Ordering vaccines
This page has information about how to become an ACT immunisation provider, how to order vaccines, stock management and auditing.
The Immunisation Section delivers both National Immunisation Program (NIP) and ACT Government funded vaccines to immunisation providers.
The cold chain monitoring page has information for ACT immunisation providers on storing vaccines correctly as per the National Vaccine Storage Guidelines 'Strive for 5' and how to identify and report cold chain breaches in the ACT.
How to become an ACT immunisation provider
To register to become an ACT Immunisation provider you must complete the ACT Immunisation Provider Onboarding form.
You are also required to have an Australian Immunisation Register (AIR) number and record all NIP and ACT Government funded vaccines* administered to the AIR. If you do not have an AIR number, fill in the online form and follow the instructions on the form to return it.
For mpox vaccines read the Operational Protocol for Supply and administration of the Jynneos vaccine.
Order forms
To order vaccines complete the online vaccine order form.
Vaccine orders must be received at least two business days prior to scheduled delivery.
A rule of thumb for ordering vaccines is the number of vaccines used in the previous month plus 10% of current stock on hand. Orders may be adjusted based off usage history and vaccine supply.
Prior to ordering any vaccines you'll be asked to confirm you agree that:
- all vaccines will be stored in accordance with the National Vaccine Storage Guidelines 'Strive for 5'
- any temperature breaches outside of the recommended range of +2 to +8°C will be immediately notified to the Immunisation Section using the ACT Cold Chain Breach or Wastage Reporting form.
- all funded vaccines will only be administered to eligible persons as advised in the NIP or ACT Government Program
- all vaccines administered will be recorded on the Australian Immunisation Register (AIR)
You can also order resources from the Australian Government Department of Health Disability and Ageing Immunisation Resources webpage.
If you have an issue with your vaccine order, please contact Immunisation Section on 02 5124 9800.
Scheduled delivery dates
All approved ACT Immunisation providers have a scheduled vaccine delivery every 2 weeks. Your scheduled delivery dates are reflected on your Vaccine Management Unit calendar normally located on your vaccine fridge. Your next scheduled delivery date will also be shown when you enter your practice name whilst completing the vaccine order form. No unscheduled deliveries will occur.
If you need another delivery calendar, phone the Immunisation Section on 02 5124 9800.
Stock management and inventories
Immunisation Section distributes every 6 months your average usage of government vaccines for each month to assist you with stock management.
At the start of each calendar month, we’ll send you a partially filled stock-on-hand report.
You’ll need to update your stock-on-hand report with the number of vaccines held for each brand and batch number listed.
If you have wasted stock due to expiry or a cold chain breach, this should be reflected on the report.
Email the completed report to immunisation@act.gov.au within 5 business days.
Influenza vaccine delivery
Your first influenza vaccine delivery of the season will be a set amount determined by the Immunisation Section, based on your average usage from the previous year. This is to ensure all providers receive a base stock ensuring an equitable distribution across the ACT. Further stock can be ordered on your scheduled delivery dates.
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.
Auditing
Immunisation providers need to conduct annual audits to ensure quality assurance and compliance with the National Vaccine Storage Guidelines 'Strive for 5'.
You'll be sent a link to an online audit form during the year. You must:
- complete the details about vaccine management at your practice, and upload the records requested.
- complete a minimum of one audit per year. We may conduct additional in-person or spot audits.
- complete the audit within 2 weeks of email receipt. If you don’t complete the audit within 2 weeks your deliveries may be paused.
We may request more information from you, and we will follow up audit results as appropriate.
You'll be required to provide evidence of data logger readings when audited. You must retain documentation of vaccine temperature recordings according to your:
- state or territory health department policy
- your medico-legal and statutory requirements.
We advise that you keep these records for a minimum of 2 years, commencing from your onboarding with the immunisation section.