they meet the current BC eligibility criteria for 2nd dose (i.e., at least 4 weeks following first dose). If the vaccine they received for their first dose is not available in BC, but the same type of vaccine is available, this should be offered. A 6 to 8 week interval between doses is recommended. A minimum interval of 4 weeks is acceptable, if required.

Informed Consent

Download: mRNA COVID-19 Vaccine Consent Form

Post-immunization Monitoring and Aftercare

  • Patients are to remain in a designated area for 15-minute observation period following COVID-19 vaccine receipt. If there is a specific concern about a possible allergy to a component of the COVID-19 vaccine being administered, an extended period of observation post-vaccination of 30 minutes may be warranted.
  • Provide the patient a record of immunization, as per PharmaCare policy manual section 8.10. At a minimum the record should include the patient name, dose number, date of administration, product given, lot number and pharmacy information. See example vaccine record card. 
  • Encourage patients to sign up to Health GateWay to access their digital immunization record. PharmaNet and ImmsBC data is fed into the Provincial Immunization Registry which is subsequently uploaded to Health Gateway where patients can access the health records themselves.
  • Provide patients the COVID-19 Vaccine After care sheet, which includes information what possible side effects and what to expect over the next few days after the vaccine.
  • Document any intervention or adverse effects in the ImmsBC system.

PharmaNet Data Entry

PharmaNet Cheat Sheet COVID-19 Vaccines - printable PDF (Updated April 20, 2021)

PharmaNet fan-out messages: COVID-19 reporting

As per PharmaCare Newsletter (May 4, 2021), a number of pharmacies have received PharmaNet fan-out messages because they are reporting COVID-19 vaccines incorrectly. Correct reporting of COVID-19 vaccine administration and inventory received, transferred, wasted, and returned, is critical for tracking by the Public Immunization Registry (PIR) and for delivery of second doses.

For details on fan-outs and how to correct your entries, see PharmaNet Fan-outs for COVID-19 Vaccine Entry Errors.

Review the following section on PharmaNet data entry formats to ensure information is entered correctly.

ImmsBC Report for PharmaNet Data Entry

In addition to needing to the complete the vaccine administration process in ImmsBC, PharmaNet claim entry will also be required.

A custom report has been developed in ImmsBC for pharmacies to print out your daily summary of vaccinations with all the fields of data you need for data entry into PharmaNet. Please refer the ImmsBC instructions in accessing this report.

PharmaNet claim entry:

A connection has been made between PharmaNet and the Provincial Immunization Registry (PIR) to ensure that all immunizations recorded in PharmaNet are reflected in a patient’s provincial immunization record. The PIR record is subsequently uploaded to the Health Gateway where patients can access their health records themselves.

  1. Use the product identification number (PIN) as assigned by PharmaCare. See Vaccine PINS.
  2. The administering pharmacist should be the prescriber.
  3. Follow the protocol for entry of the “Directions for Use” (Sig) field (see below).
  4. Quantity is the amount administered to the patient, in millilitres (e.g., 0.5 mL for dose 1 of Moderna vaccine).
  5. Days supply for first doses is 21 days*. Days supply for second, third and booster dose is 1 day.

* Note that the provincial permitted interval between dose 1 and 2 is 28 days. The preferred interval between dose 1 and 2 is still six to eight weeks, with the exception of those living or working in outbreak communities and individuals who meet approved criteria for an expedited dose 2. Health Canada product monograph authorizes 28 days between doses. The minimum interval is 21 days.

Data entry in "Directions for Use" field 

In the “Directions for Use” field (or SIG field), enter lot number and site, separated by an underscore ___. i.e., “Lot_SITE”. The data in the SIG field is extracted into the PIR. Do not enter other information in the SIG field, as the entire content of the SIG field will be included in the PIR.

Data element Order in text Allowable value Description
Lot 1st Lot number as provided on vial The Lot number allows Ministry to determine: 
  • the expiry of the product used, 
  • trace inventory across the province,
  • monitor for trends in adverse effects following immunization (AEFI),
  • contact patients in event of a Lot-specific issue.
Site 2nd LEFT Arm/site where the vaccine was injected. 
RIGHT

 


Example entries for “Directions for Use” for COVID-19 vaccines:

If there is a dash/hyphen in the Lot number, include it in your PharmaNet entry, e.g. ABC123-12_LEFT”. For Moderna vaccine LOT ABC123-12, example entries in the “Directions for Use” field are:
 

Lot Site Directions for Use
ABC123-12 Left ABC123-12_LEFT
ABC123-12 Right ABC123-12_RIGHT

 

 

Vaccine PINs

Moderna vaccine PIN is 66127304

Ensure the PIN for the COVID-19 vaccine is entered correctly. If the wrong PIN has been submitted, the pharmacy MUST reverse the claim and BACKDATE under the correct PIN (if not, it will appear incorrectly as dose 2 in the Provincial Immunization Registry).

Claim Adjudication Results

COVID-19 immunizations will be reimbursed via the usual process for vaccinations.  

At the time of submission, PharmaNet will indicate that the immunization is NOT a benefit. This is expected; reimbursement is done by a secondary process, which identifies the number of immunizations administered by a pharmacy, irrespective of adjudication results. You do not need to reverse and resubmit the claim.

Inventory Management

Pharmacies on ImmsBC system

The following inventory must be recorded in the provincial ImmsBC system:

  1. Inventory received
  2. Inventory wasted

Follow the ImmsBC instructions to accept inventory and document wastage.

Returning product

Vaccine returns is not permitted from pharmacies, unless in exceptional circumstances, due to the inability to guarantee cold chain management.

Inventory management: Pharmacies NOT on ImmsBC system

Accurate daily inventory accounting is critical. Both receipt of inventory and daily wastage of doses must be recorded for central reporting and management of inventory. To achieve this efficiently in PharmaNet, pharmacies must follow the procedures below. 

1. Receiving inventory

  • Submit under the O-Med, a claim to PharmaNet under the PIN for the product received:
    • Quantity = total volume in mL received 
    • Quantity should be multiple of the vaccine dose (i.e., multiple of 0.5 mL). E.g., for one 14-dose vial received, quantity = 7 mL.
    • Directions for Use = Received_LOT
    • Note the underscore “_
  • This must be done on as soon as you receive/ on the same day you receive the vaccine.

2. Recording wastage

  • Submit to PharmaNet using O-Med PHN, under the vaccine PIN for the product wasted:
    • Quantity = total volume in mL wasted
      • Quantity should be multiple of the vaccine dose (i.e., multiple of 0.5 mL). E.g., for 3 doses wasted, quantity = 1.5 mL.
    • Directions for Use, depending on reason for wastage, please enter the following:
      • Wastage_CCI: Handling Error_Lot [for cold chain incidents]
      • Wastage_Damage to Product_Lot
      • Wastage_Expired Product_Lot
    • Note the underscore “_

  • This must be done on the same day the product is wasted.

3. Transferring product between pharmacies 

PharmaNet data entry: For transferring product between stores, use the 3-character PEC (e.g. A01) of the store you are transferring to, or the PEC of the store you are transferring from. 

  • Pharmacy transferring out the product:
    • Submit to PharmaNet using O-Med PHN, under the vaccine PIN for product transferred:
      • Quantity = total volume in mL being transferred.
      • Directions for Use = Transfer_Lot_(to)PEC  

      • Example: PEC of pharmacy you are transferring to is ZBA. Sig field for transfer to: Transfer_4120Z003_ZBA

    • Must be done on the same day product is being transferred.
  • Pharmacy receiving the transferred product:
    • Submit to PharmaNet using O-Med PHN, under the vaccine PIN for product transferred:
      • Quantity = total volume in mL being transferred.
      • Directions for Use = Received_Lot_(from)PEC

      • Example: PEC of pharmacy you are receiving product from is A01. Sig field for transfer from: Received_4120Z003_A01

    • This must be done on the same day product is received.

4. Returning product to NHA for redistribution

In exceptional cases, NHA will assess case-by-case whether product can be returned for use in public health clinics.  The following criteria must be met for vaccine(s) to be considered eligible for return:

  • The temperature was maintained between +2°C and +8°C for these products throughout their storage at site.
  • Products were stored in a safe and secure location with no public access.
  • The refrigerator temperature was logged at the start and end of each business day.
  • Only full, unpunctured vials are being returned.

PharmaNet data entry: Submit to PharmaNet using O’Med PHN, under the vaccine PIN for product returned.

  • Quantity = total volume returned in mLs
  • Directions for use = Return_LOT_BCCDC
  • Note the underscore “_”
  • This must be done on the same day vaccine is returned.

Examples:

Sig field

Example

Immunization Dispense

Lot_SITE

4120Z003_LEFT

Received Inventory

Received_Lot

Received_4120Z003

Wastage of Inventory (choose one)

Wastage_CCI: Handling Error_Lot 

(for cold chain incident)

Wastage_CCI: Handling Error_4120Z003

Wastage_Damage to Product_Lot

Wastage_Damage to Product_4120Z003

Wastage_Expired Product_Lot

Wastage_Expired Product_4120Z003

Stock transfer (use PEC of store you are transferring from or to)

Received_Lot_(from)PEC code

Received_4120Z003_A01

Transfer_Lot_(to)PEC code

Transfer_4120Z003_ZBA

Return

Return_Lot_BCCDC

Return_4120Z003_BCCDC

Reimbursement

  • Effective March 31, 2021, a $5.90 supplement will be temporarily added to PharmaCare’s vaccination administration fee for COVID-19 vaccines in pharmacies.
  • PharmaCare’s fee for publicly funded vaccines is $12.10. The supplement applies to COVID-19 immunizations only. With the supplement added to the vaccine administration fee, pharmacies will receive $18.00 for every COVID-19 vaccine they administer

Reporting Adverse Events Following Immunizations (AEFI)

  • According to BCCDC, an adverse event following immunization (AEFI) is defined as an untoward event temporarily associated with immunization that may or may not have been caused by the vaccine or immunization process.
  • The AEFI with COVID-19 Vaccine Case Report Form is an abbreviated version of the standard AEFI case report form and is available in the COVID-19 Vaccination Toolkit for Health Professionals. It is intended for use by community vaccine providers (i.e., non-public health professionals) and the reporting of AEFIs associated with COVID-19 vaccination.
  • For criteria on reporting AEFIs, and to help healthcare providers interpret AEFIs and their implications for subsequent immunization, see BC Immunization Manual Part 5 – Vaccine Associated Adverse Events.
  • Pharmacist are encouraged to record relevant Adverse Drug Reactions (ADEs) in PharmaNet in addition to the AEFI form.
  • Enter any AEFIs or intervention into the ImmsBC system.

Reporting of sub-dose vials

See COVID-19 Sub-Numbered Dose Vial Reporting procedures if a Moderna vial yields less than labelled doses (13-15). A Sub Dose Survey Form must be completed and reported to IBCOC (IBCOC_Operations@phsa.ca) if 12 or fewer doses are extracted from a vial.

Note: A common error in completing the form relates to the columns E and F (# of vials used on day of report and # of vials from which expected number of doses are retrieved). The # of vials used on the day of the report is needed to establish a correct denominator and the # of vials which yielded the expected amount allows us to calculate a numerator. If your teams can do their best to provide these numbers it would be much appreciated.

For pharmacies on the ImmsBC System: Inventory reconciliation is required in ImmsBC to record any variance in doses.  Please follow the instructions on the ImmsBC system to ensure that the inventory for your pharmacy is accurate and make the necessary adjustments as needed including for sub-numbered doses.

Reporting receipt of damaged vials or missing vials

B.C. is required to report to the National Operations Centre (NOC) on the acceptability of all vaccines and other materials received in-province via a federal contract with the supplier. See Post-Arrival Documentation % Administration Protocols if you have received damaged or missing vials for how to report. Reports should be sent to IBCOC (IBCOC_Operations@phsa.ca).

For pharmacies on the ImmsBC System: Inventory reconciliation is required in ImmsBC to record any variance in doses. Please follow the instructions on the ImmsBC system to ensure that the inventory for your pharmacy is accurate and make the necessary adjustments as needed including receipt of damaged or missing vials.  This should take place at the same time you are receiving the doses into your "Supply Location" (virtual fridge) on ImmsBC.

Resolving incorrect COVID-19 vaccine records

There have been some reports of COVID-19 vaccinations not showing up on patients' vaccination records. If a patient reports that their pharmacy COVID-19 immunization is not recorded on their vaccination records, please provide the following instructions.

  1. Instruct patients to call 1-833-838-2323 to get help and make it clear that they received their vaccine in a pharmacy, OR
  2. if patient believes their immunization record is wrong, update it at immunizationrecord.gov.bc.ca. Note: the update takes 4 to 7 days to process.

Resources