Cold chain management

All WA Immunisation Service Providers (ISPs) and stakeholders responsible for the transport, storage and/or use of government funded vaccines should understand and adhere to:

• National Vaccine Storage Guidelines: Strive for 5 (external link),
• Guidelines for the Management of Cold Chain for Immunisation Service Providers (PDF 383KB) (the Guidelines), and
• Annual completion of the mandatory WA Department of Health eLearning Cold Chain Management Training Module (external link).
• To meet compliance requirements, it is the discretion of the ISP to determine which staff should complete the module. 
• The ISP ordering account may be subject to suspension if education or compliance is not maintained.
• Each ISP staff member is responsible for maintaining their own education records. Successful completion of the eLearning module is reported by using the ‘Cold Chain Module Compliance Reporting Form’ linked at the end of the training module. Staff can follow the instructions to upload certificates and complete the form.
• Refer to the Frequently asked questions (FAQ) document (PDF 194KB) in the Cold Chain Management Guidelines and eLearning module.

Cold chain breach and potential vaccine wastage incidents

The cold chain is a shared responsibility that begins from the time the vaccine is manufactured and ends when the vaccine is administered to the vaccine recipient. This is described in detail in the Guidelines (Section 5. Cold chain breach).

Reporting of a cold chain breach or other potential wastage is mandatory. Also refer to the Guidelines Section 5 for details on when and how to report.

Vaccine during transport from the state distribution centre

If a breach occurred during transport:

• Stop the TagAlert by pressing and holding the Start/Stop button until a stop sign icon appears on the screen.
• Take a photo of the TagAlert.
• Complete the form attached to the TagAlert, or
• Download the TempTale Ultra data in table format.
• Complete the Cold Chain Breach (CCB) and Vaccine Wastage Form (external link) and select ‘Transport from Onelink’ as the incident type and submit your form.
• Forms are reviewed and CDCD Vaccine Orders will provide stability advice. Refer to the Guidelines (PDF 383KB) for further information on vaccine during transport and vaccine deliveries.

Report cold chain breach, expiry or other potential wastage incidents

All cold chain breaches (CCBs), expiry or other potential wastage of government-funded vaccines must be immediately reported by following the instructions in the Cold Chain Breach (CCB) and Vaccine Wastage Form (external link). In summary:

• Report all expired vaccines by selecting the ‘Vaccine expiry’ incident type.
• Report a cold chain breach or other potential wastage incident through the respective on-line report form for your region:
  • Regional providers use the Cold Chain Breach (CCB) and Vaccine Wastage Form (external link). 
  • Metropolitan providers use the separate Boorloo Public Health Unit Cold Chain Breach Form - Government funded vaccines (external link).
  • The information will flow through to your PHU for assessment. Do not discard vaccines unless you are instructed to do so by a WA Health representative.
• Refer to the vaccine ordering webpage Vaccine ordering for further information or contact your PHU.