Respiratory Immunization 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, this includes facilities that are Island Health owned & operated, affiliate, and private facilities. 

• Immunization information for healthcare professionals
• Immunization courses for health professionals

Prepare for your clinic: Review resident eligibility and obtain consent, order vaccine, ensure appropriate vaccine storage & transport equipment is available, ensure immunizers have access to e-forms, and report vaccines administered within 48 hours to public health.

Vaccine products & eligibility

Vaccine	Product	Key Information	Eligibility
RSV	mRESVIA	Pre-filled syringe	Individuals 75 years and older  Indigenous individuals 60 years and older View eligibility
Influenza	FLUAD	Pre-filled syringe	All residents and staff 65 years of age and older.  If unavailable, FLUVIRAL or FLUZONE should be used.  View eligibility
	FLUZONE	Multi-dose vial or pre-filled syringe.	All residents and staff less than 65 years of age. View eligibility
	FLUVIRAL	Multi-dose vial: Expires 28 days after first puncture.
Covid-19	SPIKEVAX (Moderna)	Multi-dose vial: After first vial puncture, the vaccine must be used within 24 hrs if stored refrigerated (+2°C to +8°C) or 12 hours if stored at room temp (+8°C to +25°C).	Strongly recommended for:  •    People 65 years of age and older  •    Indigenous peoples and individuals residing in Indigenous communities   •    Residents of long-term care (LTC) homes, assisted living facilities, or alternate level of care clients awaiting placement in LTC  •    Individuals with underlying medical conditions  •    Healthcare workers
	COMIRNATY (Pfizer)	Multi-dose vial: After first vial puncture, the vaccine must be used within 12 hours and can be stored between +2°C and +25°C.  Pre-Filled syringes: Syringes must be stored at +2°C to +8°C. After removing the tip cap and attaching an appropriate needle, the syringes should be used immediately, if not possible must be used within 4 hours.

• For vaccine not used within the timeframes indicated above, return vaccine to supplying health unit.
• For complete clinical guidance, refer to the BCCDC Immunization Manual Part 4: Biological Products

Consent

Legislative Requirements:

• Consent must follow the Health Care (Consent) and Care Facility (Admission) Act. [RSBC 1996]. Chapter 181.
• When consent is provided by a Temporary Substitute Decision Maker (TSDM), the legislation requires that a single dose (influenza), or series (COVID-19), must be initiated within 21 days of consent being obtained.

Consent for a series:

• COVID-19 vaccine consent may be considered valid for up to 12 months, as fall and spring boosters may be treated as part of a continuous series.

When to Defer Vaccination:

• Refer to BCCDC product pages for deferral and special consideration instructions.

Consent for Adults Unable to Provide Informed Consent:

• Use the BCCDC form: Consent for Vaccine for Adults Assessed as Incapable of Giving Informed Consent (ensure staff follow the appropriate process for incapable adults).

Vaccine administration

Before administering vaccine:

• Refer to the BCCDC Immunization Manual Part 4: Biological Products
  • confirm current eligibility
  • review immunization history
  • Use the COVID-19 Vaccine Screening Checklist to assess for contraindications, precautions, or special considerations
• confirm consent
• ensure appropriate documentation processes are in place

Immunizer Education Requirements

• Immunizing with a physician’s order: 
  • No BCCDC course required; immunizers must be familiar with the product and the relevant BCCDC Immunization Manual Biological Product pages
• Immunizing without a physician’s order (autonomous practice): 
  • BCCDC Immunization Courses are required. Immunizers must assess learning needs and complete initial and annual education updates

Immunization Supplies

• Syringes with needles (Low dead-volume (LDV) preferred; 1mL syringes acceptable if LDV unavailable) 
• Anaphylaxis kit(s) 
• Sharps containers
• Additional supplies: 
  • Alcohol swabs, Band-Aids, cleaning supplies, cotton balls, fainting supplies (cot or mat, juice boxes), hand sanitizer, Kleenex, garbage bags, and pens

Note: Island Health sites can order immunization supplies through Stores  

Vaccine pick-up transport and storage

Picking Up Vaccine

Facilities are responsible for picking up vaccine on the date identified in the vaccine order approval email.

Ensure vaccine is maintained at cold chain temperatures (+2°C to +8°C) during transport. Bring an appropriately sized hard-sided cooler, a min/max thermometer, and insulating materials, including:

• gel packs preconditioned in a fridge at +2°C to +8°C
• bubble wrap or packing paper
• frozen ice packs

Use a temperature monitoring device during transport whenever possible. This must be used when vaccine will be stored in cooler for ≥ 4 hours.

For packing a cooler, follow the instructions found on page 6-8 of the BCCDC Vaccine Storage & Handling: Quick Reference Guide for those who handle vaccines

Vaccine pickup may be declined if appropriate transport materials are not available.

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Vaccine Storage & Cold Chain

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 in either: 

• a monitored fridge
  • record the minimum, maximum and current vaccine fridge temperatures at the start and end of each day using the BCCDC Fridge Temperature Form
• cooler packed according to page 6-8 of the BCCDC Vaccine Storage and Handling Guide
  • vaccine stored in a cooler for ≥4 hours must be monitored with a min/max thermometer

In the event the vaccine is exposed to temperatures outside of the +2.0°C to +8.0°C range, follow these steps:

1. Quarantine Vaccine: 
   • Immediately return vaccines to a +2.0°C to +8.0°C temperature range. 
     • Continue to monitor and document temperatures. Fridge storage is preferred or appropriately packed cooler. 
       • Vaccine storage location should be clearly marked QUARANTINE (i.e. sign on fridge if all stock was impacted or written on the paper bag containing the vaccines).
2. Complete the Cold Chain Incident Form (excel document preferred). 
   • For detailed directions on completing the form review the BCCDC Instructions.
   • Submit the completed form and supporting documentation to Island Health’s Biological Product Consultants: publichealthvaccinemanagement@islandhealth.ca.
3. Maintain cold chain and continue to quarantine vaccine until recommendations are received with instructions on next steps.

Ordering vaccine

Site order forms are completed by the designated site lead. Once an order is approved, the facility will receive an email confirming where the vaccine will be picked up and when pickup can occur.

Order Form	Begin Placing Orders:
Facility RSV Vaccine Order Form	September 18, 2026
Facility Influenza & COVID-19 Order Form	September 25, 2026

Please allow a minimum of 5 business days between placing an order and the requested pickup date.

Note: Facilities using a pharmacy provider to administer vaccine to residents must submit an order for their facility. Pharmacies can not place orders on behalf of facilities. If the pharmacy plans to pick up the order on behalf of the facility, ensure the pharmacy name and email address are included on the order form. 

First Order

Request initial vaccine doses based on the following: 

• RSV: number of eligible/consented residents
• Influenza & COVID-19: number of eligible/consented long-term care, assisted living, or independent living residents

Note: Vaccine may also be ordered for staff. Staff will be invited to book through the provincial Get Vaccinated system.

Subsequent Orders

Place additional orders as needed.

Documentation

All COVID-19, Influenza, and RSV doses must be recorded into the Provincial Immunization Registry (PIR). Island Health is recommending the use of eForms for the 26/27 Fall Respiratory Campaign. 

eForms is a simple, web-based tool that provides immunizers with access to a client's immunization history while supporting timely and effective documentation of immunizations into the PIR.

• Ensure you use the correct Service Delivery Location for which LTC & AL facility the client received their immunization(s)
• Select Reason for Immunization when documenting. Choose from LTC Resident, LTC Staff, AL Resident or AL Staff
  • Do not use: "routine", "high risk", or any other reason for immunization.
• Provincial Health Services Authority manages all documentation education, and data quality for eForms. 

eForms Enrolment

Island Health Owned and Operated LTC/AL

Please contact eFormsEnrolment@phsa.ca to advise that you require eForms user accounts for your immunizers. PHSA will work with you to gather the information required for account provisioning and will provide onboarding, training, and remediation support.

Immunization Entry eForm training is self-directed and available through an online video. Please review the training before requesting access to the Immunization Entry eForm.

Training Video: Expanded Immunization Entry eForm

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Non-Health Authority Users - Private Long-Term Care (LTC), Assisted Living (AL), and Independent Living (IL)

Note: Before enrolling, ensure you have access to the BC Services Card app on a mobile device. It can take 2 days to gain access. If you have previously used ImmsBC 1.0 and plan to do so this year, connect with BCVAX-Support@gov.BC.ca for support with ImmsBC 2.0.

Step 1: Complete Immunization Entry eForm Training

Immunization Entry eForm training is self-directed and available through an online video. Please review the training before requesting access to the Immunization Entry eForm.

Training Video: Expanded Immunization Entry eForm

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Step 2: Complete OneHealthID Self-Enrollment

Follow the prompts within the app to create your OneHealthID and complete all required registration screens. 

OneHealthID Enrollment for Licensed Immunizers

1. Navigate to: https://healthprovideridentityportal.gov.bc.ca.
2. From the home page, select Give Access, click read more.
3. Scroll to the bottom of the page and enter your Manager, Supervisor, or Director of Care's email address, then submit the request.
4. Your Manager, Supervisor, or Director of Care must endorse your request. Both parties will need to complete any follow-up steps provided by email.

Notes: Only licensed health care providers can endorse a working relationship with their work colleagues. Unlicensed staff (for example, Medical Office Assistants) must complete the same enrollment process. When prompted for college information, complete the section as instructed, even if you do not hold a professional college licence.

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Step 3: Enroll in the Immunization Entry eForm

1. From the home page, select Get Access, click read more.
2. Select Immunization Entry eForm.
3. Follow the prompts to create your eForm account.
4. Once completed, you will have access to the Immunization Entry eForm login page.

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Step 4: Access and Use the Immunization Entry eForm

After completing your enrollment:

1. Log in to eForms at: https://www.eforms.healthbc.org/login
2. Select Immunization Entry eForm.
3. Sign in using your BC Services Card.
4. Configure your Form Defaults.
5. Follow the instructions provided in the Expanded Immunization Entry eForm training video to complete documentation requirements.

Note: You will need to visit this link each time you want to submit an eForm. It may be helpful to bookmark this link for future use.

 

Clinic tally and reporting requirements

A clinic tally must be completed no later than 48 hours following each clinic.

Site lead or designate (e.g., pharmacy provider) to complete the following forms based on what vaccines were administered in your clinic: 

Clinic Tally Form	Action
Facility COVID-19 & Influenza Clinic Tally	Complete within 48 hours of clinic and email  PublicHealthVaccineManagement@islandhealth.ca
Facility RSV Clinic Tally

Prevnar 20 (PCV20), Pneumococcal Vaccine Program

• Respiratory season is an ideal time to review resident eligibility for Pneumococcal vaccine and communicate the importance of this vaccine to residents.  
• As of July 2025, a new pneumococcal conjugate vaccine – Prevnar 20™ (PCV20) - has replaced both the pneumococcal conjugate vaccine, Prevnar® 13 (PCV13), and the pneumococcal polysaccharide vaccine, Pneumovax® 23 (PPV23).
• For clinical direction, refer to the BCCDC Prevnar20 Biological Products page and the PCV 20 Immunization Program Q&A
• Order Prevnar 20^TM: Publicly Funded Vaccine Order Form.

BCCDC generic consent form

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

Reporting adverse events

Learn more about Reporting Adverse Events.

Outbreaks

• Toolkits for Infectious Diseases (for affiliate and private LTC facilities)
• Toolkit for VRI (for Island Health LTC Facilities)
• VRI Management Guideline for Long Term Care Facilities

Resources

• Immunization Information for Healthcare Professionals
• Immunizations Courses for Health Professionals
• HealthLinkBC: Influenza
• HealthLinkBC: COVID-19
• HealthLinkBC: RSV
• RSV Immunization Program Q&A
• PCV20 Immunization Program Q&A
• Canadian Immunization Guide: Influenza Vaccine
• COVID-19 Vaccine Toolkit for Health Professionals
• Immunization Communication Tool for COVID-19
• Island Health Influenza Prevention Policy
• Influenza Policy Information - Province of British Columbia
• BCCDC: Respiratory Virus Data
• Government of Canada: Snapshot: Canadian respiratory virus surveillance report (FluWatch+) — Canada.ca
• WHO: Flu Surveillance

Contacts

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

Staff Reporting

According to provincial policy, all licensed LTC facilities must report aggregate data regarding Influenza Immunization Status for Health Care Workers. 

Health Care Workers includes all persons who:

• work or train on a full-time, part-time or casual basis in a residential care or acute care facility and have direct or indirect contact with patients or residents, whether or not they are health care providers. 
• work in administrative or non-patient care roles, such as medical records, housekeeping or dietary services. 
• are contracted staff, including cleaning services and physicians.

Excludes residents, students, and volunteers. 

2026 reporting deadline: December 31, 2026. 

Reporting Criteria and Forms

• Island Health Owned & Operated: 
  • do not need to manually submit aggregate information to public health. Island Health employees are required to self-report
• All non-Island Health Owned & Operated: 
  • are required to collect immunization status information from Health Care Workers who work at their facility and submit aggregate coverage data for staff to Public Health. Reporting will be completed by REDCap survey and facilities will receive a link by December 1, 2026.