COVID-19 Vaccines: Health Care Providers

2025-2026 Vaccine Program 

Moving to annual program: The 2025/2026 COVID-19 vaccine program is now an annual program aligning with the Universal Influenza Immunization Program (UIIP) and will cover a 12-month period starting in September and ending in August.  

Ministry of Health Guidance: The MOH has moved to fact sheets as the method of sharing guidance; English and French.

• Fact sheet updated: The original fact sheet was updated on October 14, 2025.
• Download updated version here: The Ontario website will be updated shortly but the documents are available to download from this web page; English and French.
• Information added: The following information was added on page 3 under High-risk populations group 2: Individuals 6 months of age and older with underlying medical conditions, including children with complex health needs

High Risk and Priority Populations - Available now: High risk and priority populations can receive their vaccines as soon as supply becomes available. 

• Two high risk groups and 2 priority populations are listed in the Ontario Ministry of Health Guidance on page 3 (French).
• High risk group 1 should receive an additional dose in the spring.

High-risk populations group 1 - Fall and Spring

The following individuals are at increased risk of COVID-19 disease and should receive COVID-19 vaccine dose(s) as soon as it becomes available in the fall AND should receive an additional dose in the spring:

• Adults 80 years and older
• Adult residents of long-term care homes and other congregate living settings for seniors.
• Individuals 6 months of age and older who are moderately to severely immunocompromised (due to specific underlying condition or treatment).
• Individuals 55 years and older who identify as First Nations, Inuit, or Metis and their nonIndigenous household members who are 55 years and older.

Adults aged 65 to 79 years should receive COVID-19 vaccine dose(s) as soon as it becomes available in the fall AND may receive an additional dose in the spring. Certain individuals in this age group are at increased risk of severe COVID-19 disease and would benefit from doses in the fall and spring.

High Risk population group 2

The following individuals are at increased risk of SARS-CoV-2 exposure or severe COVID-19 disease and should receive COVID-19 vaccine dose(s) as soon as it becomes available in the fall:

• Residents in long-term care homes and other congregate living settings who are aged 17 years and under
• Pregnant individuals
• Individuals from First Nations, Métis and Inuit communities who are aged 54 years and under • Members of underserved communities • Health care workers and other care providers in facilities and community settings as per NACI

Priority populations

To optimize co-administration with influenza vaccine, the following individuals, may receive COVID-19 vaccine dose(s) as soon as it becomes available in the fall: 

• Children 6 months to 4 years of age
• Individuals with significant exposure to birds or mammals through interactions with birds or mammals (such as poultry, livestock, slaughterhouse and processing plant workers, wildlife officers/researchers, and veterinarians)

General Public - Available October 27: Free COVID-19 vaccines will be available for all individuals 6 months of age and older who live, work or go to school in Ontario starting on October 27, 2025. This coincides with the availability of influenza vaccine.
 

NACCI: See also the National Advisory Committee on Immunization (NACI) Guidance on the use of COVID-19 vaccines for 2025 to summer 2026 in English and French.

Public Information: TBDHU’s public website 

Ordering and Picking Up Vaccines – Primary Care and Clinics

Vaccine Storage and Handling

• The Ontario Ministry of Health vaccine storage and handling document (French) provides general and unique guidance for handling, storage, and transport of COVID-19 vaccines.

Ordering Vaccine

• Order what you require for the week considering fridge capacity. TBDHU recommends not stocking your fridge above 80% capacity to reduce the risk of a cold chain incident.
• TBDHU can accept orders starting immediately using the COVID-19 Vaccine Order Form (updated September 2025)
• A temperature log book MUST be included with your order; see the Submitting Temperature Log Books section below for more details. Orders cannot be processed without a copy of the temperature log book. 
• Call with questions; 807-625-5908 in Thunder Bay or your nearest branch office.

Order and Pick-up Schedule

• Thunder Bay orders
  
  • Submit: Monday-Tuesday
  • Pick up: Thursday-Friday from 9:00am-4:00pm (email vaccineorders@tbdhu.com if an order is needed sooner than this schedule).
• District Orders
  • Make arrangements with your nearest branch office.

Transporting Vaccines

• Use a hard sided cooler with a thermometer and enough space for your entire order. Consider the dimensions of the product. See the video How to Pack an Insulated Container for Vaccine Transport.
• Ensure coolers are pre-conditioned (2-8°C). 
• Review and familiarize all staff who transport vaccines with the Vaccine Storage and Handling Guidelines for COVID-19 vaccine.
• A second pre-conditioned cooker must be used if picking up any non-COVID-19 vaccines to prevent freezing.

Picking Up Vaccines

Ensure temperature log books were submitted at the time of order; they cannot be submitted at the time of pick up.

• Thunder Bay providers:
  
  • Use the TBDHU Main Entrance at 999 Balmoral Street.
  • Let reception staff know that you are here to pick up flu vaccines.
• District providers:
  • Make arrangements with your nearest branch office.

Submitting Temperature Log Books

All health care providers and pharmacies MUST submit the Ministry of Health fillable PDF temperature log to TBDHU as required by UIIP. 

• Submit temperature log books by email to VaccineOrders@TBDHU.com or by fax to 807-625-4828. Email is preferred to reduce the risk of lost or unreadable temperature log submissions. 
• Primary Care and Clinics: Submit when placing any flu vaccine orders, showing the temperatures since your last order OR just the last two weeks, if you ordered within the last two weeks.
• Pharmacies: Submit every 2 weeks and include the details of the vaccines online which allows TBDHU to direct people looking for specific vaccines to a pharmacy that may have the product in stock.

Adverse events following immunization (AEFI):

• Report AEFIs using the Ontario AEFI Reporting Form as required under the Health Protection and Promotion Act  by physicians, nurses, pharmacists or other persons authorized to administer an immunizing agent.
  
  • More information on reporting AEFIs to TBDHU, see Ordering and Reporting Vaccines - Including AEFIs webpage and scroll down to the Reporting AEFIs tab.

Reporting: Please report COVID-19 vaccine administration using the modified metric form (updated September 2025)

Documenting: Document on COVax within 48 hours of administration: Please email Michelle Zappitelli Michelle.Zappitelli@TBDHU.COM for assistance with accessing COVax accounts.

Questions: Contact your nearest branch office or the TBDHU Main Office at (807) 625-5908 to speak with a nurse.