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Using COVax

Vaccine documentation and inventory reconciliation in COVax.

Your clinic must document these items in COVax:

For more information, refer to Ontario MD COVax training.

COVax dos and don'ts 

What to do What NOT to do
  • Document administration of doses in COVax in real time.
  • Select your facility's vaccination event name or use the search bar.
  • Sign into COVax weekly.
  • There will be times when you will have 2 different LOT numbers of the same vaccine. Select correct LOT numbers for vaccines.
  • Have incomplete documentation at end of clinic.
  • Amend any other vaccine events other than your own.
  • Go longer than 3 weeks without logging into COVax, otherwise your account will need to be reactivated.
  • Select the wrong LOT number when entering in COVax. This can result in inventory tracking issues, AEFI tracking issues etc.

COVax errors and resolutions

As part of the onboarding process all staff who will be using COVax must complete COVaxON OntarioMD training for primary care practices. 

If need assistance with any COVax documentation errors and resolutions, email Peel COVax authorization or COVaxONsupport@ontario.ca.

Inventory reconciliation

Extra doses

Extra doses drawn from each vial need to be tracked and reported so that the virtual doses available in COVax match the physical doses available. Extra doses are acceptable to be used for administration.

Each 12+ Pfizer Bivalent vial produces 6 doses. If more than 6 doses are withdrawn from the vial, these are considered extra.

Each 18+ Moderna Bivalent vial produces 5 doses. If more than 5 doses are withdrawn from the vial, these are considered extra doses. 

Wasted doses

Record and report the number of wasted doses, and the reason for the wastage, so that the virtual doses available in COVax match the physical doses available.

If a vial yields less than the expected number of doses, the difference is considered a wasted dose.

For COVax inventory support, email Peel COVID-19 vaccine management

You cannot delete an inventory reconciliation entry. If an entry is unintentionally or mistakenly created, users must create additional entries to reconcile for the mistake.