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Vaccine service providers

Immunisation services in Queensland are provided by a range of healthcare providers including general practitioners, hospitals, community agencies and local councils. Service providers who wish to provide the free vaccines on the National Immunisation Program Schedule must be registered with the Queensland Health Immunisation Program (QHIP). Click or read below to find out more information.

The School Based Vaccination Program resource kit for Vaccine Service Providers provides guidelines, checklists, materials for distribution and suggestions on clinic layout. It should form the basis for development of vaccine service provider policies and procedures.

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How to become a registered vaccine service provider

To become an immunisation provider of vaccines supplied by Queensland Health, as part of the National Immunisation Program Schedule, you need to register with the program. Contact QHIP on (07) 3328 9888 for further information or to obtain a Vaccine Service Provider Registration Package.

If you wish to register to become a Yellow Fever provider contact the Communicable Diseases Branch on (07) 3328 9724 for advice. All requests for an application package must be in writing to the Senior Director, Communicable Diseases Branch, Queensland Health, PO Box 2368, Fortitude Valley, BC, Queensland 4006 or fax to (07) 3328 9782.

Moving address? Doctor has left the practice? New doctor joined the practice? Make sure you notify QHIP by phoning (07) 3328 9888.

How to order vaccine

Vaccine is available from QHIP for registered vaccine service providers. For further details on how to order vaccine, phone QHIP on (07) 3328 9888.

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Restricted vaccines

The following vaccines are not part of the National Immunisation Program. Further information on these vaccines and how to access them is available from:

Vaccine management and cold chain

Vaccines are delicate biological substances and must be stored between +2°C and +8°C. Vaccines exposed to temperatures outside this range may have to be considered ineffective and discarded. It is vital that vaccines are stored appropriately in order to:

A cold chain breach is when vaccine storage temperatures have been outside the recommended range of +2°C and +8°C. All temperatures recorded below +2°C or above +8°C involving government funded vaccines must be reported to QHIP.  (This does not include temperature deviations or excursions up to 12°C lasting no longer than 15 minutes when stocktaking or restocking). Prompt identification and reporting of a possible cold chain breach will prevent patients from being administered ineffective vaccine. The procedure for managing a cold chain breach is outlined below:

  1. Isolate the vaccines immediately to prevent further use (e.g. put a sign on the refrigerator door) and notify relevant staff.

  2. Keep vaccines refrigerated between +2°C and +8°C (using alternative storage if necessary).

  3. Contact QHIP on (07) 3328 9888 during business hours as soon as possible to notify of the breach and to seek advice. If after hours, keep vaccines isolated until the next business day.

  4. Have important details on hand including your vaccine service provider number, date of the breach, the minimum and maximum temperature reading, when the thermometer was last reset, how long you think the temperature was outside +2°C and +8°C and what you think was the cause of the cold chain breach.

  5. Do NOT discard any vaccine unless advised by QHIP.

  6. A notification will be sent to the local Public Health Unit for follow-up with your practice.

The Public Health Unit will advise on the vaccines and help you take active steps to correct the problem and prevent it from happening again. Record notes on your temperature log about what happened and how the problem was corrected.

For privately purchased vaccines, contact the manufacturer for advice.

The National Vaccine Storage Guidelines ‘Strive for Five’ provides comprehensive information about safe vaccine storage. All Vaccine Service Providers should be familiar with these guidelines.

For a quick reference to the national guidelines in the Queensland context, see the General Practice Queensland KISS Guide to Vaccine Management.

Queensland Health facilities should refer to the Guideline for the Storage, Transportation and Handling of Refrigerated Medicines, Vaccines and Blood in Queensland Health facilities.

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Adverse Events Following Immunisation (AEFI)

Reporting of an AEFI is an important part of surveillance to monitor vaccine and immunisation program safety.

An AEFI is described as “a serious, uncommon or unexpected event following immunisation. Such an event may be caused by the vaccine or may occur by chance after immunisation (i.e. it would have occurred regardless of vaccination)”. Mild events, such as fever, pain or redness at the site of injection, commonly follow vaccination by some vaccines and should be anticipated.

Under the Public Health Act 2005, immunisation providers are required to report any adverse events following immunisation directly to Queensland Health.

To report an AEFI, complete an AEFI reporting form and fax it to the number on the form. Queensland Health will forward this information to the Therapeutic Goods Administration (TGA) for the Advisory Committee on the Safety of Medicines (ASCOM) to enable national monitoring and reporting of AEFI in Australia. You do not need to complete a TGA form.

For more information on AEFI, contact your local Public Health Unit.

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Immunisation Catch-up

Every opportunity should be taken to review an individual's vaccination history and, based on documentation, administer the appropriate vaccine/s. If the individual has not received vaccine/s scheduled in the National Immunisation Program appropriate for his/her age, plan and document a catch-up schedule and discuss this with the individual. The assessment of vaccination status should be based on the schedule for the State/Territory in which the individual is residing.

The objective of catch-up vaccination is to complete a course of vaccination and provide optimal protection as quickly as possible. The information and tables in The Australian Immunisation Handbook 10th Edition will assist in planning a catch-up schedule. If the service provider is still uncertain about how to plan the catch-up schedule, expert advice should be sought from your local Public Health Unit.

The Health (Drugs and Poisons) Regulation 1996

Under Queensland legislation, only certain professions are able to administer scheduled medicines, including vaccines under the Health (Drugs and Poisons) Regulation 1996. The Information for Nurses section of this website also provides information about the authorities granted to different classes of nurse professionals under the regulation.

Vaccination records

Service providers who immunise with vaccines provided through the National Immunisation Program need to complete a Vaccination Record Form for each dose of vaccine given for each patient. These records should be sent for record keeping to Queensland Health’s Vaccination Information and Vaccination Administration System (VIVAS) every week. Vaccination Record Forms are available by calling QHIP on (07) 3328 9888.

If you use a computer program to record vaccinations, QHIP must approve the format of your record to ensure the information is complete. All vaccines provided by QHIP must be recorded.

As a service provider, a record of vaccination should be held in the individual patient files at your medical practice. For immunisation records from 1996 on, you can also contact the Australian Childhood Immunisation Register (ACIR) on 1800 653 809 with the parent/guardian’s consent, to check a child’s immunisation history.

Alternatively, VIVAS has been recording vaccinations since 1996 and you as an immunisation provider can contact the nearest Public Health Unit for a child’s immunisation history. Due to privacy laws, parents cannot directly access these records from the Unit.

Please note that ACIR and Queensland Health only record vaccines funded under the National Immunisation Program; private vaccines (such as travel vaccinations) may not be recorded. Be aware that depending on the age of the child, they may not have a complete history of childhood vaccinations.

Queensland Health does have records of:

Hepatitis B vaccination became part of the National Immunisation Program Schedule in 2000. Therefore unless a child was vaccinated against hepatitis B as part of a specific program or the vaccine was purchased with a doctor’s prescription, the child will not have been vaccinated.

For Human Papillomavirus (HPV) vaccination records, contact the National HPV Vaccination Program Register on 1800 478 734 or email

Students who are immunised through the School Based Vaccination Program receive an immunisation record to take home. Parents or students are encouraged to ask service providers to record this vaccination the next time they visit.

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QHIP forms

Vaccination record form - contact QHIP on (07) 3328 9888

Forms for Immunisation History, Medical Contraindication and Conscientious Objection are available from the Australian Childhood Immunisation Register at Medicare.

Immunisation Handbook and Schedules

See factsheets and publications, links, and contacts, for a full list of resources.

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Last Updated: 16 April 2014
Last Reviewed: 24 August 2011