Cold Chain Management


All immunisation providers in Australia must adhere to the National Vaccine Storage guidelines. Below is only a quick summary of essential cold chain management components, please refer to the guidelines for further information.

Twice daily: manually record min/max/current fridge temperature. Use the Strive for 5 temp chart or to order a PHN temperature booklet, email immunisation@cesphn.com.au

Weekly: download data logger 5-minutely temperature reports, review for cold chain breaches and report to PHU if applicable.

Yearly: self-audit checklist, including fridge service and ice slurry test.

Records must be kept for at least 7 years (see below)

☐ Vaccine specific fridge: must be used to store vaccines and organised neatly (see here for a guide). This should have a Min/Max/Current temperature display.

☐ Data logger: is required for each vaccine fridge, set to record temperature at 5 minute intervals.

☐ Labelled open weave baskets: with the vaccines stored in original packaging (Strive for 5, p38). Labels can be ordered free from NSW Health.

☐ Min/max thermometer: is required for each backup cooler.

☐ Vaccine cooler: to have on hand in case of power outage as a part of power failure backup plan (see below).

☐ Vaccine management protocol: Strive for 5 Appendix 1 outlines the necessary components, including cold chain breach procedure.

☐ Power failure backup plan: This is the part of the Vaccine Management Protocol which outlines instructions on what to do in the event of a power outage.

☐ Training: NSW providers must also complete the HETI online Cold Chain Training module
(at least 2 staff members must complete this, however strongly recommended that ALL staff members complete this training).


Managing a Cold Chain Breach

What is a Cold Chain Breach (CCB) and how to manage a CCB?

 

To report a CCB for NIP funded vaccines, report to your local Public Health Unit (PHU):

To report a CCB for COVID-19 vaccines, contact the Vaccine Operation Centre (VOC):

Complete COVID CCB reporting form and email COVID19VaccineOperationsCentre@Health.gov.au (P:1800 318 208)

Click here to download complete set of ‘Cold chain breach’ resources

 

Random vaccine storage audits are conducted by NSW Health Public Health Units (PHUs) every month. Non-compliance to guidelines will result in suspension of your Vaccine Account Number (VAN). Compliance audits will include checking:

– Correct vaccine storage and cold chain management protocol.

– Adherence to staff training requirements (completion of online Cold Chain Training Module).

– All vaccines administered are reported to the Australian Immunisation Register (AIR).

See also: How to prepare for a NSW Health Cold Chain Audit

POWER Failure and transportation equipment

Planned power outage

Power failure or fridge malfunction

Equipment: DATA LOGGERS & Fridges & thermometers

Fridge Resources

Refer to the Strive for 5 Guidelines Section 6 for guidance on Vaccine Specific Fridges.

Thermometers

Data Loggers

What is a data logger? – CESPHN Information Sheet

LogTag Data Logger
HLP Medi-Log II
  • Medi-log support webpage, including videos on setup and troubleshooting
EliTech Data Logger
Tiny Tag Data Logger
OPENING, CLOSING OR MOVING PREMISES

How to apply for a Vaccine Account Number (VAN)

This toolkit guides you through the steps to apply and receive a VAN in order to order and administer NIP vaccines.

 

Cold Chain when Moving Premises

Things to consider when Opening, closing, or moving practice

RECORD RETENTION

How long do twice daily temperature logbook need to be retained for records?

Retention periods for records such as data logging and vaccine refrigerator
temperature charts are specified in the appropriate retention and disposal
authorities for administrative records: State Records NSW> Equipment and Stores (GA28) > 5.7.1.

Retain minimum of 7 years after completed, then destroy.

Source: NSW Health – Policy Directive: Vaccine Storage and Cold Chain Management

Why do temperature records need to be retained?

In the event of a historical breach, temperature records may be important in identifying and resolving issues.

What is the best way to store records?

To avoid large volumes of paper, consider scanning records into reliable electronic storage.