COVID-19 Vaccine
 

Information for Medical Clinics - Form and Program Requirements


Starting shortly, the Vaccine Implementation Task Force will be seeking registration from community pharmacists and physicians who are willing to provide COVID-19 vaccines.

Once applications are received, they will be reviewed by public health experts, who will be looking for:

  • completeness of applications (public health officials will follow up with providers whose forms are incomplete and encourage them to resubmit); and
  • confirming the provider has an active client identification number with Manitoba Health and Seniors Care.

If the provider does have an active client number, public health officials will connect with them by email to confirm that their application is approved and to provide additional information.


On this page:




Program Requirements

Medical clinics and pharmacies participating in the Manitoba COVID-19 Immunization Program are required to abide by the following program requirements.

Eligibility Criteria:

1. Immunize patients/clients (including those who are not a patient of your clinic/pharmacy) as per Manitoba’s COVID-19 vaccine eligibility criteria. Eligibility criteria is guided by the National Advisory Committee on Immunization (NACI).

2. Review client immunization records via eChart or the Provincial Health Information Management System (PHIMS) to view COVID-19 immunization history and vaccine product to determine minimum intervals.

Reporting - Doses Administered:

3. All COVID-19 vaccine doses must be reported within two (2) business days of administration to the client/patient via:

  • The Claims Processing System (CPS) for fee-for-service (FFS) physicians and, non-FFS physicians/nurse practitioners via shadow billing; or,
  • The PHIMS for pharmacists and other providers (as determined by Manitoba Health and Seniors Care).
    • New PHIMS users are required to review and complete the appropriate application forms/resources contained in the registration package that will be shared following approval and notification from Manitoba Health and Seniors Care to participate in the COVID-19 Immunization Program.

NOTE: for information on remuneration, contact your professional association.

4. All patient/client immunization records must include (at minimum) the client/patient personal health identification number (PHIN), the location of administration, provider, date of administration, vaccine product, lot number, reason for immunization and any additional regulatory requirements.

5. Record doses administered to persons without a PHIN via the appropriate inputting inform available at: manitoba.ca/covid19/vaccine/partners/index.html

Reporting - Inventory & Wastage:

6. Report inventory levels and wastage via:

  • Online secure web link link (information to be shared following registration) every Thursday, at a minimum, for FFS physicians and non-FFS physicians/nurse practitioners; or,
  • PHIMS for pharmacists (and other providers, as determined by Manitoba Health and Seniors Care). It is recommended to conduct Physical Counts in PHIMS after every clinic and/or vial used and to report wastage in PHIMS after each clinic day, or once a week at a minimum.

Medical Clinic Weekly Vaccine Inventory Guideline (pdf)

Information Technology (IT):

7. Ensure information technology (IT) systems are in place to support reporting doses administered, inventory and wastage.

Cold Chain Storage and Monitoring:

8. Designate a refrigerator to store COVID-19/other vaccines (NO BAR FRIDGES) that is monitored with an appropriate temperature monitoring device such as a continuous temperature monitor or minimum/maximum thermometer. Household mercury-styled thermometers are not acceptable.

9. Record refrigerator temperatures twice daily and report cold chain excursions as per the provincial Cold Chain Protocol for Vaccines and Biologics.

Vaccine Safety:

10. Review the clinic/pharmacy anaphylaxis management protocol/plan. Current provincial guidance is as per the Canadian Immunization Guide.

  • All patients/clients must be observed for a minimum of 15 minutes. If there is a specific concern about a possible allergy to a component of the COVID-19 vaccine, an extended period of observation post-vaccination of 30 minutes may be warranted.
  • The provincial protocol is being updated and will be posted here.

11. Ensure anaphylaxis medication (e.g., epinephrine/Epi-Pen) and anaphylaxis management equipment is on site at all times.

12. Report adverse events following (AEFI) immunization, as per www.gov.mb.ca/health/publichealth/cdc/div/aefi.html#rrp. In accordance with Section 59 of The Public Health Act, health care providers are to report a reportable AEFI within seven days of becoming aware of the AEFI. Furthermore, health care providers should report a serious AEFI within one business day, which can be by telephone, followed by the complete written report within 72 hours.

Competency:

13. Ensure immunizers are competent to deliver COVID-19 vaccines. An immunization provider is a health care professional who is registered or licensed to provide health care under an Act of the Legislature and who is authorized under that act to administer vaccines to a patient/client.

  • The Education Program for Immunization Competencies (EPIC) third edition is being provided at no cost to COVID-19 immunizers who are new to immunizing or are returning to immunizing and need resources for training, courtesy of the Public Health Agency of Canada and the Canadian Paediatric Society. One seat provides a user with access to the following three learning programs: (1) the full EPIC, with users being able to select from any or all of the 14 modules depending on jurisdictional/user needs (a completion certificate to be provided per module); (2) the existing vaccine hesitancy module; (3) the new COVID-19 vaccine hesitancy - moving to acceptance module. To access for free, please have your supervisor email vaccines@gov.mb.ca.
  • Provincial and manufacturer developed educational webinars may also be available; check with your respective regulatory college, the provincial Information for Health Care Professionals website or the Public Health Agency of Canada for information.

Public Health Guidelines:

14. Review national guidance for vaccine delivery in the presence of COVID-19. To access provincial infection, prevention and control and other applicable guidelines for health care providers, go to: sharedhealthmb.ca/covid19/providers/.

15. Access provincial COVID-19 vaccine resources including product monographs, clinical practice guidelines at: manitoba.ca/covid19/vaccine/healthcare-professionals.html. Consent forms as well as vaccine factsheets for patients/clients can be found at: manitoba.ca/covid19/vaccine/resources.html.

NOTE: the above program requirements are subject to change as per the evolving provincial and national COVID-19 vaccine landscape. Continued participation implicitly assumes that participating medical clinics and pharmacies are amenable to the evolving program requirements.




Forms

Medical Clinics Online registration form.

COVID-19, School and Flu Vaccine Inputting Form for Medical Clinics for Patients without a Manitoba PHIN (Updated November 2021)




Resources

March 29, 2021 - IMPORTANT NOTICE: Effective immediately, pause use of AstraZeneca / COVISHIELD in People aged < 55 years

March 29, 2021 - First Nations Identification for the Purpose of Booking AstraZeneca/ Covishield Vaccination

March 25, 2021 - AstraZeneca/COVISHIELD Reference for Community Pharmacies and Medical Clinics

March 9, 2021 - COVID-19 Vaccine: A Tool for Practitioners to Determine and Document Patient Eligibility for the AstraZeneca/COVISHIELD Vaccine (pdf)

February 8, 2021 - The Manitoba COVID-19 Immunization Program Registration - Medical Clinic Cover Letter (pdf)