Getting Involved in COVID-19 Vaccine Administration
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How do I order COVID-19 vaccine for my practice/clinic?
If you're interested in ordering COVID-19 vaccine for your practice and/or clinic, please contact us at covidinventory@healthunit.ca.
In order to provide COVID-19 vaccine in the province of Ontario, you must have access to the Covax documentation system.
We can request access to Covax for you and/or your staff and can provide a brief virtual orientation session to Covax and the COVID-19 vaccine ordering process. Please contact the Health Unit at covax@healthunit.ca for more information.
If you are a pharmacy and would like to start offering the COVID-19 vaccine, you must contact the Ontario Pharmacists Association for further direction on how to get involved in the COVID-19 vaccine roll-out.
COVID-19 vaccine allocation is provided to pharmacies directly from the Ministry of Health in partnership with the Ontario Pharmacists Association.
Pharmacies use Covax for documentation and can reach out to us for further information and/or training related to Covax.
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How to Request Access to Covax
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Covax is the provincial documentation system for the COVID-19 vaccine. In order to provide vaccination in Ontario, you must have a profile in the Covax.
We can request access to Covax for you and/or your staff and can provide orientation to Covax and the COVID-19 vaccine ordering process. Please contact us at covax@healthunit.ca for further information.
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How to Set a Password
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You will receive an email from Salesforce, which contains a link. When you click on this link it will provide you with prompts to successfully set up your password. The link found in the email is only active for a 24-hour period. You can contact us or call or Covax Support at 1-888-333-0640 to request a password reset if the link is no longer active.
Covax is web-browser sensitive and the following web-browsers are recommended:
- Safari
- Edge
- Mozilla Firefox
- Chrome
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2-Step Authentication
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Each time you log on to Covax, you will need to validate your identity using Two-factor Authentication (2FA), (often referred to as 2-step authentication) which adds a second layer of security.
You will need to download the free Salesforce Authenticator App on your personal cell phone at the same time as you set up your Covax account.
You will be prompted to use the 2-factor authentication each time you sign into Covax, and will need your cell phone each time you log on.
Contact us at covax@healthunit.ca if you require further assistance.
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How to Log On and Off
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Open a new tab in your web browser and go to covaxon.my.salesforce.com.
Log on with your username and password. You will then be prompted to the 2-factor authentication using your personal cell phone.
You can contact the provincial COVAXon support services desk at 1-888-333-0640 if you are having any difficulty logging on.
Log off can be found in the top right-hand corner of the Covax screen when you click on the little creature in the circle.
Covax is web-browser sensitive and the following web-browsers are recommended:
- Safari
- Edge
- Mozilla Firefox
- Chrome
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How to Request a Password Reset
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Contact us at covax@healthunit.ca, or email COVax Support at COVaxonSupport@ontario.ca to request a password reset.
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Why my account isn't working (30 day de-activation) and how to resolve
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Covax accounts are disabled after a 30-day period with no activity.
We are able to reactivate your Covax account. Please contact us at covax@healthunit.ca to request a reactivation of your account.
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How to Search for Clients
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Using the tabs on the top of the Covax page, click on the ‘Client Search’ tab. This will open a window requesting the client's Ontario Health Card Number. Enter the Health Card number.
In Ontario, we provide free vaccine to all people, regardless of whether they are a permanent resident of Ontario. In the instance of vaccinating a client who does not have an Ontario Health Card, they will not be in the provincial registry and you may have to create the client.
If this is the client's second dose of vaccine in Ontario, they will be in Covax. If this is the first dose of vaccine in Ontario, they may not be in Covax.
Select the ‘HCN unavailable’ box and use other search parameters to attempt to search for client in Covax. If not found, create a new client record for client.
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New Immunization
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This function is found in the upper right-hand corner of the client file. Once a client is connected to the correct vaccination event, you are able to click on the New Immunization function to document that the client has received the vaccine and send the vaccine receipt to client via email.
Contact us at covax@healthunit.ca if you are having any difficulty using these functions in Covax, finding the correct vaccination event, or finding active inventory in the vaccination event.
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Vaccination Events
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A vaccination event is a clinic and/or location that a client is receiving a vaccine. The vaccination event is created by the Health Unit when a vaccination order is made and will be reused for all future vaccine orders from your organization.
When the vaccine is physically allocated to different locations the vaccination event is virtually allocated the vaccine. All clients who are vaccinated at a specific location need to be connected to the vaccination event in order to have their dose documented.
Contact the Health Unit at covax@healthunit.ca if you are having difficulty finding the correct vaccination event, or finding active inventory in the vaccination event.
Note: Vaccination events can represent a mobile clinic, and are not necessarily physical locations.
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Inventory Reconciliation
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Complete the inventory form after each day that COVID-19 vaccine doses have been administered.
Offices can monitor their own inventory at the vaccination event level. At the end of each day that your office/clinic/practice administers vaccine, ensure that your physical inventory matches the Covax inventory.
Covax automatically adjusts inventory for all doses administered; however, all wastage, extra doses, or clients who do not provide consent will need to be adjusted manually. For more information on how to make these adjustments to the virtual inventory, the Health Unit can provide a 15-minute virtual live demonstration on how to make the adjustments.
Contact us at covax@healthunit.ca if you are having difficulty reconciling your inventory.
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