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Changes to government vaccine service delivery

We’re improving how vaccines are managed and delivered across the ACT.

Changes include:

  • new online forms
  • stocktaking requirements
  • a new delivery schedule
  • improved tracking of storage conditions.

These changes follow a successful trial in late 2024, which included several community providers.

The trial helped test and refine new systems. It showed clear improvements in:

  • efficiency
  • accuracy
  • vaccine safety.

Feedback from participating providers helped shape the final rollout.

Timeline of changes

Providers must now use the online vaccine order form. You can no longer fax or email PDF forms.

From 1 August 2025, providers must:

  • report cold chain breaches and expired vaccine wastage using new online forms
  • submit monthly stocktakes using a template.
  • complete the new provider onboarding form by 1 November 2025.

From 1 November 2025:

  • Immunisation Section will remove all ACT government issued data loggers
  • you must have a data logger that meets National Vaccine Storage Guidelines ‘Strive for 5’ requirements:
    • records at 5-minute intervals
    • has audible alarms set at +2°C and +8°C
    • allows you to download data.
  • you must submit temperature data when requested.

Provider onboarding

Allproviders must complete the ACT Immunisation Provider Onboarding form by 1 November 2025.

This form collects information about your general practice or pharmacy, including:

  • your vaccine fridge and data logger
  • one week of temperature records from the fridge where you store (or plan to store) NIP and ACT funded vaccines
  • your best contact details
  • details for the person responsible for managing vaccines
  • your AIR provider number
  • your agreement to the Terms and Conditions for becoming an ACT Immunisation Provider.

Having this information ready will help you complete the form more easily.

For further information, visit Becoming a NIP Immunisation Provider in the ACT.

Vaccine ordering and delivery

We’re moving to a fortnightly delivery schedule for all immunisation providers.

Unscheduled deliveries will no longer occur. We’ll provide you  with new delivery calendars before these changes occur.

You do not have to place an order every fortnight. Only submit an order when stock is needed.

You must submit your vaccine orders at least two (2) business days before your next scheduled delivery.

Learn more about vaccine ordering in the ACT.

Vaccine stocktaking

At the start of each calendar month, we’ll send you a partially filled stock on hand report.

You’ll need to update this report with the number of vaccines held for each brand and batch number listed.

Email the digitally completed report to immunisation@act.gov.au within 5 business days.

Example of a filled stocktake form
Example image of a filled stocktake form.

Expired vaccines

You must discard expired government-provided vaccines.

When you discard them, you must report it using the ACT Cold Chain Breach or Wastage Reporting form.

Damaged vaccines

If you have damaged government-provided vaccines, report them using the ACT Cold Chain Breach or Wastage Reporting form.

Wait for advice from us before you discard the vaccines.

Cold chain management and reporting

You need to report all cold chain breach events using the ACT Cold Chain Breach or Wastage Reporting form.

Submit the form as soon as the temperature is back within the recommended range of +2°C to +8°C. If you anticipate the breach will last for a prolonged time, contact the Immunisation Section on 5124 9800.

Once you identify of a cold chain breach, you must:

  • immediately isolate the affected vaccines in the refrigerator
  • clearly label these vaccines as 'do not use'.

Do not discard any government provided vaccines unless we tell you to. We’ll give you instructions after the breach has been assessed.

You’ll need to provide data logger readings when reporting a breach.

These changes are in addition to your cold chain monitoring responsibilities.

Auditing

We’ll conduct regular audits to monitor:

  • vaccine stocktaking
  • cold chain breaches
  • wastage reporting
  • compliance with Strive for 5.

You’ll be required to provide evidence of data logger readings when audited.