Frequently Asked Questions about Manitoba’s New Enhanced Influenza Vaccine Distribution Model
- What is changing?
- Why is the distribution process changing?
- How do I register?
- Do I need a Holding Point Code (Client ID) in order to register to provide flu vaccines?
- When do I register?
- Who is eligible to register?
- How will the order process work?
- How often will I be able to order?
- What if I routinely order on behalf of multiple locations?
- If I order on behalf of multiple facilities, but I receive all the products at my location, do I need to register each facility for the flu program?
- If I order on behalf of multiple facilities and the product is delivered to multiple locations, do I need to register each facility for the flu program?
- How do I determine the quantity of vaccine to be ordered?
- What vaccines are available for order?
- Will administration supplies be provided with my influenza vaccine order?
- What if I do not have reliable internet access?
- What do I do with the unused influenza vaccine from last season?
- Where can I find further information?
- How will the public know which providers are providing publicly funded flu vaccines?
What is changing?
Manitoba Health is introducing a new enhanced order and delivery model for the 2022/23 influenza season. Providers and facilities were previously able to place their flu and/or pneu-P-23 vaccine order using an order form available online. This year, they will have an opportunity to fill out an order survey every two weeks. Hence, all providers should order based on their anticipated usage for the next 2-3 weeks only, as opposed to the entire influenza season as in previous years.
Why is the distribution process changing?
By allowing for increased order frequency throughout the season, this new distribution process aims to increase access to influenza vaccine earlier in the flu vaccine campaign and reduce wastage.
How do I register?
Go to www.gov.mb.ca/flu/distribution and click on the hyperlink “CLICK HERE TO REGISTER”. This will bring you to an online registration form. Please fill out all of the requested information. You will be notified about which of the two distribution groups your location will belong to prior to the first survey and what to expect from the program.
Do I need a Holding Point Code (Client ID) in order to register to provide flu vaccines?
Yes. If your location is not yet registered to order any publicly funded vaccines, please complete the New Immunization Provider Application Form available at: www.gov.mb.ca/health/publichealth/cdc/protocol/npaf.pdf prior to completing the registration for the flu program.
When do I register?
Please, register by August 15th to allow distribution groups to be established before the first delivery of flu vaccine in the fall.
Who is eligible to register?
All health care providers and facilities registered to order publicly funded vaccines are eligible to register for the new flu vaccine distribution process.
How will the order process work?
Registered health care provider locations will be split into two distribution groups based on the last digit of their Holding Point Code (i.e., Client ID) and whether they are considered a priority location (e.g., Hospitals, First Nation Communities and Long Term Care Homes).
Group 1 and Group 2 will receive an email every two weeks on alternating weeks with a link to an order survey. Orders are expected to be delivered the following week.
To ensure an efficient and timely delivery schedule, providers will be asked during the order process to communicate any special hours of operation (e.g., closed for lunch between 12-1, closed on Fridays, etc.) and whether they are open for Saturday deliveries.
How often will I be able to order?
Locations will be able to order every two weeks.
What if I routinely order on behalf of multiple locations?
You can still do that using this new process. Each survey link can be used multiple times to accommodate providers who place orders on behalf of multiple locations, using the appropriate holding point code and delivery information for each submission.
If I order on behalf of multiple facilities, but I receive all the products at my location, do I need to register each facility for the flu program?
No, if the entire order will be delivered to a single health care provider facility, you would only need to register once for that location.
E.g. Public health office that orders flu vaccine and takes it to long-term care homes to administer.
If I order on behalf of multiple facilities and the product is delivered to multiple locations, do I need to register each facility for the flu program?
Yes, to determine appropriate distribution groups and proper allocation of products, each location that will receive flu vaccine directly from the warehouse, must register for the flu program, using their unique holding point codes and delivery address information.
E.g. Individual, who owns multiple pharmacies, orders for each one and has it delivered directly to each location.
How do I determine the quantity of vaccine to be ordered?
Providers should order based on their anticipated usage for the upcoming 2-3 weeks. Please, note that the expansion of eligibility criteria for the high-dose flu vaccine to everyone 65 years old and older should be taken into account when placing orders.
Orders will be reviewed and may be adjusted based on availability, historical doses administered and any shortages or delays that may occur. Providers will receive a confirmation email with information on which vaccine products will be shipped, the approved quantities and an approximate timeline for when deliveries should be expected.
What vaccines are available for order?
The remodelled ordering and distribution process applies to the seasonal flu vaccine (standard and high dose) and the pneumococcal polysaccharide (Pneu-P-23) vaccine.
Will administration supplies be provided with my influenza vaccine order?
No, vaccine administration supplies will not be provided for the influenza vaccine program. Providers should order as they had before the COVID-19 pandemic.
What if I do not have reliable internet access?
An alternative process to order is being developed.
What do I do with the unused influenza vaccine from last season?
Publicly funded vaccines and biologics from Manitoba Health should be returned to the Provincial Vaccine Warehouse. Please, follow Manitoba Health’s Return Procedure available at: www.gov.mb.ca/health/publichealth/cdc/div/docs/vbrpp.pdf.
For assistance with returning products contact the Provincial Vaccine Warehouse at 204-948-1333 or toll-free at 1-855-683-3306 or by email at vacmda@gov.mb.ca
Where can I find further information?
Further information and updates pertaining to influenza vaccine distribution, including shortages and/or delays, will be posted online at www.gov.mb.ca/flu/distribution and emailed to the providers’ email addresses provided at the time of registration.
How will the public know which providers are providing publicly funded flu vaccines?
Manitoba Health requests that health care providers continue to update their vaccine availability on the COVID-19 & Influenza Vaccine Finder Map at www.gov.mb.ca/covid19/vaccine/finder.html at least once a week.
