Universal Influenza Immunization Program (UIIP)
Organizations applying to participate in the 2017/18 UIIP
Organizations interested in participating in Ontario’s 2017/18 Universal Influenza Immunization Program (UIIP) are required to complete the annual application process for approval to receive and administer publicly funded influenza vaccine.
The deadline to submit completed application forms is June 30, 2017 by 11:59 pm EDT.
Application forms (i.e., Prequalification Form, User Agreement Application) must be completed electronically and submitted by e-mail to UIIP.MOH@ontario.ca. Keep a copy of your sent e-mail and submitted application form for your records.
Please note that the Ministry of Health and Long-Term Care (the ministry) will not accept:
- Scanned applications forms submitted by e-mail
- Applications received by mail, courier or fax
- Applications that are not in Portable Document Format (.pdf)
- Applications from previous years
2017/18 Prequalification / User Agreement Application Process
The annual application process for participation in the Universal Influenza Immunization Program (UIIP) consists of:
Step 1: Submitting the Application Form
Please ensure that the information provided on the application form is complete and accurate, as this information will be used for communicating information regarding the 2017/18 UIIP.
By submitting the application form, you and your organization agree to comply with all the terms and conditions outlined in the application form as well as the Vaccine Storage and Handling Guidelines. Failure to comply may impact your participation in the UIIP and/or access to publicly funded influenza vaccines.
Please click on the link below to access:
- Prequalification Form for Health Care Agencies and Other Organizations
- User Agreement Application for Pharmacies with Trained Pharmacists
The deadline to submit completed application forms is June 30, 2017 by 11:59 pm EDT.
Application forms (i.e., Prequalification Form, User Agreement Application) must be completed electronically and submitted by e-mail to UIIP.MOH@ontario.ca. Keep a copy of your sent e-mail and submitted application form for your records.
Step 2: Preparing for and Completion of Cold Chain Inspection by Local Public Health Unit
Following review and approval of your submitted application form, you will be contacted by your local public health unit with additional information on the cold chain inspection process, which is conducted on the refrigerator that will be storing publicly funded influenza vaccine.
The cold chain inspection process varies across public health units. Public health units may, for example:
- Pre-arrange a cold chain inspection visit at a specific date and time; or
- Provide your organization with the overall time period in which they will be conducting cold chain inspections, and request that your organization be prepared for a visit at any time during this period.
Public health units will likely have only one opportunity to conduct the required cold chain inspection for your organization. To prepare for this inspection, which will assess your organization’s adherence to provincial Vaccine Storage and Handling Guidelines, please review the following materials and ensure that you are in compliance with the requirements:
Provincial Vaccine Storage and Handling Requirements Fact Sheet
Vaccine Storage and Handling Guidelines
Vaccine Temperature Log Book
Step 3: Receipt of UIIP Implementation Materials
Should your organization meet all requirements to participate in the 2017/18 UIIP, you will receive additional information and materials, including your vaccine order form, via e-mail from the ministry prior to the official launch of the 2017/18 UIIP.
The 2017/18 UIIP implementation materials will also be available at www.ontario.ca/influenza prior to the official launch of the 2017/18 UIIP (i.e., September 2017, exact date to be confirmed).
2017/18 Application Forms
Please click on the link below to access:
- Prequalification Form for Health Care Agencies and Other Organizations
- User Agreement Application for Pharmacies with Trained Pharmacists
Tips for Submitting 2017/18 Application Forms
Please follow the steps below to complete, save and send your application:
- Install Adobe Acrobat Reader on your computer. You can download this free software from the Adobe website. (Forms opened and saved using alternative programs may alter the properties of the form and thus may prevent the ministry from opening your application).
- Open the application form (“4282-64E” or “4871-64E” depending on the Application) using Adobe Acrobat Reader. If you are unable to open the application form, please check that you have the minimum browser requirements.
- Fill out all fields in the application form, including the initials on the bottom of every page.
- When you have completed the form click file, then save as from the drop down options.
- Click save (you do not need to rename the document).
- Close the application form and go to the location where you saved the file. Open the file and double-check that all fields are completed. Edit and resave as required.
- Open your email application.
- Create a new email.
- Attach the application form (if you did not change the name of the document it will be titled “4282-64E” or “4871-64E” depending on the Application) to the email.
- Prior to sending the email, open your attached application form to ensure that you are sending the correct document.
- Send the email to UIIP.MOH@ontario.ca.
- Once the e-mail has been sent, a copy will be saved in your sent folder. You must save a copy of this e-mail for your records as proof of submission.
Please note that the ministry will not accept:
- Scanned applications forms submitted by e-mail
- Applications received by mail, courier or fax
- Applications that are not in Portable Document Format (.pdf)
- Applications from previous years
Please contact UIIP.MOH@ontario.ca prior to the deadline if you experience any technical difficulties with submitting your application.
Application Deadline
The deadline to submit completed application forms is June 30, 2017 by 11:59 pm EDT.
Application forms (i.e., Prequalification Form, User Agreement Application) must be completed electronically and submitted by e-mail to UIIP.MOH@ontario.ca. Keep a copy of your sent e-mail and submitted application form for your records.
Frequently Asked Questions: Health Care Agencies and Other Organizations
Prior to reviewing the Frequently Asked Questions, please review the 2017/18 Prequalification Form and/or User Agreement Application as it contains the required information. Should you have any additional questions, following your review of the Frequently Asked Questions, do not hesitate to contact UIIP.MOH@ontario.ca.
Health care agencies and other organizations interested in participating in the Universal Influenza Immunization Program (UIIP) are required to complete the Prequalification Form. The Prequalification Form outlines the requirements that health care agencies and other organizations must meet to order, store, transport and administer publicly funded influenza vaccine.
Q1: My organization is interested in participating in the UIIP. Do I have to complete the prequalification process?
Q2: My/Our organization has arranged for a physician, nurse practitioner or approved external health care agency to provide immunizations, can the vaccine refrigerator be located within the boundaries of my organization?
Q3: Can a pharmacist enter my/our organization and immunize our residents and/or employees?
Q4: Do we need to send the ministry proof of insurance?
Q5: How do I apply to have more than one vaccine refrigerator location inspected?
Q6: Will our organization need to contact the public health unit in our jurisdiction to conduct a cold chain inspection of our refrigerator?
Q7: I am having challenges submitting the completed Prequalification Form. Where can I get help?
Q1: My organization is interested in participating in the UIIP. Do I have to complete the prequalification process?
A1: Any organization that will have its employees (i.e., regulated health care professionals) storing, handling and administering publicly funded influenza vaccine using a medical directive or direct medical orders must complete a prequalification form to participate in the UIIP.
These organizations include:
- Health care/nursing agency (i.e., an organization that provides health care in the home or workplace)
- Retirement home
- Educational institution (i.e., child care facilities, elementary, secondary and post-secondary institutions)
- Workplace with an occupational department or medical/nursing staff administering vaccine
- Private hospital
- Provincial or federal government facility (e.g., developmental or mental health facility)
- Shelter (e.g., homeless, youth shelters with occupational health departments or medical/nursing staff administering vaccine)
- Emergency Medical Services
- Correctional and youth justice facility that is not government-run
- Pharmacies that offer health care agency services
Organizations that are not storing, handling and administering publicly funded influenza vaccine must arrange for a physician, nurse practitioner or a health care agency that has been approved to participate in the UIIP to be responsible for the vaccine storage, handling and administration of the vaccine.
The following organizations do not need to prequalify to participate in the UIIP:
- Health Care Providers who bill OHIP;
- Community Health Centres;
- Long-Term Care Homes;
- Public Hospitals;
- Community Care Access Centres;
- Family Health Teams with at least one affiliated physician/nurse practitioner in a blended capitation payment model or in a blended salary model;
- Provincial or federal government-run correctional and youth justice facilities.
Q2: My/Our organization has arranged for a physician, nurse practitioner or approved external health care agency to provide immunizations, can the vaccine refrigerator be located within the boundaries of my organization?
A2: No, the physician, nurse practitioner, or approved health care agency is responsible for ordering, storing, transporting and administering the publicly funded influenza vaccine.
If your organization intends to store publicly funded influenza vaccine, the following requirements must be met:
- You have on staff at least one member of a regulated health professional who is authorized by a Health Professions Act to administer a substance, specifically influenza vaccine.
- Submit a completed 2017/18 Prequalification Form for review and approval by the ministry.
Q3: Can a pharmacist enter my/our organization and immunize our residents and/or employees?
A3: Pharmacists may only administer publicly funded influenza vaccine to patients in their private home or in a retirement home to individuals who are unable to attend the pharmacy due to a physical and/or mental condition and are provided with dispensing services from that pharmacy.
Q4: Do we need to send the ministry proof of insurance?
A4: As described in the Prequalification Form, organizations administering influenza vaccine shall maintain a policy of comprehensive general liability insurance. Submission of proof of insurance is no longer a requirement of the prequalification process. However, at any time the ministry may request a copy of the certificate of insurance.
Q5: How do I apply to have more than one vaccine refrigerator location inspected?
A5: Please submit one Prequalification Form for each vaccine refrigerator location.
Q6: Will our organization need to contact the public health unit in our jurisdiction to conduct a cold chain inspection of our refrigerator?
A6: No. After the ministry has reviewed and approved your Prequalification Form, your local public health unit will contact you either by email, fax or telephone with information regarding the cold chain inspection process.
The cold chain inspection process varies across public health units. Public health units may, for example:
- Prearrange a scheduled cold chain inspection visit at a specific date and time; or
- Provide your organization with the overall time period in which they will be conducting cold chain inspections, and request that your organization be prepared for a visit at any time during this period.
Q7: I am having challenges submitting the completed Prequalification Form. Where can I get help?
A7: Please refer to the section “Tips for Submitting 2017/18 Application Forms” for a helpful step-by-step guide. If you continue to experience technical difficulties with submitting your application, please contact UIIP.MOH@ontario.ca prior to June 30, 2017 by 11:59 pm EDT for assistance.
Frequently Asked Questions: Pharmacies with Trained Pharmacists
Prior to reviewing the Frequently Asked Questions, please review the 2017/18 Prequalification Form and/or User Agreement Application as it contains the required information. Should you have any additional questions, following your review of the Frequently Asked Questions, do not hesitate to contact UIIP.MOH@ontario.ca.
Pharmacies interested in participating in the Universal Influenza Immunization Program (UIIP) and who have a pharmacist trained to administer vaccine are required to complete the User Agreement. The User Agreement outlines the requirements that pharmacies must meet to order, store, transport, and administer publicly funded influenza vaccine.
Q1: How often does our pharmacy need to submit a User Agreement and receive a cold chain inspection of our refrigerator in order to participate in the UIIP?
Q2: Can our pharmacy participate in the UIIP if: our pharmacy does not have a trained pharmacist; or our pharmacy has a trained pharmacist, but he/she will not have his/her injection training registered with the Ontario College of Pharmacists (OCP) on or before June 30, 2017?
Q3: My pharmacy does not have a trained pharmacist; however, we are planning to hire a prequalified health care agency. Do we need to complete the User Agreement?
Q4: We are a pharmacy that will be receiving our OCP Accreditation Number between July 1, 2017 and September 15, 2017, how can I participate in the 2017/2018 UIIP?
Q5: My pharmacy received my OCP Accreditation Number on or prior to June 30, 2017 but has not received their ODB Account Number. Can I still apply?
Q6: Will our pharmacy need to contact the public health unit in our jurisdiction to conduct a cold chain inspection of our refrigerator?
Q7: If my pharmacy will be or is planning to change ownership who should apply to participate in the UIIP?
Q8: I am having challenges submitting the completed User Agreement Application. Where can I get help?
Q1: How often does our pharmacy need to submit a User Agreement and receive a cold chain inspection of our refrigerator in order to participate in the UIIP?
A1: The following must be submitted or conducted at enrolment and every year thereafter in order to participate in each season of the UIIP:- User Agreement
- Cold chain inspection of refrigerator that will be storing publicly funded vaccines.
Q2: Can our pharmacy participate in the UIIP if:
- our pharmacy does not have a trained pharmacist; or
- our pharmacy has a trained pharmacist, but he/she will not have his/her injection training registered with the Ontario College of Pharmacists (OCP) on or before June 30, 2017?
A2: Pharmacies must have at least one trained pharmacist by June 30, 2017 in order to receive, administer and store publicly funded vaccine through the 2017/2018 UIIP. This trained pharmacist must register his/her training with the Ontario College of Pharmacists (OCP). The ministry will verify with the OCP that the pharmacist is certified to administer vaccines.
If you do not have a trained pharmacist by the June 30, 2017 deadline, your pharmacy can still participate in the 2017/2018 UIIP by hiring a pre-qualified health care agency. A list of prequalified health care agencies will be listed on the Ministry of Health and Long-Term Care’s (the ministry) website at www.ontario.ca/flu once available. In this case, you should not submit a User Agreement on behalf of your pharmacy. See Q3 for additional information.
Q3: My pharmacy does not have a trained pharmacist; however, we are planning to hire a prequalified health care agency. Do we need to complete the User Agreement?
A3: If your pharmacy does not have a trained pharmacist and will be using a pre-qualified health care agency to administer influenza vaccine, you should not complete a User Agreement. It is the health care agency’s responsibility to pre-qualify with the ministry and pass the required cold chain inspection.
Q4: We are a pharmacy that will be receiving our OCP Accreditation Number between July 1, 2017 and September 15, 2017, how can I participate in the 2017/2018 UIIP?
A4: There will be a separate application process for newly accredited pharmacies who have received their OCP Accreditation Number between July 1, 2017 and September 15, 2017. The ministry will be sending information directly to these newly accredited pharmacies.
Q5: My pharmacy received my OCP Accreditation Number on or prior to June 30, 2017 but has not received their ODB Account Number. Can I still apply?
A5: You should submit the required application (i.e., User Agreement) for your pharmacy, and input 000 in the section where an ODB Account Number is requested. Please note in your email when submitting your completed application to the ministry that your pharmacy has not received their ODB Account Number. Please submit an updated User Agreement once the pharmacy has been assigned an ODB Account Number.
Q6: Will our pharmacy need to contact the public health unit in our jurisdiction to conduct a cold chain inspection of our refrigerator?
A6: No. After the ministry has reviewed and approved your User Agreement, your local public health unit will contact you either by email, fax or telephone with information regarding the cold chain inspection process.
The cold chain inspection process varies across public health units. Public health units may, for example:
- Prearrange a scheduled cold chain inspection visit at a specific date and time; or
- Provide your pharmacy with the overall time period in which they will be conducting cold chain inspections, and request that your pharmacy be prepared for a visit at any time during this period.
Q7: If my pharmacy will be or is planning to change ownership who should apply to participate in the UIIP?
A7: If the new owner will be in place prior to June 30, 2017, then the new owner should apply to participate in the UIIP on or prior to June 30, 2017.
If the change of pharmacy ownership will not take place prior to June 30, 2017, then the current owner should apply to participate in the UIIP prior to or on June 30, 2017. An updated User Agreement should be submitted once the new owner is in place. If the previous owner did not submit an application on or prior to June 30, 2017, the pharmacy will not be able to participate in the 2017/18 UIIP.
Q8: I am having challenges submitting the completed User Agreement Application. Where can I get help?
A8: Please refer to the section "Tips for Submitting 2017/18 Application Forms" for a helpful step-by-step guide. If you continue to experience any technical difficulties with submitting your application, please contact UIIP.MOH@ontario.ca prior to June 30, 2017 by 11:59 pm EDT for assistance.
Contact
For questions regarding the 2017/18 Prequalification/ User Agreement application process, please email the ministry at UIIP.MOH@ontario.ca.
For questions regarding vaccine storage and handling and the cold chain inspection process, please contact your local public health unit.
