Setting your pharmacy profile – BC Pharmacy Association

After enrolling and receiving approval for your pharmacy to be listed on the ImmsBC system, you will need to setup your pharmacy profile must be compete prior to setting up your appointment scheduler setup your pharmacy profile (instructions below).

Searching for your pharmacy on ImmsBC

An ImmsBC pharmacy profile has already been created for you, if you cannot find your pharmacy, DO NOT create your own pharmacy profile as this profile will not receive inventory, not be linked for PharmaNet payment and cannot complete vaccine administrations.
Go to the Clinic-In-a-Box area and use the global search bar at the top to search.
If you are part of a chain or banner, instead of searching by your chain or banner name, search by the store number (e.g., #1234)
Search by the name exactly as registered with the College of Pharmacists of BC, not what you refer to your pharmacy as.
If the screen has a lot of red colours you are in the training environment which is a test area so you will not find your pharmacy. Please use the link to the live environment found at the bottom of this page.
DO NOT rename your pharmacy as it may impact your pharmacy vaccine orders.
If you are a new pharmacy and still cannot find your pharmacy, please contact us .

Confirm pharmacy name and address on ImmsBC

After locating your pharmacy "Profile":

Confirm the name of your pharmacy does not have an errors.
Please don’t change your pharmacy name in ImmsBC, the pharmacy "Profile" or "Supply Location". Any unauthorized changes may impact your pharmacy vaccine order or your pharmacy's searchability to the public.
Please contact immunizationsupport@bcpharmacy.ca if you require assistance with any errors to your pharmacy name or address.

Troubleshooting: Pharmacy not appearing in ImmsBC

If your pharmacy isn’t appearing in ImmsBC please review the start-up steps. You must have completed the basic ImmsBC training on the BCPhA website. If you or your staff member doesn’t have a BCPhA account, please sign up here.

Set pharmacy status to "Active"

Your ImmsBC pharmacy profile must be set to “Active” on the upper righthand side of the details page (Clinic in a Box app) or you will not be visible for appointment bookings.

Selecting your pharmacy's vaccine & MACS options

Next you will need to setup your service offerings for Immunizations and/or Minor Aliments and Contraception Service (MACS).

Selecting pharmacy vaccine options

There are various "Vaccine Information" descriptors available. This allows pharmacies to accept appointments for those ages 4+ for flu without allowing those under 12 to book for COVID-19 vaccinations.

This function is to control your pharmacy's visibility in search based on what vaccines your pharmacy is currently offering.

It also allows pharmacies to remove vaccine booking options if you run out of a particular vaccine (e.g., if you run out of bivalent, but want to continue flu and monovalent or if you run out of Fluzone QIV and only have Fluad for those 65+). This will prevent further appointment bookings for those services going forward until you have more vaccines on hand.

The listing of these options will impact the visibility of your pharmacy's appointment availability immediately if you do not update your Vaccine Information selections on your pharmacy's profile on ImmsBC.

Please follow the steps below to update:

1. Log in to "ImmsBC"

2. Go to the "Clinic In a Box" area

3. Search for your pharmacy and open your pharmacy "Profile"

4. From the "Details" tab, click on the edit pencil beside "Vaccine Information"

5. New Options Available:

• "COVID-19 mRNA vaccine — 12+" vaccines (do not select the "bivalent option")

• Do not select “C19 mRNA vaccine – 5 to 11” or “C19 mRNA vaccine – 6 months to 4 years” to prevent bookings for children

7. Click on "Save"

8. Review the options selected in "Vaccine Information" to ensure it has been saved.

Selecting Vaccine Options

To accept flu appointments, please update your “Vaccine Information” based on your flu vaccine supply and update the “Minimum Age” if appropriate.

If you run out of a particular vaccine during the campaign, you can remove any of the vaccine selections to prevent further appointment bookings for that vaccine going forward.

Fluad

Vaccine Information option - “Influenza (Injectable) – 65+”

Fluzone/Flulaval

Vaccine Information option - “Influenza (Injectable) – 6 months to 64”
Minimum Age = 4, if you plan to provide to young children
Minimum Age = 12, if you do not plan to provide to children

FluMist

Vaccine Information option – “Influenza (Nasal Spray) – 2 to 17”
Minimum Age = 4, appointments for <4 would have to be booked manually

Moderna or Pfizer XBB.1.5

COVID-19 mRNA vaccine – 12+
Be sure to remove the old option "COVID-19 mRNA bivalent vaccine - 12+"

Novavax

COVID-19 non-mRNA vaccine (Novavax) – 12+

Selecting MACS Options

Pharmacies can select which MACS types they offer. The public will only be able to book appointments at your pharmacy based on the service types you have selected.

To select your MACS types please follow the steps below (only available to the Pharmacy's Imms Admins):

1. Log in to "ImmsBC"

2. Go to the "Clinic In a Box" area

3. Search for your pharmacy and open your pharmacy "Profile"

4. From the "Details" tab, click on the edit pencil beside "Minor Ailments and Contraception"

5. Select all applicable services that your pharmacy is offering

7. Click on "Save"

8. Review the options selected to ensure it has been saved.

9. Additional accessibility options can be added by clicking on the edit pencil beside "Services", this includes adding whether your pharmacy has a private consultation area.

Training guides on this topic are available below:

ImmsBC MACS Clinic Management User Guide (June 2023)

ImmsBC MACS Clinic Management Video (June 2023)

Next Steps

For Immunizations

After you have setup your pharmacy profile and services, you will then need to order vaccines and await their arrival prior to adding appointment blocks. You will also need to receive them (confirm transfer) via ImmsBC Inventory Management.

For MACS

After you have setup your pharmacy profile and services, you may proceed with adding appointment blocks in Scheduler.