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 and operated, affiliates, and private facilities. 

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

The 2025–2026 viral respiratory illness season in B.C. ended on March 6, 2026. Individuals at higher risk of severe illness are encouraged to receive an additional COVID-19 vaccine dose this spring. Invitations to eligible groups will begin in late April.  

Please refer to the Facilities Covid-19 Vaccination - Quick Reference Guide - Spring 2026 for support with clinic planning.

Vaccine transport and storage

Please refer to the BCCDC Vaccine Storage & Handling: Quick Reference Guide for those who handle vaccines.

Preparing to pick up your vaccine:

• Vaccine order approval email from local health unit will confirm the available pick‑up date and location
• Become familiar with cold chain procedures, daily monitoring and transportation of vaccine as per BCCDC Quick Reference Guide above
• Ensure you have the required equipment and supplies for transportation of vaccine.  Distribution may be declined if essential supplies are missing

Transporting vaccine:

• Ensure vaccine is maintained at cold chain temperatures (+2°C to +8°C) during transport.
• 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
• Use a temperature monitoring device during transport whenever possible. Must be used when vaccine will be stored in cooler for ≥ 4 hours
• Pick up vaccine order on confirmed date unless other arrangements have been made with Health Unit and Public Health Vaccine Management
• Complete pick-up section of order form with Health Unit staffS
• Health Unit staff will keep a copy of order form and send the original with the vaccine

Storing vaccine:

• Store vaccine immediately in a monitored fridge for biological products only
• At the start and end of each day, use the BCCDC Fridge Temperature Form to record the minimum, maximum and current vaccine fridge temperatures, as well as the room temperature

What to do if your vaccine is out of temperature range (Cold Chain incident)

If vaccine is exposed to any temperature outside +2°C to +8°C, immediately:

1. Place vaccine in a bag and label ‘QUARANTINE – DO NOT USE’
2. Store the bag in a monitored fridge (or cooler packed according to BCCDC pg 6-8) at +2°C to +8°C
3. Complete the Cold Chain Incident form and submit to local Health Unit
4. Await direction prior to administration of vaccines, disposal or return

Vaccine eligibility 

The 2025–2026 viral respiratory illness season in B.C. ended on March 6, 2026.

COVID-19 eligibility:

People at higher risk of severe illness are encouraged to get an additional COVID-19 vaccine dose this spring.

• BCCDC Immunization Manual Part 4: biological Products
• COVID-19 Vaccine Eligibility

Influenza eligibility: 

Information about eligibility for influenza vaccine will be updated in Fall 2026. 

Vaccine products

Influenza vaccine: 

The 2025-2026 respiratory-illness season is now complete. Information about the next influenza vaccine will be available in fall 2026. 

COVID-19 vaccine: 

Refer to BCCDC COVID-19 Vaccine biological product pages for vaccine information.

Ordering vaccine

Start placing vaccine orders as of April 20, 2026 for pick up beginning April 27, 2026.

• The designated site lead completes the Facility COVID-19 Vaccine Order Form
• Confirm quantity required for both residents and eligible staff (if staff will be immunized on site)
• Order vaccine at least 5 business days prior to requested pick up date
• Indicate who will be administering vaccine for this clinic (e.g. Site Staff or Retail Pharmacy)
• Submit the completed form by email to: PublicHealthVaccineManagement@islandhealth.ca
• Vaccine order approval email from local health unit will confirm the available pick-up date and location

Documentation

ImmsBC 2.0 go-live has been delayed until after the Spring COVID-19 Vaccine Program. Use your same log-in credentials and link/URL to access ImmsBC 1.0.

• All COVID-19 immunizations must be recorded in ImmsBC
• Use the correct Service Delivery Location:  LTC or AL
• Select the appropriate Reason for Immunization:
  • LTC Resident or AL Resident.
  • Do not use reasons such as “routine” or “high risk” 

ImmsBC Access for facility immunizers:

1. Affiliate & Private Facilities (Non-Island Health Staff)

For new access, support or onboarding, email: BCVAX-Support@gov.bc.ca 

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

Supervisors: 

• Complete the ImmsBC User Account Request Form via the PPH Information Systems Sharepoint: ImmsBC Account Request

ImmsBC User: 

• Complete the Orientation-for-LTC+CHS-Provider in the PH Information Systems Sharepoint: ImmsBC Education 

Support:

• Email PPH.Infosystems.Support@islandhealth.ca

If immunizations are provided by facility staff:

The facility immunizer will:

• Record vaccine administration in ImmsBC 
• Record it on the resident Immunization Record
• Record vaccine in resident MAR

Note: ImmsBC access will expire if a user has not logged in for 90 days. Ensure your ImmsBC  access is up to date 2 weeks prior to your planned clinic.

If immunizations are provided by community pharmacy:

The pharmacy immunizer will:

• Record vaccine administration in ImmsBC
• Provide site with a vaccine record

The MRN will:

• Transcribe vaccine administration into resident Immunization Record & MAR

Reporting and clinic tally

NEW: All facilities will now use the PDF Facility Clinic Tally to submit total number of immunizations provided at the clinic.  The online clinic tally will no longer be used.

• A clinic Tally is to be completed by the immunizer (nurse, pharmacy or site manager) at the end of any clinic.
• When vaccines are administered by a pharmacist, the pharmacist will provide the facility leader with a completed Clinic Tally. 
• Facility leader submits Clinic Tally by email within 48 hours of clinic to: PublicHealthVaccineManagement@islandhealth.ca 

Prevnar 20 (PCV20), Pneumococcal Vaccine Program

• 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

• Facilities COVID-19 Quick Reference Guide
• HealthLinkBC: COVID-19
• PCV20 Immunization Program Q&A
• COVID-19 Vaccine Toolkit for Health Professionals
• Immunization Communication Tool for COVID-19
• Island Health Influenza Prevention Policy
• BCCDC:Respiratory Virus Data

Contacts

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