Weekly COVID-19 and Influenza Ordering

The COVID-19 and Influenza Immunization programs requires annual pharmacy enrolment to receive vaccine allocations at the start of the campaign. Because vaccine supply arrives gradually throughout with each program, initial distribution is carefully managed to balance supply, demand, and regional access needs.  Learn more about the fall vaccine allocation enrolment here.

Once the supply and demand stabilizes, weekly vaccine ordering typically begins. Weekly ordering for the Fall respiratory program has historically begun around the third week of November. 

More information on the start date and instructions on weekly ordering will be provided through the BCPhA's weekly B.C. Immunization Program: Pharmacy Operations Update as the Fall program gets underway. 

COVID-19 mRNA vaccine ordering instructions

DO NOT POST APPOINTMENTS UNTIL YOU RECEIVE THE SUPPLY TO PREVENT OVERBOOKING.

Requirements for order approval

Before submitting an order, please ensure your on-hand inventory is accurate to avoid delays in order approval. Confirm all of the following items have been completed by checking the corresponding boxes before submitting a request for additional doses.

Check all items that have been recently completed for inventory reconciliation (for new pharmacies, please check all boxes).

• I understand my order may be denied or adjusted as demand continues to decline and to minimize wastage.
• I have completed the "confirm transfer" of all distributions in ImmsBC.
• I have entered all wastage details in ImmsBC
• Dose count on ImmsBC Health Supply Console for my pharmacy is accurate in terms of inventory currently on hand. MY ORDER MAY BE DENIED IF I DO NOT UPDATE MY TRUE INVENTORY ON HAND.

Order adjustments in effect:
There is limited supply of COVID-19 and influenza vaccines. To minimize wastage, your order will only be approved if you meet any of the following criteria:

• There is insufficient appointment/vaccine availability in your Community Health Services Area (CHSA) to service the current demand, and your pharmacy does not have sufficient vaccines for 1.5-2 weeks of appointment.
• Request for supply is for 1.5-2 weeks, based on the anticipated decline in demand and your pharmacy's utilization rate in the most recent week.

We will contact all pharmacies by email only if your order was adjusted or denied.

We expect many orders will be denied as demand has been declining substantially compared to the peak week and will continue to decline by the time these vaccines are delivered.

Imperial, K&F, McKesson, Unipharm Pharmacies

• The deadline to place an order for COVID-19 vaccines is Thursday, 11:00 a.m. PT weekly, except for long weekends, where the cut-off would be Wednesday, 11:00 a.m. PT.
• Vaccines are delivered by your pharmacy distributor 8-14 days after the order deadline.
• TO PREVENT OVERBOOKING DO NOT POST APPOINTMENTS UNTIL YOU RECEIVE SUPPLY.
• Submit your order here.

Gamma Pharmacies 

Your distributor breaks down orders by the vial, so please use the online form below.

• The deadline to place an order for COVID-19 vaccines is Thursday, 11:00 a.m. PT weekly, except for long weekends, where the cut-off would be Wednesday, 11:00 a.m. PT.
• Your pharmacy distributor will confirm your shipment timelines.
• Submit your order here.

Matrix Pharmacies 

Please do not use the order form above.

Please contact your Rx specialist for vaccine order deadlines as they are submitted to the BCPhA and the provincial vaccine team for weekly approvals centrally from your head office.  

After placing an order:

1. All orders will be reviewed on the Friday after the weekly Thursday night cut-off based on each pharmacy's utilization, appointment bookings and supply on hand.  Adjustments for declining demand will also be applied.
2. By Monday, a review of community demand, and vaccine availability will be reviewed to determine the needs of the community.
3. Pharmacies in communities that have insufficient vaccines to meet demand will have their orders reviewed and adjusted. Pharmacies not in those communities will be denied any orders to avoid wastage.
4. By Tuesday, the orders remaining will be reviewed by the BCCDC for approval.
5. Vaccines will then be sent from the BCCDC to pharmacy distributors to fulfill these orders.
6. Orders will be shipped 8 to 14 days from the order deadline
   • Your distributor will not contact you about your delivery date until closer to the delivery, please do not reach out to your distributor or the BCPhA regarding your delivery date as this will not be known outside of the 8-to-14-day window.
7. Do not schedule appointments until you receive your vaccines.

NOTE: ImmsBC entries do not generate orders for COVID-19 or influenza vaccines (i.e. do not use the “Create Requisition” function). Instead, this function is used to track inventory shipped to pharmacies.  Click here to learn more.

Adjusting or cancelling a previous COVID-19 mRNA vaccine order:

• If a submission needs to be adjusted or cancelled, resubmit a new order form and choose the option indicating you are replacing the previous submission. Only the newest order submitted will be approved; orders will not be combined. 
• Note: Orders cannot be placed through ImmsBC nor Public Health.
• If you have an urgent request for vaccine please contact Immunization Support, not your distributor.

Influenza vaccine ordering instructions

Once the supply and demand stabilizes, weekly vaccine ordering begins.  Influenza ordering is managed directly with your pharmacy distributor typically starting around the third week of November.  As there is limited supply, pharmacy weekly orders are also limited.