Vaccine Receival Protocol
A vaccine receival protocol helps protect the cold chain when vaccines arrive at a clinic, pharmacy or healthcare facility.
This guide covers checking deliveries, cold chain monitors, batch records, expiry dates, immediate PBVR storage and what to do if a vaccine delivery may have breached temperature requirements.
Why vaccine receival matters
Vaccine receival is a critical part of cold chain management. Vaccines must be protected from temperature fluctuations from the time they are delivered until they are placed into suitable monitored storage.
Australia’s National Vaccine Storage Guidelines: Strive for 5 state that vaccines should be transferred immediately into a purpose-built vaccine refrigerator, or PBVR, after delivery receipt.
Who should receive vaccine deliveries?
A suitably authorised and trained staff member should accept vaccine deliveries. Staff responsible for receiving vaccines should understand cold chain requirements, know where vaccines must be stored, and know what to do if there is a problem with the delivery.
The facility’s vaccine management protocol should identify who is responsible for receiving vaccines and who acts as the backup person when the primary staff member is unavailable.
Check the cold chain monitor
Vaccine deliveries should be accompanied by a cold chain monitor. Check the monitor immediately when the delivery arrives and follow the relevant delivery instructions.
If there is no cold chain monitor with the delivery, do not accept the vaccines unless advised otherwise by the relevant authority or supplier. Contact the appropriate state or territory health department or supplier for advice.
Record vaccine delivery details
When vaccines are received, record the delivery details before placing the vaccines into storage. These records help with stock control, expiry management, audits and cold chain investigations.
Record details such as:
- Date of receipt.
- Vaccine types received.
- Number of vaccines received.
- Batch numbers.
- Expiry dates.
- Delivery paperwork details.
- Cold chain monitor result, where applicable.
Move vaccines to the PBVR immediately
Vaccines must be transferred to a purpose-built vaccine refrigerator, or PBVR, immediately after delivery receipt. They should not be left at ambient room temperature.
Before placing vaccines into the PBVR, check that the refrigerator temperature is within the recommended +2°C to +8°C range.
Keep vaccines in original packaging
Vaccines should be stored in their original packaging with the packaging kept closed. Original packaging helps protect vaccines from temperature fluctuations and ultraviolet light exposure.
If vaccines are left out of their packaging or exposed to unsuitable conditions, contact the relevant state or territory health department for advice before using them.
Check expiry dates and rotate stock
Check vaccine expiry dates when new stock arrives. Vaccines with the shortest expiry dates should be moved to the front of the PBVR so they are used first.
Good stock rotation reduces waste and helps ensure vaccines are used before expiry.
Avoid overcrowding the PBVR
Do not overfill the PBVR. Overstocking can restrict airflow and reduce the likelihood of stable, consistent temperatures throughout the cabinet.
Vaccines should be arranged so air can circulate around them. Do not block fans, place vaccines on the floor of the PBVR, or push vaccines against cabinet walls or cold spots.
What to do if something is wrong
If there is a discrepancy between the delivery paperwork and the vaccines received, report it according to your vaccine management protocol.
If the cold chain monitor indicates a possible breach, or if vaccines may have been exposed to temperatures outside the recommended +2°C to +8°C range, isolate the affected vaccines, keep them refrigerated, and seek advice before using or discarding them.
Cold chain breach steps
If a cold chain breach is suspected, label the affected vaccines “Do not use / Do not discard” and keep them refrigerated between +2°C and +8°C where possible.
Contact the relevant state or territory health department for advice. They may require details such as the date and time of the breach, vaccine types, batch numbers, expiry dates, temperature records and data logger information.
Include receival steps in your vaccine management protocol
Every facility storing vaccines should have a written vaccine management protocol. The protocol should explain how vaccines are ordered, received, checked, stored, rotated and monitored.
It should also include instructions for reporting cold chain breaches, managing power failures, downloading temperature records and training staff involved in vaccine storage.
Need help with vaccine storage equipment?
ENLAKE supplies purpose-built vaccine refrigerators, medical fridges, data loggers, cold chain monitoring equipment and UPS options for Australian healthcare facilities. Contact ENLAKE if you need help choosing a vaccine fridge, PBVR or monitoring system for your facility.
