Guidance for Pharmacist Immunisers – how to order, store, transport and dispose of vaccines

​​ On this page

1. Eligibility requirements for access to National Immunisation Program and state-funded vaccines
2. Applying for a Vaccine Account Number (VAN) on the State Vaccine Centre (SVC)
   
3. Ordering National Immunisation Program and state-funded vaccines​
   
4. Acknowledging receipt of vaccine delivery
5. Mandatory vaccine storage and cold chain requirements

Eligibility requirements for access to National Immunisation Program and state-funded vaccines

Pharmacist immunisers are eligible to apply for a Vaccine Account Number (VAN) with the State Vaccine Centre if they meet all the requirements in the NSW Pharmacist Vaccination Standards and provide all requested information as part of the application process.

Pharmacist immunisers must ensure that they have the required knowledge for all vaccines that they intend to administer in accordance with the NSW Pharmacist Vaccination Standards.

To be able to order National Immunisation Program (NIP) and NSW state-funded vaccines, pharmacist immunisers need to have a Vaccine Account Number (VAN) on the NSW Vaccine Centre (SVC).

Applying for a Vaccine Account Number (VAN) on the State Vaccine Centre (SVC)

To register for a VAN for your pharmacy, visit the NSW Vaccine Centre and follow the prompts, noting that you will need to provide: 

• your pharmacy's Australian Immunisation Register (AIR) vaccination provider number
• principal accredited pharmacist immuniser's AHPRA number/expiry date 
• confirmation that all pharmacist immunisers have access to AIR to review and update vaccination records
• at least two certificates of completion for the NSW Health Vaccine Storage and Cold Chain Management online training module
  
• confirmation that you have a data logger for continuous temperature monitoring of the vaccine fridge 
• 72 hours of data logging and min and max temperature recordings of your vaccine fridge. 
  

Further details are available on registering for online vaccine ordering. Please contact your local Public Health Unit 1300 066 055 if you require assistance.

Please note, whenever there is a change of ownership, the new owner is required to apply for a new VAN with the State Vaccine Centre and should not use the VAN of the previous owner.

Ordering National Immunisation Program and state-funded vaccines

Once a VAN has been obtained, orders for NIP and state-funded vaccines, specific to the age groups, can be placed through the NSW Vaccine Centre. Allocation and ordering limits will apply.

Detailed instructions are available on How to order vaccines.

Acknowledging receipt of vaccine delivery

All National Immunisation Program and state-funded vaccine deliveries must be receipted through the NSW Vaccine Centre.

Further orders will not be possible if the delivery is not receipted. 

Detailed instructions are available on Receiving a vaccine delivery.

All NIP and state-funded vaccines must be stored separately from privately purchased vaccines and clearly labelled to ensure they are only used for patients in the eligible cohorts. Vaccine fridge basket stickers can be ordered using the NSW Immunisation Resource Order Form.

Mandatory vaccine storage and cold chain requirements

Vaccines are sensitive medicines that must be protected from light and stored within the temperature range of +2°C to +8°C at all times during storage and transport.

Pharmacist immunisers must follow the following requirements to ensure effective and potent vaccines are administered to patients:

• Store all vaccines in a purpose-built vaccine refrigerator at +2°C to +8°C in accordance with the National Vaccine Storage Guidelines ‘Strive for 5’.
• Ensure all vaccines are stored in their original cardboard packaging to protect them from light.
• Ensure the vaccine refrigerator's minimum, maximum and current temperatures are checked and recorded twice daily on the ‘Strive for 5’ – Vaccine fridge temperature chart, the thermometer is reset, and records are kept.
• All vaccine-specific refrigerators are continuously data logged using an electronic data logger programmed to alarm when a temperature outside the +2°C to +8°C is recorded, and the data logger report is downloaded, saved and reviewed weekly. Vaccine fridge temperature monitoring records must be retained for 2 years, and provided to the local Public Health Unit (PHU) if requested.
• Ensure all staff in the practice, including administrative staff, who are responsible for vaccine storage and cold chain management, successfully complete the NSW Health Vaccine Storage and Cold Chain Management online learning module.
• Ensure your pharmacy has a person responsible for vaccine management and a backup staff member to take responsibility in their absence.
• A vaccine storage self-audit must be completed every 12 months (and more frequently if there have been problems with equipment or cold chain breaches). Information on self-audits is available in the National Vaccine Storage Guidelines ‘Strive for 5’. The vaccine storage self-audit records must be retained for 2 years and provided to the local PHU if requested.
• Portable cooler temperature recordings for off-site/outreach immunisation services must be completed in accordance with the National Vaccine Storage Guidelines ‘Strive for 5’, retained for 2 years, and provided to the local PHU if requested.
• Instances of vaccine fridge temperatures outside the +2°C to +8°C range and/or light exposure involving NIP or NSW state-funded vaccines must be recorded and reported to the local PHU on 1300 066 055. Affected vaccines must be quarantined at +2°C to +8°C and labelled 'Do not use’ until further instruction is provided by the PHU. For further Information, refer to the NSW Cold Chain Breach Protocol. Cold chain breach and/or light exposure affecting privately funded vaccines must be consulted with the relevant manufacturers. Additional information on cold chain management is also available on Cold chain management.
• Vaccine refrigerators must be secured with locks if they are located in an area where members of the public, including vaccinees​, have access to, such as an immunisation service room or consultation room.
  
• Ensure there are processes in place to rotate vaccines and check their expiry date regularly. Bring vaccines with the shortest dates to the front of the refrigerator so they are used first. Expired NIP and state-funded vaccines must be recorded in the NSW Vaccine Centre Online Ordering System and disposed of appropriately.
• The local public health unit must be contacted on 1300 066 055 when an expired vaccine or a vaccine subjected to a light and/or cold chain breach has been inadvertently supplied and/or administered to an individual. The Safe Vaccine Storage Checklist can be used to help with the safe storage of vaccines.