COVID-19 Resources for Health Professionals

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Respiratory & Gastrointestinal Outbreak Reporting Form

This form is for reporting suspect or confirmed cases of gastrointestinal or respiratory illnesses (e.g., COVID-19, Influenza, ARI) in the following high-risk settings:

  • Hospitals
  • Long-term care homes
  • Retirement Homes
  • Congregate Living Settings
  • Emergency Shelters

Note: As per Public Health Ontario, congregate living settings refer to a range of facilities where people (most or all of whom are not related) live or stay overnight and use shared spaces (e.g., common sleeping areas, bathrooms, kitchens) including correctional facilities, child or youth residential settings, group homes, and shelters.

COVID-19 vaccines

Recommendations for a spring 2025 COVID-19 vaccine are now available for individuals at increased risk of severe illness. For more information and to access the COVID-19 vaccine fact sheet for health care providers, visit Ontario’s COVID-19 Vaccine Program page.

Primary care COVID-19 vaccine onboarding process

To be eligible to participate in the COVID-19 vaccine program, you:

Please email COVIDPartners@regionofwaterloo.ca to start the onboarding process or to attend an in-person training on drawing-up COVID-19 vaccines or using COVaxON. OntarioMD also offers virtual COVaxON training to all primary care practice staff offering vaccination clinics. All primary care practices/offices are strongly encouraged to attend an OntarioMD COVaxON Training as part of onboarding. Register here for a training session.

Ordering COVID-19 vaccine and supplies

Orders for vaccine must be submitted using the Online Vaccine Inventory System. To access the system, staff will need to register using the unique invite code provided by Public Health. If you do not yet have an account, please email COVIDPartners@regionofwaterloo.ca

Order requests must be submitted no later than 48 hours prior to your clinic start. For Monday delivery the order needs to be submitted by noon on Thursday and for Tuesday delivery by noon on Friday. Medical Services Courier will deliver your vaccines between the hours of 9 a.m. - 12 p.m. Deliveries will not occur on weekends.

If you find yourself in a situation where you require a last minute delivery, Public Health will try to accommodate, where possible. If last minute deliveries are needed, please email: COVIDPartners@regionofwaterloo.ca. Emails are answered Monday to Friday 8:30 a.m. - 4:30 p.m.

Orders for COVID-19 Vaccines and ancillary supplies must be submitted using the vaccine clinic supply form. Please email COVIDPartners@regionofwaterloo.ca to receive a copy of the supply form. 
COVID-19 vaccine accountability logs

All clinics must submit an Accountability Log using the Online Vaccine Inventory System each day you administer vaccines and each day you receive a vaccine delivery. Please submit accountability logs no later than 11 p.m. the day of the clinic or delivery.  
COVaxON information

COVaxON is the provincial system used to record COVID-19 vaccinations. The COVaxON database keeps record of the doses administered to each client by date and includes information on the vaccine product. COVaxON helps Public Health track how much vaccine product is being administered in the Region to inform inventory and ordering processes. Direct clinical data entry into COVaxON at the point of care is the standard. 

Public Health will set up COVaxON accounts as well as a COVaxON Event for your practice/office. COVaxON training resources will be provided at the time of on boarding.

To access the service, please go to COVaxON. 

If you need more help, including help with two-factor authentication, contact Public Health at COVIDPartners@regionofwaterloo.ca, available Monday to Friday 8:30 a.m. - 4:30 p.m.  
COVaxON aggregate primary care vaccination data reports

The COVaxON Aggregate Primary Care Vaccination Report identifies your rostered patients that have received a COVID-19 vaccine on a platform similar to the Screening Activity Report (SAR).

For detailed instructions on obtaining this report and using this information to determine which eligible patients have not yet been fully vaccinated, please visit the EMR-eReport Patient Vaccination Reconciliation Toolkit .
Adverse events following immunization (AEFI) 
  • If your patient/client experiences an adverse event following immunization:
  • If you experience an adverse event following immunization:
    • Please contact your health care provider. Do not self-report your own adverse event. Your health care provider will complete the required form and submit it to Region of Waterloo Public Health.
COVID-19 vaccine resources for health care professionals
For patient resources, please visit our COVID-19 Vaccine webpage. If you have questions email, COVIDPartners@regionofwaterloo.ca. 

Long-term care homes, retirement homes, and congregate living settings (including group homes, emergency shelters)

Report all residents with COVID-19 symptoms or positive COVID-19 test results using the secure online reporting form. 

Questions? Contact Public Health by email.

Outbreak management
Facility status 

Review current COVID-19 outbreaks via the Ontario Respiratory Virus Tool or the Region of Waterloo’s Integrated Respiratory Disease Surveillance Report.
Outbreak preparedness 

Public Health Ontario Resources:

COVID-19 tests or PPE supplies for medical or long-term care home facilities

Region of Waterloo Public Health does not process order requests for COVID-19 tests or PPE supplies for medical or long-term care home facilities. These facilities can order COVID-19 Polymerase Chain Reaction (PCR) and Rapid Antigen Test (RAT) test kits through Supply Ontario or Public Health Ontario.

Additional resources

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